Scheduling in Planbase is the process of planning and allocating work hours to your employees. It also includes organizing specific activities or tasks that need to be completed during a shift.
Getting started
To begin the scheduling process, select 'Scheduling' in the sidebar. This area is your command center for organizing and managing the work schedules of your employees.
Selecting the date range: Use the controls at the top of the scheduling screen to choose the exact dates for which you need to prepare schedules.
Day vs Week view options: Choose between 'Day View' to focus on individual days or 'Week View' for a broader overview of the entire week.
Filtering and organizing
Applying filters: Implement filters to refine which employees and shifts are visible based on criteria such as age, team, or role.
Grouping by teams: The 'Group by' feature allows you to organize shifts and employees by specific teams, such as Engineering or Customer Support. This organization helps in visualizing the allocation of resources and managing different departmental needs effectively.
Managing employee schedules
Adding shifts: To add a shift, simply click on the appropriate row for an employee and day. A color-coded system helps identify availability: a red box signifies the employee hasn't signified they are available for that given day, while a grey box indicates that the employee is available to work.
You can still add a shift even if the employee is unavailable
If an employee has added availability the times they are available are shown in the top left and right of the card.
Handling multiple availabilities: Multiple grey boxes will show when an employee has indicated availability for multiple time slots in a single day.
Shift adjustments: Directly modify shift times in the scheduling view. Use the ellipsis menu on each shift card for more options like adding tags for additional shift details, inserting notes for special instructions, or deleting unnecessary shifts.
Activity and shift details
Each shift can include designated activities or tasks. This segmentation helps in assigning specific responsibilities within the shift.
💡 To view activity details click the 'Activity Details on the top right
Adding and managing activities: Activities such as breaks or task blocks can be added by clicking the '+' sign at the shift card's bottom.
Additional scheduling features
Drag and drop functionality: For quick adjustments, use the drag and drop feature to move shifts between days or assign them to different employees, making scheduling flexible and intuitive.
Utilizing keyboard shortcuts: Speed up your scheduling tasks with keyboard shortcuts for copying, pasting, and deleting shifts
Downloading schedules: At any point, download the complete or partial schedules using the dedicated download button.
Publishing and finalizing schedules
Comprehensive publishing guide: For detailed instructions on the publishing process, refer to the Publishing Guide