Work Planner

WORK PLANNER is a really flexible tool to help plan and enter your Staff Shifts and Rotas - with the flexibility to swap shifts and enter regular patterns of work.

You can easily see the numbers of staff members per Day and also the total hours they would work if they were to complete the schedule.

Having access to the Work Planner is based on your User Role, an Administrator (or someone with access to User Roles) can assign the Work Planner to your Role to allow you to use this tool.


  • From the Work menu, select WORK PLANNER

You need to have entered some Staff members and be looking at a Group which have staff members in them.

To set individual work schedules / rotas / working times

Find the User and click in the Date cell for when their working time/shift/rota will START

  • From the Select Option menu  choose SET PATTERN
  • Select the relevant pattern (that you have already created)
  • Choose a Specific End Date or No End Date
  • Click CONFIRM.

For the staff member you want to plan,  just Left Click in the relevant Date cell  - You will then have an option to enter either Single Day entries or set a Work Pattern for the staff member upto a specific point in time or indefinately. 

Right Click on the relevant Date cell and you will see a quick option to add a Single Day entry for a specific date.

By using the "Show Totals" drop-down box, you can show the totals at the bottom of the planner to show the numbers of staff you have working per day and what shift they're doing, and the totals at the end of the rows show how many hours the staff members' will have worked if they complete their schedule.

You can also show any Leave or Overtime that your staff members have already requested, along with any Events (Bank Holidays) that might be occurring within the selected month. These are represented by a coloured corner on each cell, top right will be Leave, top left is Events and bottom right is Overtime. By clicking on a cell, you will see a breakdown of all occurences on that particular day.


An Admin person working 0900-1730 every working day i.e. Monday to Friday.  (This is a default working pattern created when you sign up.)
Choose this pattern and select "No End Date".  This is because, for the foreseable future, this person will always work these days and times.

A Shift person working 4 days on, 4 days off.
If this shift pattern is just valid until, say 3 months ahead and may change, you can choose a Specified End Date and the pattern will run til then.

Title: Work Planner
Category: Work
Posted: Thursday, 20th Mar 2014
By: Phil Cross
Direct link:

View all knowledgebase articles

Close menu Home Features Pricing Support Contact us Our blog Free Trial