Plan shifts, cover demand and publish the week

How Staff Scheduling works in Jobilino

1. Plan and actual are separate

   Staff Scheduling answers the question “Who works when and where?”. Time tracking answers “Who actually worked?”. The two stay separate: a planned shift is not worked time, and the clock-in is recorded separately.

   Tipp: That is why your employees clock in and out as usual on scheduled days too.

2. What a shift is

   A shift is one employee on one day in one time window. Optionally it belongs to a site (a customer's project) and a work area. It also carries break minutes, a type and a status.

   Tipp: Someone working five days has five shifts – each can be changed or moved on its own.

3. Four views

   Open “Staff Scheduling” in the main menu. You switch between Day, Week, Month and List. The day view groups the plan by site and shows the lists “Available” and “Unavailable” next to it. The week view is a grid of employees and days.

   Tipp: You move shifts by drag & drop – on a tablet with a long press.

4. Permissions

   In the user group, the “Staff Scheduling” area defines what someone may do: “Can create new work schedule”, “Can edit work schedule”, “Can see all work schedules”, “Can delete work schedule” and “Can publish work schedule”.

   Tipp: Without “Can see all work schedules”, a person sees themselves and the members of the teams they lead.

Templates and rotation patterns

admins

1. Shift templates

   Under Administration → Shift templates you maintain recurring shifts with start, end and break, for example “Early shift”. If you pick a template when creating a shift, its times are filled in.

   Tipp: A starter set of templates is created automatically. You can adapt it to your business.

2. Rotation patterns

   Under Administration → Rotation patterns you create rotations, such as early/late alternating weekly. You pick a pattern when you repeat a shift as a series.

   Tipp: Rotation patterns also come with an automatically created starter set.

Create a shift

1. Open the form

   Click “New shift”. The form has four panels: Who · When · Where · What.

2. Who

   Use the switch to choose “All employees”, “Teams” or “Employees”. With “Teams”, the current members of the selected teams are scheduled.

   Tipp: You only see the people your permissions allow you to schedule.

3. When

   Set the date range, the time and the break, and tick the weekdays that are worked. For every selected day, one shift is created per person.

   Tipp: With a shift template, time and break are already filled in.

4. Where and What

   Optionally choose the site and a work area, as well as the type and status of the shift.

5. Repeat as a series

   If the shift should recur, create a series: weekly, every n weeks or following a rotation pattern.

6. Save

   On saving, Jobilino checks the rules from the next section. Hard rules prevent saving, warnings do not.

What Jobilino checks when scheduling

1. Hard rules

   A shift cannot be saved if the employee is absent (leave, sick leave), if the customer has excluded this employee, or if a qualification the customer requires is missing. Jobilino states the reason in each case.

2. Warnings

   Shown as a notice only: overlap with another shift, rest period, daily and weekly hour limits, contract hours and public holiday. You can still save.

   Tipp: Review the notices before you publish the week.

Record demand and fill open slots

1. Demand per site

   Record for a site how many people are needed on which weekdays in which time window – optionally with a required qualification.

2. See open slots

   In the day view, missing people appear as dashed rows at the site, together with the status, for example “3/4 filled”.

   Tipp: A site with demand appears even when nobody has been scheduled there yet.

3. Fill plan

   Click “Fill plan”. The plan assistant suggests one person per open slot and gives the reasons: knows the site, qualification valid, hours left this week, fair distribution of weekends.

4. Review the preview and accept

   First you see a preview in which nothing is saved yet. Accept the suggestions that fit. On accepting, every check runs again.

   Tipp: So leave entered in the meantime still prevents the assignment.

When someone drops out

1. “Substitute needed”

   If an employee reports sick after planning, their shift stays in place and is marked “Substitute needed”. Managers and planners receive a notification.

2. Find a substitute

   Open the shift and choose “Find a substitute”. Jobilino lists possible substitutes ranked by suitability. Select one of them.

Plan faster

1. Like last week

   If a week or a month is still empty, “Like last week” copies the shifts of the previous period.

2. Taken slots are skipped

   When copying, Jobilino skips slots that are already taken. This way no duplicate shifts are created.

Publish the week

1. Publish week

   With “Publish week”, every scheduled employee receives their week by push and in the inbox.

   Tipp: This requires the permission “Can publish work schedule”.

2. Publish updates

   If you change something afterwards, “Publish updates” notifies only the employees who are affected.

3. No lock

   A published week remains editable. Publishing does not lock anything.

Export and print

1. Excel, CSV, PDF

   Export the displayed period as an Excel, CSV or PDF file.

2. Print roster

   “Print roster” creates a notice for the wall: employees as rows, days as columns, A4 landscape.

   Tipp: Useful for sites where not everyone uses the app.

Shifts in the app

employees

1. My shifts

   In the Jobilino app you see your shifts under “My shifts”.

2. Notification

   When your week is published or changed afterwards, you receive a push notification.

3. Clock in anyway

   A planned shift is not yet working time. Clock in and out as usual.