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Tag: Dienstplan

Create schedule

To create the schedule, first enter your employees:


  1. Now go to the schedule.
  2. Select the week for which you want to create the new schedule in the horizontally displayed calendar.
  3. Click on the corresponding employee. An input mask will open showing the previously selected week.
  4. Enter the working hours or regular absences (e.g. vocational school).
  5. To enter break times, select "other working hours" instead of the preset working times and enter them accordingly up to the break.
  6. Click on the green plus sign, select "create new break" and enter the corresponding time.
  7. Click on the green plus sign again to enter the working time after the break.
  8. Proceed in the same way for your rooms and equipment (e.g. beds, workstations, cabins, EMS devices, etc.)

More articles on the topic of schedule

Duty schedule: Exports

The service schedule exports give you the option to save various formats of your service schedules.

You can access this area via Service Schedule > Options

Export for Employees (PDF)
Provides a clear print view with one page per employee, which lists the working hours for the next 6 weeks.

Example of an employee working hours export:


Current Monthly Sheet (PDF)
Provides a detailed summary of the current month with all vacation and sick days as well as the target-actual hours.

Example of a monthly sheet:


Attendance List (PDF)
This list shows you the attendance and absences of your employees in the current month.


For more information about the service schedule, see here.

Absences

To be able to enter absences in the calendar and in the schedule, you must create them first in the schedule settings.

You can access this area via
Settings > Schedule > Settings > Absences.

Common absences are, for example, "Vacation", "Vocational School", "Illness", "Days Off", "Further Training".

Create absences

Select + New Absence to create a new absence or click on an existing absence to edit it.

Description
Name of the absence (e.g. Vacation)

Abbreviation
The abbreviation is used in the schedule exports and should consist of a few letters.

Example of abbreviations in the attendance export:


Counts as working time
Some absences like "Further Training" or "Trade Fair" count as working time and should be counted as such in your reports and statistics. Enter the working time in minutes here. Example: 8 hours correspond to a value of 480. Vacation days for part-time employees are calculated at 240 minutes.

Coloring
In the schedule, your absences have different colors, which you can set here.

Example of differently colored absences in the calendar:


Behavior when transferring working times
In the schedule, you can transfer an employee's working times forward over several months. Specify here whether this is a recurring working time that should be transferred. In the event of a schedule change, these will be overwritten as well. Suitable for "Vocational School", "Office Day".

If this option is disabled, this absence will not be transferred. If you enter it in the distant future, it will not be overwritten if you recreate the schedules. Suitable for "Vacation", "Further Training", "Illness".

For more information on schedule transfer, see here.

Count as Training
Counts this absence as training for the employee.

This absence can only be removed manually.
This absence is fixed and can only be manually removed from the schedule. This prevents overwriting by schedule transfer.

Upon entry, retain already entered working times.
Absences automatically remove the working times, breaks and events of the day. However, with this setting you can define that an absence does not do this.

The use cases for this are very specific: If you use certain absences as markers for days that should be visible in the calendar, for example, but have no impact on the schedule, this could be useful for you.

Use absence in the schedule

In the schedule, you can enter absences for the desired days, which are then visible in the calendar and, according to your settings, are counted or not counted as working time in the reports.

Enter absence in the calendar

Click on the desired employee and select "Change Working Times". Then select the desired absence.

Enter vacation for multiple days

View absences in the employee file

In each employee file, you can view all absences entered so far for the employee under the Absences menu item.

For more information on your schedule settings, see here.
Learn how to enter a half-day vacation in the calendar here.