Planning shifts has never been this easy! With Shiftplan, you can assign shifts to your employees according to their availabilities. This cuts down your time in drawing up plans and also helps you to get a better overview of your employee's shifts. 

TABLE OF CONTENTS

• Add a new shift

  • Open shift
  • Assigned shift
• Edit, reassign or delete shifts
• Convert shifts from open to scheduled shift (or vice versa)
• Publish shifts

Add a new shift

After you have set up all of your necessary settings, it is now time to add your first shift. There are two types of shifts you can plan: an open shift and an assigned shift. To add a new shift, navigate to Shiftplan > Schedules. Here, you will see an overview of this week's plan. Click on (+) ADD SHIFT.

Open shift

You can now decide on the details of the shift you are planning. Only those fields with an asterisk (*) are mandatory to create the shift:

• First up, you need to decide how often this shift is repeated in the week. Choose the days of the week, if any, that you want the shift to repeat itself. If no repeating days are selected, the system will create a single day shift by default.
  

• If you enable advanced options, you can set this same shift to repeat periodically, selecting the frequency of repetition and on which it should be the end date.
  

• Next, you decide on a starting time, an end time, and a break duration. Kenjo will show you the total hours, excluding the break. 

• As a next step you have to decide the location of the shift and, optionally, a working area, for example, a specific floor or section.

• Next, select what role should be working this shift, for example, whether it is a shift for a manager, service staff, kitchen staff, etc. You can optionally decide to add a tag, for example, if a language needs to be specified.

• Following that, you can leave the shift as an open shift. If you leave the shift open, it indicates that you are not yet ready to assign an employee to the shift or nobody has taken up the shift till now. 

• In the final step, you can add a note to the shift, in case there is anything the assigned employee needs to know especially while working on this shift.

• Click on SAVE.
  

• If you want to publish this shift as an open shift, click PUBLISH

Assigned shift

Alternatively, you can already assign a shift to an employee. If you do so, Kenjo will save you time by showing you the employees that match your shift requirements. Based on the repeating days, role and location that you selected, the shift planning tool gives you a recommendation on who could be the right fit for the shift. You just have to follow all the steps of the open shift and additionally the following steps:

• Click on the drop-down menu and see the list of the employees that match your requirements for the shift. The employee information that matches is shown with highlighted tags
  

• Otherwise, under "Everyone else", you can still choose an employee with either a role OR location that match partially or not at all with your requirements.
  

• Hover the mouse over each number to see the extra details for that employee (such as different extra roles and locations)

• After you are finished filling in all the information, click on "SAVE".

For more information on types of shifts you can create on Kenjo, refer to this article.

Edit, reassign or delete shifts

If you need to edit or delete your shifts, simply click on the shift card click on the pencil or bin icon, respectively. 

• Edit a shift:

You will only be able to edit shifts individually and make changes to the shift data. Currently, we do not have a bulk editing feature. 

• Reassign a shift:

When editing a shift, you can reassign it to another employee. Simply click on "Employee" again and choose a different employee.

• Delete a shift:

If you decide to delete a shift, bear in mind that you will not be able to recover that information later.

Note: You can edit, reassign and delete both published and unpublished shifts. If the shift has already been published, your employees will be notified right away of the changes.

Convert shifts from open to scheduled shift (or vice versa)

Open shifts can be converted to scheduled shifts or vice versa. As a reminder, Open shifts are those that have not been assigned to any employee. Scheduled shifts, on the contrary, are those where the shiftplanner knows who is going to work.

To convert an open shift into a scheduled shift,

• Simply, click on the Open shift > Edit (Pencil icon)
• In the field Employee, click on the drop-down menu
• All employees that match the role, location and time of the open shift will appear
• Choose the employee(s) that fit your requirements best
  
• Click on SAVE
• The new shift will now appear on the respective row of that or those employees.

To convert a scheduled shift into an open shift,

• Click on the Scheduled shift on the row of the employee who it was assigned to
• Click on Edit (Pencil icon)
• In the field Employee, click on the drop-down menu
• Chose "Open shift (no employees assigned)"
• Click on SAVE
• The new shift will now appear on the row OPEN SHIFT

Publish shifts

Up until this point, the cards of your shifts have appeared with stripes, which symbolizes "unpublished/draft mode". Open shifts will always remain in this mode. 

After you are done defining and assigning your shifts, click on "PUBLISH".

A new window showing you the summary of your scheduled shifts will appear with the following information:

• For SCHEDULED SHIFTS:
  • Number of shifts
  • Total hours (no matter the distribution of those hours)
  • Number of employees working

• Notifications: Toggle the switch off if you do not want to notify your employees through push notifications right after publishing your shifts. If you see the option in gray, it means that you have to enable this option via Shiftplan > Settings.

If the information is correct, click on PUBLISH one more time. Now your shift cards will appear in solid colours as per the shift role colour.

Note: 

• Publishing shifts are done on a week by week or monthly basis, depending on the view you selected for your shift plan. When you click on PUBLISH, all the shifts for that week/month selection will be considered for publishing.

• Two or more admins can add shifts at the same time. However, when one click on PUBLISH, all the information that is there will be published, regardless of who added the shifts. We recommend that you communicate closely with your co-shiftplanner colleagues in case there are multiple shift planners managing shifts for different employee groups or work groups.
  

If you wish to add a new shift after you have published your shift plan, you can still do so. You will see the difference

between the new unpublished/draft shifts and the old published shifts based on the stripes:

• Draft/unpublished mode: with stripes
• Published mode: without stripes