Planning of work areas and locations
Managing employees skills
Shift planning
Shift change and application
With the shift planner, you can easily create and define a wide variety of work areas for your locations. Thanks to the assigned colour markers, you never lose the overview and can plan properly. You can also create additional sub-areas for each work area to refine your detailed planning. Employees are assigned to their work areas, so that it is clearly defined who can be deployed where. Employees can even be assigned to multiple work areas, even in multiple locations.
The “skills” function is perfect if you need special know-how for your work areas. For example, if you have a work area where you need only employees with a certain qualification/education, this requirement can be created under skills and added to the corresponding work areas. This way, you will always have an overview of which employees have which skills during the planning process.
This function allows employees to create their own availabilities for a shift. This is a very convenient way for the employees to communicate directly to the planner when they are available.
Availabilities can easily be shortened or extended by click and drag. In addition, employees can leave notes to briefly describe the reason for their short availability. This simplifies the communication process between the employee and the planner, as the planner can access the notes by double-clicking on the period in the calendar view.
Furthermore, the availability feature offers the possibility to apply for shifts, swap shifts, and pick up shifts, if this option has been enabled in advance when assigning the user rights. Despite this flexible function for employees, the planner retains full control over the shift planner.
The calendar offers several functions to help you create and define shifts.
When creating a new shift, you can select a work area for which you want to schedule the shift. If a specific skill is required, you can select it using the drop-down button and specify the number of desired employees. In addition, the duration, as well as the day of the shift together with the length and the time of the break can be defined.
Another function allows you to choose when and how often (“repeat interval”) the shift should be repeated. This can be daily, weekly, monthly and yearly. With the “ends” function – you can easily set a date from which on the repetition will no longer be taken. Simply click on save and the system will automatically create the future shifts.
This saves you from entering the same shift plan every day!
Create a clear duty roster for all work areas in your company with one click.
To make sure you don’t lose track when planning, there are several groups available to help you plan the shift. You can access the following groups: employees, skills and work area.
To divide the users in a reasonable way, the filter “work areas” shows all available users and the filter “skills” shows all qualified employees for this shift.
The system also helps you keep track of how many employee hours are already scheduled this week. If the target working hours of your employees are exceeded, it will be marked in red. If the shift does not match the user’s availability, the hours will be highlighted in yellow.
Filters can also be set in the calendar view. For example, early shifts and late shifts can be filtered and assigned separately or together. This way, you can plan clearly and without complications.
With TimeTrack, errors no longer creep in! The software recognizes a planning error and immediately points it out with the following warnings: work areas, skills, regular working hours, working model (if the employee has regular working hours), holidays or absences (e.g.: vacation or sick leave). This way, the system makes it clear that the employee is not available or not qualified, without hindering the planning.
You can also set which warnings should be displayed to you.
The shift planner can be viewed in different ways. Whether in weekly view or a view for the next 30 days – you decide which view supports you optimally in the planning process. You can also switch to the resource view to see which shifts the selected employee is assigned to.
Furthermore, the shift planner also offers the “copy shifts and allocations” function, so you can easily apply the shift of the previous week to the next week. You can copy the shifts and allocations or only the shifts, without allocations.
The shift planner can also be exported easily. Select the desired view of the export (list, calendar, resource) by just clicking on the download button of the shift you want to export. You can set filters to view specific work areas or tags in more detail.
In order to notify employees about their shifts in time, you can send them to all assigned employees by e-mail. If a specific shift needs to be edited afterwards, you can also notify only the affected 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 shift schedule included?
The shift schedule 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 shift scheduler, you have to create all work areas and skills yourself and assign employees to shifts manually. The automatic shift planning, creates you with a single click a clear and accurate duty roster for all work areas.
