Switch between week and month
Shiftplan shows the current week by default. To switch between the week and month view, click Layout in the top right and select Week or Month under View.
The first day of the week follows the week start configured in company settings, not the browser language setting. To adjust the week start, an admin can change it under Settings > My company.
Choose a layout
The layout determines how rows in Shiftplan are grouped. Click Layout and select one of the three options under Layout:
Layout | Rows show | When useful |
Employee | One row per employee | Overview of individual people, daily planning |
Role | Employees grouped by their roles | When you want to make sure all roles are covered |
Work area | Employees grouped by work area and location | Planning multiple areas (e.g. kitchen, cashier, warehouse) in parallel |
Employee view
The Employee view shows one row per employee with all assigned shifts. For each shift you can see the role, start and end time without break, shift duration, and location. Click (+) next to an employee's name on the desired day to create a new shift.
Role view
The Role view groups employees by their roles. When creating a shift, the role is already pre-selected — you only need to add the location and time. This reduces role assignment errors and gives you a better overview of which roles still need to be filled.
Work area view
The Work area view groups employees by work area and location. You can move employees between work areas using drag and drop.
Set card size
Card size determines how much information is visible on each shift card. Click Layout and select under Card size:
Card size | What is shown |
Compact | The fields configured under Shiftplan > Settings > View options (max. 2 selectable: role, start/end, duration, location) |
Extended | All available shift information |
Minimal | Role only — maximum number of shifts visible at once |
To set the fields for the Compact view, go to Shiftplan > Settings > View options and select up to two fields under Customise layout.
Go back to Shiftplan, click Layout, and select Compact under Card size.
This is what your Shiftplan will now look like:
The Compact view also works in the Role view:
Note: Card size applies to all users with access to Shiftplan. Only admins and managers can switch between Compact, Extended, and Minimal.
Filter employees
The filter bar above Shiftplan stays visible while scrolling. Select one or more filters and click Apply. To remove filters, click the X next to the active filter and click Apply again.
Available filter criteria: Location, Employee, Roles, Working areas, Tags.
Note: To jump to the top of the list, click the up arrow at the bottom right of Shiftplan.
Two additional filter options:
Only with shifts in range: Hides rows for employees with no shifts in the currently visible period. When this filter is active, the Employee filter is disabled, and vice versa.
Conflicts: Shows only employees with active conflicts. The number of current conflicts is shown at the top of the bar. Click Conflicts to activate the filter.
View absences, hours, and public holidays
Absences: A coloured bar on a day indicates an approved absence for that employee. Click the bar to see the type and period of the absence.
Hours per employee: A chip with planned hours is displayed next to each employee. Click the chip to open the Time Info Card:
Row | Meaning |
Contracted hours | Contractually agreed hours in the period |
Time off | Approved time off periods |
Public holiday | Public holidays in the period |
Required | Hours actually to be scheduled (contracted hours minus time off and public holidays) |
Total planned | Shift hours scheduled so far |
Difference | Total planned minus Required — positive means over-scheduled, negative means still open |
Note: Whether the chip shows the overtime balance or the working time account balance depends on which hours model your company uses. Both use the same chip but with different calculation bases.
Public holidays: If Show public holidays in calendar is enabled under Shiftplan > Settings > View options, public holidays for the selected locations are highlighted directly in Shiftplan.
View shift logs/shift history
Why view shift logs?
Shift logs help with three key tasks:
Traceability: You see at a glance who made what change to a shift, when, and exactly which fields changed — with names, timestamps, and old value → new value. This is helpful when employees want to understand why their shift looks different than expected, and when multiple shift planners manage shifts together and want to keep track of all changes.
Compliance & Audit: The complete change timeline is proof that shifts were planned and authorized correctly — required for legal compliance, especially in regulated industries like healthcare where work-hour documentation is audited. Also relevant when the works council needs to be informed and kept up to date on changes.
Error analysis: If something goes wrong (wrong employee, wrong location), you can work backward through the logs to see how the error occurred and who was affected.
When you open a shift, you can see a complete log of all changes — who created, edited, published, or assigned it, and exactly what changed.
View logs
Go to Shiftplan > Schedules.
Click on a shift to open the detail dialog.
In the dialog you see two tabs: Details and Logs.
Click on Logs to see the timeline of all changes.
Optional: Click on Download audit to export the entire log as an Excel file.
What shift logs show
For each change:
Information | What you see |
Who made the change | Name and photo of the person |
What changed | The action type (created, edited, assigned, unassigned, reassigned, published, swapped) |
Field changes | Old value → new value for each field (e.g. "Anna Schmidt → Open shift") |
When it happened | Date and time of the change (in your local timezone) |
Who can view shift logs
Shift logs are available to customers with the Shift Logs permission (Connect V4 and TAA+Admin). If your company doesn't have this permission, the Logs tab is locked with an upgrade message.
Access:
Employees: Can view the logs of their own shifts only.
Managers and Admins: Can view the logs of all shifts they have access to.
A user without permission to view a shift cannot view its logs either.
Frequently asked questions
Why doesn't my Shiftplan start on the right day of the week?
The week start is configured in company settings. If the displayed day of the week is incorrect, an admin can adjust the week start under Settings > My company.
I can't see all employees in Shiftplan. Why is that?
There are three possible reasons: the employee is not enabled for Shiftplan (check Shiftplan > Settings > Shift employees), the "Only with shifts in range" filter is active, or your permission profile restricts visibility to certain teams or locations.
What does the coloured bar next to an employee mean?
A coloured bar indicates an approved absence on that day. Click the bar to see the type and period.
What is the difference between Compact and Minimal?
Compact shows the fields configured under View options (max. 2). Minimal shows only the role and is the most space-efficient option. Extended shows all shift information.
Can I change the card size for myself only?
No. Card size applies to all users with access to Shiftplan. Only admins and managers can change it.