Who this is for: Admin, HR Admin, Manager

Set up your DSP's Shiftplan: locations, permissions, shift creation and publishing, availability, and shift swaps.

This third onboarding session focuses on Kenjo's Shiftplan: how to activate it and structure it with locations, working areas, roles, and tags, how to grant permissions to Dispatchers and Managers, how to create and publish shifts for your Delivery Associates, how to manage conflicts and availability, and how to plan efficiently with templates and AI.

Shiftplan is the Kenjo module where you plan, publish, and manage shifts for your Delivery Associates and Dispatchers. Before creating your first shift, you need to structure it with four elements: Locations, Working areas, Roles, and Tags.

Locations in Shiftplan are pulled from the Offices you already registered in Settings > My Company, but you need to activate them individually for the module before you can use them in planning.

Note: if you run several delivery stations, activate one location per station. This lets you filter and plan shifts independently per station.

A working area is a physical or organizational subdivision within a location, for example "Loading zone" or "North route delivery". Working areas are optional, but they let you filter and organize shifts in more detail within the same station.

A role is a qualification or function tag you assign to a shift to indicate which profile needs to cover it, for example "Shift lead" or "Driver". If a shift requires a specific role, only employees with that role assigned can cover it without creating a conflict.

Tags are free-form markers you can create in three categories: Skills, Information, and Other. Unlike roles, tags don't block a shift assignment — they're only used for filtering and organizing.

An employee only appears in Shiftplan after being activated individually through a setup wizard. There's no bulk activation: each Delivery Associate has to be activated one by one.

An employee's status in the module can be Active, Inactive, or Incomplete (if a required field from the wizard is missing, such as location).

Recommendation: activate a pilot group of 10-15 employees first instead of your whole workforce at once.

Before your Dispatchers can plan shifts, review what permissions each profile needs. Shiftplan permissions can only be edited on custom profiles; standard profiles (Admin, HR Admin, Employee) can't be modified.

Note: the Templates permission is independent from the rest: a Dispatcher can view and apply templates created by others, but can only edit or delete them if this permission is explicitly enabled.

Shiftplan offers a Week view and a Month view, plus three page layouts and three card sizes to adjust how much information is shown.

The three available card sizes are Compact, Expanded, and Minimal: the larger the card, the more shift data is shown directly on the grid (time, location, role, tags) without needing to open it.

You can filter the view by Location, Employee, Roles, Working areas, and Tags, plus two special filters: Only with shifts in the period (hides employees with no shifts assigned in the visible dates) and Conflicts (shows only shifts with an active conflict). The view also overlays absences, public holidays, and already-tracked hours on top of shifts, so you can spot overlaps at a glance.

Tip: if several employees are going to cover the same schedule on the same days (for example, your whole delivery team from Tuesday to Sunday), add them all to the Employee field of the same shift (up to 15 at once) instead of creating an identical shift one by one. It's much faster, and it still counts as one shift per person for hours and conflicts purposes.

An open shift is a shift with no employee assigned that any eligible Delivery Associate can request. When creating an open shift, you define how many spots you're offering per day (maximum 50) and whether the shift requires approval from an Admin or Manager, or auto-assigns to the first requester.

You can generate recurring shifts from a base shift, with a maximum of 10,000 shifts created in a single batch. Each generated occurrence can be edited or deleted independently without affecting the others.

A newly created shift stays unpublished (shown with a diagonal stripe pattern) until you publish it; only then is it visible and notified to the assigned Delivery Associates. You can only drag and drop shifts that are unpublished; an already published shift has to be edited by opening its card.

Important: publishing a week publishes all unpublished shifts for that week, regardless of which Dispatcher created them.

Click the pencil icon on the shift and select the new employee. Both the previous and the new employee receive a notification, and location capacity updates automatically.

You can only drag and drop unpublished shifts. Drag the shift to the new employee's row; if the shift is already published, you first need to open it and reassign it manually with the pencil icon.

You can convert an open shift into a shift assigned to a specific employee, or convert an already assigned shift back into an open shift (for example, if the employee can no longer cover it). In both cases, Kenjo automatically notifies the affected employees and syncs the change to the mobile app.

Availability lets your Delivery Associates indicate which time slots they can work, so you can plan more precisely. Submitting availability doesn't guarantee the employee won't receive shifts outside those slots.

Once activated, your employees submit their availability from Shiftplan > My Availability in their own view, indicating their time slots per day. As a planner, you'll see submitted slots highlighted in red on the grid; keep in mind that you need to reload the page to see the most recently submitted availability.

Automatic reminders: you can turn on a reminder for employees to submit their availability or unavailability.

Shift swapping lets your Delivery Associates propose covering for each other, subject to the approval you define. Setup has two independent steps.

From the app or desktop, an employee can send a swap request three ways: from a colleague's shift, from their own shift, or via the swap icon on the grid. The receiving colleague can accept or decline the request via push notification or from the swap icon; the employee who sent it can cancel it while it's still pending.

Note: if company policy requires it, the swap stays pending approval from an Admin or Manager before it takes effect, as configured in Step 2.

Recommendation: if your team isn't used to managing swaps between colleagues, activate it first with the same pilot group you use for the rest of Shiftplan, and require Admin or Manager approval while the process settles in.

Kenjo automatically detects conflicts between shifts and flags them with a red "Shift conflicts" counter on the grid. There are two conflict groups.

In Shiftplan > Settings > Conflicts & Automations you can turn each conflict type on or off and check the Allow publishing shifts with this conflict box if you still want to be able to publish. For the overlap-with-absences conflict, you can choose an automation: Show conflict, or (Connect v4 / DSP only) Convert to open shifts or Delete shifts automatically. The Delete shifts option doesn't ask for confirmation and can't be undone.

Legal framework in Spain: the Workers' Statute (art. 34.3) sets a minimum rest of 12 hours between the end of one working day and the start of the next, and caps ordinary effective working time at 9 hours per day, unless your collective agreement or a company agreement sets a different distribution. Configure the Minimum rest between shifts and Daily legal limit conflicts using these values as a reference, and adjust them if your collective agreement sets different limits.

Recommendation: for the overlap-with-absences conflict, leave the Allow publishing shifts with this conflict box unchecked. That way, if an employee has an approved absence (for example, vacation), Kenjo won't let you publish a shift for them on that day by mistake.

A template saves a shift pattern for reuse. Any employee with access to Shiftplan can view and apply a template by dragging it onto the grid or applying it to several employees at once; only someone with the Templates permission can edit or delete them.

The AI assistant generates shifts automatically from a natural-language instruction, in 6 languages (including English), and takes into account submitted availability, existing shifts, public holidays, and the configured legal rest rules. It's tolerant of typos in the instruction.

Besides templates, you can copy shifts already planned from one week or employee to another, bulk import shifts via CSV in Settings > Data Import > Shiftplan, and export the schedule to PDF from Actions > Generate PDF.

Kenjo offers two ways to delete unpublished shifts in bulk; already published shifts have to be deleted individually.

Note: editing or deleting an already published shift automatically notifies the affected employee from the app, exactly like when a new shift is assigned to them.

This action can't be undone. Review your selection carefully before confirming.

Once you've completed this session, we recommend reviewing the following points:

Why can't I drag and drop a shift to reassign it?
Drag and drop only works with unpublished shifts (shown with diagonal stripes). If the shift is already published, open it and reassign it manually with the pencil icon.

Why doesn't an employee show up in Shiftplan?
An employee is only visible in Shiftplan after being individually activated in Shiftplan > Settings > Shift Employees. There's no bulk activation: check that the activation wizard was completed for that employee and that their status isn't Incomplete.

What happens if I publish a week with shifts from several Dispatchers?
Publishing a week publishes all unpublished shifts for that week, regardless of who created them. Review the full week before confirming publication.

How many shifts can I generate at once with recurring shifts or the AI assistant?
Up to 10,000 shifts per generation, whether you use manual recurring shifts or the AI assistant.

Does swapping shifts always need Admin approval?
Not necessarily. It depends on how you configured Step 2 in Shiftplan > Settings > Swapping Shifts: you can require approval or let employees swap shifts directly with each other without review.

Can I recover shifts I deleted with "Clear shifts" or "Select shifts"?
No. Both deletions are permanent and can't be undone. You can only delete unpublished shifts; already published shifts have to be deleted individually from their card.