Shift planning

This instruction introduces Koho's shift planning. Shift planning can be turned on by customer service for all Koho ERP accounts. This request needs to come from the local administrator.

It is noteworthy that the terms used in the system can easily cross when they are close to each other.

In other contexts, a shift refers to the work assigned to a project and task. Shift planning, on the other hand, is about scheduling the work of several employees as a manageable entity. The concepts meet in such a way that shift planning can also be used to plan planned shifts that are directly assigned to an internal task - which form a shift in both meanings of the concept.

Planning can be done in two different ways:

1. By setting start and end times for the days

2. By setting an internal task for the days.

In addition to planning full working weeks, shift planning can also be used to promote the implementation of, for example, personnel surveys, information security training and similar internal tasks, as the required task and the time reserved for it can be implemented directly on the employee's own list.

Setting up shifts

Shift planning shifts can be created from the path Settings - Users - Work Hours - Shifts

In the window that opens from the Shifts button, you can create shifts by adding information to them. In addition to the full name, a character can be defined for the shift, which is shown as an identifier in the Lesson goals view, for example. The Start and End fields receive times of the day.

Set shifts for employees in the Work Hours view

Shifts can be viewed from the Lesson goals view and set in a per-person style:

1. The circle arrow icon can be used to set a turn. After the user's name, it can be set for them at once for the entire time frame under consideration. Correspondingly, from the individual days cell, a shift can only be set for that day.

2. The Team column shows which Team the employee belongs to. In addition, smaller grey text indicates which special user groups the employee belongs to. Hovering over special groups opens a small window where all groups are easy to read.

3. In the daily cells, the upper row shows the previously mentioned Marker. In the example, the numbers 1-3 are used here, but optional text can also be used. After the badge, you can see the duration of the shift in hours.

4. The lower row of the cell shows the start and end times of the shift.

5. The bottom rows show a summary of the available shifts - i.e. how many employees have the shift in question on the day of the column.

When a shift has been set for an employee, he or she can also see the start and end times of the day in connection with the dates in the Sessions - Timesheet view.

View and use shifts on the Reports tab

In the Reports - Shift planning path, you can manage the created shifts in a versatile way, as well as download information about them as Excel files out of Koho.

Session planner

The list shows the shifts for the entire time period at once, so that each shift has its own row and each date has its own cell, which shows the employees assigned to that shift on that day.
New people can be added directly to the days by clicking on the small blue person icon. By clicking on the name of the people on the shift, you can change the person's current shift to another.

Hours

The content of the Hours list is the same as the view presented above, which is used in the Users - Lesson Goals view.

Persons

The view shows the existing shifts of internal tasks.
Who has them, when and with what task. In addition, the planned duration of the task, if defined, is shown.
The Excel button can be used to load the view data grouped by person.

Duties

The view shows all tasks that have been marked as internal work in terms of invoicing method and which project they belong to. You can also set a duration for tasks, but it's not necessary.

When tasks have been set through this, they are shown to the employees on the Shifts page, without confirming them in the view. The employee can make changes themselves, such as adding comments to the shift and either clock the time or update it to the actual length*.

Technical detail*

The scheduled shift is self-contained - a locked shift, and its duration cannot be directly changed.

Regardless of whether the time used is to be actively clocked or the actual duration is to be completed directly manually, you first need to press the Continue button.

This automatically creates a combination shift, the duration of which can be determined by yourself!

List

As the name suggests, the list is a list of all shifts assigned to an internal task, arranged from oldest to newest.

Actual

On the Actual tab, the planned and actual working hours and their difference are presented side by side.