Plan, release and convert shifts and days into time entries

How work schedule planning works in Jobilino

1. Plan vs. Actual

   Work schedule planning answers the question: 'Who is supposed to work on which day?'. It is the advance planning. Time tracking answers: 'Who actually worked?'. The two are separate, but can be linked – a planned slot can be converted into a real time entry when work begins.

   Tipp: This way you can see in the report later what was planned and what was actually booked.

2. Plan = Group + Individual Slots

   A plan consists of a 'group' (the weekly or period framework, with a start and end date) and individual 'slots' (one slot = one planned working day for an employee). Each slot has a date, start and end time, hours estimate (default 8 h) and optionally a project.

   Tipp: The group is the organisational bracket – if you delete a group, all of its slots are removed as well.

3. Prerequisite: Feature active in the client

   Work schedule planning is a separate feature and must be activated in the client ('has_work_schedule' in the settings). If it is deactivated, you will not see the 'Work Schedule Planning' menu item and API calls will return 403.

   Tipp: By default, the feature is enabled for new clients. Please contact support if required.

4. Permissions per employee

   What an employee is allowed to see and do in workforce scheduling is controlled via the user group: 'can create new schedules', 'can view all schedules', 'can delete schedules', etc.

   Tipp: Employees without 'can view all schedules' can only see their own scheduled slots. Team leaders typically require all three permissions.

5. Weekly view

   Schedules are displayed ISO week by ISO week. A schedule spanning multiple weeks is automatically grouped into the corresponding number of weekly blocks.

   Tipp: If a time period spans years (e.g. Dec/Jan), the calendar week numbers change correctly as well.

Create plan (draft)

1. Open working time planning

   Access 'Working Time Planning' in the main menu.

2. Start new planning

   Click on 'New Planning'. A dialog will open with a time period, optional project pre-selection, and options for weekends / public holidays.

3. Select time period

   Set the start and end date (e.g. 1/7–31/7 for monthly planning). Jobilino creates one slot per participating employee for each day in the period.

   Tipp: Longer periods work just as well – Jobilino automatically groups them into weekly blocks.

4. Optional: select a project

   If you are creating project-based planning, select the project. In that case, only employees who are members of the project team will be taken into account.

   Tipp: If you leave the field empty, Jobilino plans with all employees of the client.

5. Skip weekends and public holidays

   Enable 'Skip weekends' and/or 'Skip public holidays' to exclude Saturdays, Sundays and statutory public holidays of the contract country from scheduling.

   Tipp: Which public holidays are applied depends on the country specified in the respective employee's contract. Maintenance: Administration → Public Holidays.

6. Confirm standard hours

   Each slot is initially set to 8 hours. You can adjust this value per slot before saving.

   Tipp: For part-time employees, it is recommended to reduce the slots to their contractual daily hours (e.g. 4 h, 6 h).

7. Generate

   Click 'Generate'. A draft is created with all slots in the weekly grid. Nothing has been saved yet – you can edit it.

   Tipp: The draft only exists within this session. Save it actively (see the next section), otherwise it will be lost when you leave.

Edit and save plan

1. Adjust slots

   In the weekly grid, click on individual slots to edit them: start/end time, hourly rate, project assignment. You can also delete slots if an employee is not to be scheduled on a particular day.

   Tipp: Tip: Set the default per employee first, then only maintain the exceptions per day – this saves a lot of time.

2. Add or remove employees

   If an employee is missing from the plan or has been included by mistake, add them manually or remove them from the plan. For project-related plans, only members of the project team are available for selection.

3. Save plan

   Click 'Save'. The plan is stored in the database as a group and slots and is immediately visible to the affected employees.

   Tipp: Employees are only notified that they have been scheduled after saving. Before saving, the draft remains purely local.

4. Add plans retrospectively

   If, for example, an additional shift needs to be added, generate a new small plan for the missing time period. Multiple plans can overlap, as long as they do not conflict in identical slots.

View and filter existing plans

1. Open plan list

   In the 'Work Schedule Planning' menu you can see all saved plans, grouped by calendar week.

2. Apply filter

   Filter by the fields Date (From/To), Employee (if authorised) and Project. Employees without 'can view all schedules' can only see their own slots.

   Tipp: Practical tip: Use the date filter for 'next week' or 'a specific month' – this way you only see the relevant view.

3. Open detail view

   Clicking on a schedule opens the weekly view with all slots. Here you can edit (provided you have the appropriate permission).

4. Preview / Print view

   Using the preview, you can generate a print-ready view of the schedule for notice boards or distribution by e-mail.

   Tipp: Practical for locations where not every employee works directly with the app.

Export plan

1. Excel export

   Via 'Download Excel file' (in the list or detail area) you can generate an Excel spreadsheet containing all slots of the current filter.

   Tipp: The export shows you employees, date, start/end, hours and project – ideal for handover to external payroll software or pivot analyses.

2. Print view

   The print view is suitable for notice boards: one page per week, with employees as rows and days as columns.

   Tipp: We recommend posting schedules at least one week in advance so that employees know their shifts.

Convert a planned slot into a real time entry

employees

1. Open today's slots

   On the home page (app and dashboard), you will find your slots for the current day under 'Scheduled for today'.

   Tipp: If no slots are planned for today, the section will not be displayed.

2. Trigger booking

   Tap a slot and select 'Convert to time entry'. The date, start/end time and, if applicable, the project will be adopted directly.

   Tipp: This means you do not have to enter everything again. However, you can still adjust the values before saving (e.g. if you actually started later).

3. Balance is being checked

   If the slot converts a time type that consumes holiday (e.g. 'Holiday'), your holiday balance will be checked upon saving. If it is insufficient, the booking will be rejected with 'Not enough holiday days available'.

4. Plan and actual linked

   The slot will be linked to your new time entry – this way reports show 'planned' and 'actual' side by side.

   Tipp: When cancelling the time entry, the link will be removed, but the slot will be retained as a plan.

Delete plan

admins

1. Check permission

   Deleting requires the 'can delete plans' permission.

2. Delete an individual slot

   Click on the slot in the weekly grid and select 'Delete'. Only this employee's day will be removed from the plan.

   Tipp: If the slot had already been converted into a time entry, the time entry will remain – only the plan information will be removed.

3. Delete an entire group

   Use 'Delete group' in the detail view to remove the entire plan including all slots.

   Tipp: Warning: this cannot be undone. If necessary, please save the Excel export beforehand.