Create work areas and locations
Assign skills to employees
Plan shifts
Adapt shifts
TimeTrack’s online duty roster allows you to personally define and createyourwork areas and locations. A good overview is guaranteed thanks to the coloured labels for each location and work area. Every employee is assigned to his/her respective work area(s), in order for you to know where they can be assigned to. By creating additional sub-areas for each work area you can plan in more detail. Of course, employees can be divided upon multiple work areas and locations.
With the function to filter for skills, you can search for employees with special know-how. This is especially useful for work areas, where you need employees with a specific qualification or education. Create this requirement under skills and add it to the corresponding work area. Now you can plan according to the skills of your employees!
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In the duty roster, employees can define their availability for shifts. This function allows employees to communicate to the planner when they are available.
You can shorten and extend your availability by click and drag. There is also the option to leave notes and explain the reason for shorter availability. The planner can access the notes with a double click on the available period in the calendar view.
This feature also offers the possibility to apply for shifts, swap shifts or pick up shifts. This is only possible, if the user rights were assigned accordingly. Even though employees do have a lot of freedom, the planner still has full control over the duty roster.
The calendar offers several functions that support you in creating the services.
When you create a new duty roster, you can select the workspace for which you want to schedule the duty. If a specific skill is required, select it using the drop-down button and further specify the number of desired employees. Additionally, the duration, as well as the day of the service can be specified together with the length and the time of the break.
Create a clear duty roster for all work areas in your company with just one click.
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The duty roster allows you to decide when and how often you want to repeat a shift. You can repeat shifts daily, weekly, monthly and yearly. There is also the function to set a date from when the repetition should end. Once you click on save, the system will automatically create future shifts.
This function saves you a lot of time!
In order to not lose track in the planning process, you can focus on either the employees, the skills or the work areas.
If you want to divide the users, you can use the filter “work areas” or “skills” to show all available or qualified employees.
TimeTrack’s duty roster is also a big aid when it comes to tracking the already scheduled employee hours. If you have exceeded the target working hours of your employees, the field will turn red. If the shift doesn’t take the employee’s availability into account, it will turn yellow. This way you can easily and quickly compare actual services and target services.
In the calendar view, you can set filters. You can view the early shifts and late shifts at once or separately for instance. TimeTrack puts an end to complicated views and information overload when you create your duty roster. Benefit from the overview and ease of use of TimeTrack’s duty roster!
With the duty roster, you no longer need to worry about errors. TimeTrack recognizes planning errors and immediately points them out! It will warn you about work areas, skills, working hours, working models (if the employee has regular working hours), holidays and absences such as vacation and sick leave. The software won’t hinder the planning, but will show you that the employee you picked is not available or qualified.
You can of course set which warnings should be shown for the target plan and which not.
There are many views in which you can display the duty roster. Whether weekly view or view for the next 30 days – you decide which view optimally supports you in the planning process. You can decide between the weekly view, a view for the next 30 days or the resource view, which shows you which shifts the selected employee is assigned to.
The duty roster allows you to copy shifts and allocations, in order for you to apply shifts of the past in the future. You can decide whether you want to copy shifts and allocations or shifts only.
The export of the duty roster works in two steps: First, select the desired view (list, calendar, resource). Then click on the download button. Done!
You can also set filters to see specific work areas of tags.
Once you have created your shift, all that is left is to notify your employees. With a few clicks, you can send them the duty roster via email. In case of changes in a duty roster, you can also notify only specific users.
Can an employee be assigned to more than one department?
Yes, it is possible to assign an employee to several departments or locations. You can find this option under “Work Areas” in the Planning module.
Can more than one person plan the shifts?
Yes! Shifts can be created and planned by more than one person if they are authorised to do so.
In which subscription model is duty roster included?
The duty roster is offered in the Premium subscription model. You can see what other features are included in this subscription model under this link https://www.timetrackapp.com/pricing/.
How does the employee get the shift plan?
In our system, we offer several options for this. Employees can view their shifts themselves either via the mobile app or the web app.
If the shift planner wants to inform the employees himself, it is sufficient to export the respective shift schedule and send it via email. The system also offers the option “Notify user”, which will automatically send the shift plan to the employee.
Is there an automatic scheduling?
Currently, we are working together with the Technical University in Vienna on an algorithm that will enable automatic shift assignment and automatic rostering. This function will be available soon.
What is the difference between the digital and the automatic shift scheduler?
With the digital duty roster, you have to create all work areas and skills yourself and assign employees to shifts manually. The automatic shift planning creates a clear and accurate duty roster for all work areas – with just one click.
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