Introduction§

With Yesplan’s team planner you manage the scheduling of your human resources. In addition to assigning working times and rest times per human resource, you can also book human resources for events and enter their unavailabilities. You’ll have an accurate overview of their hours of overtime and how much time-off they are owed. You can also check the rosters of human resources to see whether the rules related to rest times (as stipulated in a CLA) are being complied with, taking into account the schedule and the shifts that were actually worked.

Concepts§

Teams§

A team is a group of human resources. You can place your human resources in a team, but this isn’t required.

Shifts, Breaks, Working Times and Rest Times§

Working time consists of shifts and breaks; it indicates when a human resource is working. The rest time is the period between working times.

A shift is a continuous timespan that represents the working time. Creating a shift for a human resource from 09:00 to 17:00 means that this human resource is scheduled to work 8 hours.

Remark

The shift does not determine what needs to be done; for that we use bookings.

A break is a timespan that is deducted from the shift when they overlap. A shift can include one or more breaks. Scheduling a break from 12:00 to 13:00 during a shift from 09:00 to 17:00 results in a planned working time of 7 hours.

The rest time is the continuous timespan that falls between the shifts. A shift from 09:00 to 18:00 followed by a shift from 10:00 to 17:00 the next day has a rest time of 16 hours (from 18:00 to 10:00) in between.

Bookings and Unavailabilities§

A booking is a slot in which a human resource is scheduled to perform a specific duty, possibly for an event. You can book a human resource for a certain show or for a meeting.

An unavailability is a special booking in which the human resource is scheduled as absent, for example because they are on holiday or ill.

Day Parts§

Day parts can be used as a quick way to schedule shifts, breaks and bookings in predefined slots. Please note that unlike a shift, break or booking, a day part does not include the booking of a human resource. A day part only defines a time slot that is ready to be entered per human resource.

A day part is a time slot (e.g. from 10:00 to 12:00) that is repeated (e.g. every Monday or every weekday) and is given a name (for example morning). Different day parts can be combined, with a wide range of repeats, into a day parts definition. A day parts definition can be assigned to each human resource or they can follow their own pattern.

Contracts and Contract Rules§

A contract is the definition of the number of working hours, the number of days off, agreements related to overtime and rules regarding rest times (as stipulated in a CLA). You can create as many contracts in Yesplan as you need. A contract can be assigned to one or more human resources. A human resource can have numerous contracts over time but only one contract is applicable on a human resource at any given time.

By optionally adding contract rules to a contract, you ensure that Yesplan checks the rules related to working times and rest times (as stipulated in a CLA) for the human resources who fall under this contract. In the event of violations, Yesplan will place a warning in the schedule.

Please note that contract rules are only checked for working times in the schedule (shifts and breaks). Bookings that fall outside shifts may result in a conflict but they are not taken into account when evaluating the contract rules. If you use contract rules, it’s important to schedule bookings within a human resource’s shifts.

Remark

Contracts are part of the Yesplan team planner (including working hours, the number of days off and agreements related to overtime) by default, but contract rules and its warnings are part of an optional expansion of the team planner called Team Planner+.

Shifted Day Line§

Workdays often don’t coincide with calendar days; a shift or an event can start before midnight and can last for hours after midnight. It would not be handy if such shifts and events were always split up and displayed over two days in calendars. That’s why Yesplan works with a shifted day line. This means that a shift (or event) doesn’t end at midnight but at a later time of day. With a day line that is shifted to 07:00, for example, Yesplan will regard all events from 07:00 in the morning to 07:00 the next morning as the same day.

Using the Team Planner§

When scheduling an event, you’ll typically map the need for personnel first and fill in the roster later. For example: when planning an event you know that you will need sound technician, but you don’t know exactly who will fulfil this role yet. When panning the event you book a ‘sound technician’ placeholder. Later, a few weeks before the event, you will draw up the schedule and decide that ‘Jan’ can fulfil this role. At that moment you will replace the ‘sound technician’ placeholder with the human resource ‘Jan’.

In the team planner you can combine shifts and breaks (that represent working time) with bookings (to indicate what the human resource is expected to do during the working hours).

When drawing up a roster you can start by booking human resources for events and create shifts and breaks later, or vice versa. This depends on how your organization or department prefers to work. Both procedures can intertwine; Yesplan does not have any specific rules about this. But shifts and breaks will have to be created before the working and rest times can be checked against the contract rules. Bookings that fall outside shifts may result in a conflict but they are not taken into account when evaluating the contract rules.

Later, after the working day or week, you will usually want to keep track of the actual times. This will indicate who actually worked for what and for how long. The deviation between the schedule and execution of the schedule will be mapped out.

There are two views in the team planner: an overview of one full day and an overview per week.

The event browser is located on the right side in both views; it’s a window that expands and collapses with the list of events that are planned in the relevant period. By dragging an event (or specific part of an event) from this event browser to the column from a human resource, you book the human resource for the event.

Regular bookings (for other things that are not linked to events), unavailabilities, and shifts and breaks are created via the context menu (the menu that you open by right-clicking) in the column of the human resource.

Day View§

In the day view you see the full day (with shifted day line) of a human resource per column. By default the day view will open with the start time of the day at the top of the screen (e.g. 07:00). In the personal preferences you can set a different hour so that the day view scrolls by default to 12:00 for example.

You can go to a different day by clicking on the date at the top and selecting a different date. The arrows next to the date enable you to jump to the previous day and next day. Clicking on the far left icon will open the week calendar.

Shifts and breaks are displayed in orange, are on the background and take up the entire width of a column.

Bookings for an event have the same background color, text color and border color as in the event calendar (the status and profile colors). The day view is unique because any preparation times or finishing times are explicitly shown.

A regular booking is always magenta and unavailabilities are red.

Shifts, breaks and bookings for which an actual time was entered are light blue.

The day parts of a human resource are indicated with thin grey lines on the left side of the column.

Planning conflicts become clear in the day view because bookings overlap. Moreover, a warning symbol appears in the table header next to the name of the human resource. Conflicts will be shown if you hover the cursor over the warning symbol. Contract rule violations are also shown here.

Week View§

The week view displays several consecutive weeks of a human resource per column. Just like in the event calendar, the schedule per day is summarized in one cell. By default you see two weeks in the week view, but this can be expanded with the navigation arrows at the top and bottom of the view.

You can go to a different date by clicking on the calendar icon in the upper left and selecting a date. By clicking on a date in the left column, you go to the day view for that date.

All shifts, breaks, bookings and unavailabilities of a human resource are shown in a cell for that day.

Shifts and breaks are displayed in orange; they indicate which bookings fall within their time slot with a continuous line. In the week view no other colors are used for bookings for an event and regular bookings.

Unavailabilities are always red.

Shifts, breaks and bookings for which an actual time was entered are light blue.

Day parts are shown in each cell in grey. The name of a day part is only visible for rows that have a focus.

Scheduling conflicts are shown in the week view with a warning symbol near the cell where the conflict occurs and the times that are part of the conflict are displayed in bold. Conflicts will be shown if you hover the cursor over the warning symbol. Contract rule violations are also shown here.

Date Focus in the Week View§

The date focus in the week view determines which events are shown in the event browser (you will only see events that take place on the focus date) and for which dates counters are shown (at the bottom).

You can set the date focus in the week view by using the checkboxes in the date column (to the left of the date), or by clicking on an arbitrary cell in that row while pressing the ALT key. This is indicated visually by a lighter background color for the entire row of that date.

You can focus on multiple dates simultaneously by activating an additional date while pressing the CTRL key (on Windows) or the CMD key (on macOS) (just like when selecting several items or cells).

For focusing on several dates you can also use the ALT key. It requires a bit more finger gymnastics: click on an arbitrary cell of the relevant row while pressing the ALT key AND the CTRL key (on Windows) or the CMD key (on macOS).

Working With Shifts and Breaks§

Shifts and breaks are created via the context menu (the menu that you open with a right-click) in the column of the human resource. A shift or break is one hour long when created in the day view. In the week view they are by default a full day (but this can be adapted in the popover that opens).

If desired, shifts can easily be aligned with the bookings on that day for that human resource. Use the option “Align Shift with Bookings” in the context menu of a shift (see below). When creating a shift on a day that already has bookings for that human resource, the hours of this shift will be aligned with that day’s bookings. The start time of the shift automatically becomes the start time of the earliest booking on that day, and the end time of the shift automatically becomes the end time of the last booking on that day, just like when you use “Align Shift with Bookings”.

Please note that aligning the shift with bookings works differently than “Expand shift” (to solve a conflict) where the shift is expanded so that it fully covers the booking.

If you create a break via the context menu of a shift then the break will automatically fall within this shift. Breaks are part of the shift in which they are located. When performing an action on a shift (select, drag, delete, etc.) that same action is automatically applied to that shift’s breaks.

Shift and break details can be adjusted via the popover. The popover is opened via the context menu (choose the option “Show Info”) or by double-clicking on the shift or break. In this popover you can adjust the planned times and add actual times.

If you drag the popover it will remain open until you close it. That way you can open several popovers next to each other. If the popover was not dragged, it will close automatically.

In the day view you can adjust the end time of a shift or break by dragging the bottom of the frame (if the shift or break is selected). You can adjust the start time by dragging the entire frame. Shifts and breaks can also be dragged to the column of a different human resource.

A few other actions are possible via the context menu of a shift or break. This is a summary of all the actions:

The actions are always applied to all selected shifts and breaks.

Remark

Every human resource has two iCalendar feeds. One can subscribe to a feed via their preferred calendar program (Outlook, Apple Calendar, Google Calendar, etc.). There is an iCalendar feed for working times (shifts and breaks) and there is an iCalendar feed for bookings (things that must be done). You can find these links on the “Resource” tab of the human resource inspector.

Templates for Working Times§

To be able to apply frequently used shifts and breaks quickly, they can be saved as a shift template. A template is a copy of a certain shift (including breaks) that can be reused. A template is created via the context menu. For example, you create a template for a day shift that runs from 09:00 to 17:00 with a break from 12:30 to 13:30 by creating such a shift and break, giving it a name via the context menu and saving it.

You apply an existing shift template via the context menu in the human resource’s cell (in the week view) or column (in the day view). The chosen template will be entered on the day in which the context menu was opened.

Shift templates are visible for all team planner users. You can delete a template by clicking in the context menu on the ‘-’ icon to the right of the template name.

Working with Unavailabilities§

Human resources can be indicated as unavailable. You can enter a specific reason for the unavailability (e.g. holiday, sick leave, etc.). Moreover, one or more types can be added to an unavailability. These types are important for reflecting unavailabilities correctly under the different counters and when checking contract rules.

Yesplan supports three types:

Unavailabilities are managed under system settings, under the “Team Planner” tab, by the “Unavailability” section.

A ‘Holiday’ unavailability ensures the correct counting of holiday hours. Please note: a ‘whole day’ unavailability must correspond with the number of hours to be performed in a day (e.g. 1/5 of a 38-hour week).

A ‘Time Off in Lieu’ unavailability ensures the correct counting of hours of overtime. A ‘Time Off in Lieu’ unavailability will reduce the number of overtime hours. Please note that not scheduling the human resource has the same effect. Creating an unavailability of this type is more explicit; it indicates that this human resource shouldn’t be scheduled.

A ‘Sick Leave’ unavailability ensures the correct counting of working time. If a human resource is sick, he/she is not expected to work. This time is regarded as time worked.

Unavailabilities are created via the context menu (the menu that you open with a right-click) in the column of the human resource. You can immediately choose the correct type of unavailability from the sub menu. An unavailability is one hour long when created in the day view. In the week view they are by default a full day (but this can be adapted in the popover that opens).

Unavailability details can be adjusted via the popover. The popover is opened via the context menu (choose the option “Show Info”) or by double-clicking on the unavailability. In this popover you can adjust start and end times.

If you drag the popover it will remain open until you close it. That way you can open several popovers next to each other. If the popover was not dragged, it will close automatically.

The reason for unavailability can be edited via the popover. You can also edit the unavailability in a booking (possibly for an event). You do this by clicking on “Edit” and selecting the correct option from the drop-down menu.

Unavailability times can be adjusted via the popover. In the day view you can adjust the end time of an unavailability by dragging the bottom of the frame (if the booking is selected). You can adjust the start time by dragging the entire frame. Unavailabilities can also be dragged to the column of a different human resource.

If an actual time is entered next to the unavailability then you’ll see a blue lock. As a consequence the start time and end time can no longer be adjusted; the planned time of the unavailability can only be adjusted after removing the actual time.

A few other actions are possible via the context menu of an unavailability. This is a summary of all the actions:

The actions are always applied to all selected unavailabilities.

Working with Bookings§

Bookings are created via the context menu (the menu that you open with a right-click) in the column of the human resource. For regular bookings (that are not linked to events) there is a faster way; double-clicking on an empty zone in the column (or cell) immediately creates a booking. A booking is one hour long when created in the day view. In the week view they are by default a full day (but this can be adapted in the popover that opens).

Booking details can be adjusted via the popover. The popover is opened via the context menu (choose the option “Show Info”) or by double-clicking on the booking. In this popover you can adjust start and end times.

If you drag the popover it will remain open until you close it. That way you can open several popovers next to each other. If the popover was not dragged, it will close automatically.

The booking can also be assigned to a different event via the popover of changed into an unavailability. You do this by clicking on “Edit” and selecting the correct option from the drop-down menu.

The name of a (regular) booking can be changed by double-clicking on it in the popover. In the week view this is the only way to edit the name; the name can also be adjusted in the day view by double-clicking on the name of the booking in the column of the human resource.

Booking times can be adjusted via the popover. The planned start time and end time can be an explicit time (e.g. 20:00) or you can choose a schedule item from the event schedule (e.g. “Set up (start)”). If you use a schedule item from the schedule, the booking will automatically follow if the schedule is altered. If you use an explicit time for the start time, the booking can be placed on the day before or the day after the event via the date selection.

In the day view you can adjust the end time of a booking by dragging the bottom of the frame (if the booking is selected). You can adjust the start time by dragging the entire frame. Bookings can also be dragged to the column of a different human resource. If a lock is shown next to a booking, you cannot edit the start and end time. This can occur if:

In the first case you can click on the lock to lift the limitation. Then you can drag the booking to a different start time, or you can drag the bottom of the booking to adjust the end time. By doing this you unlink the booking completely or partially from the event schedule: the updated hours are set to an explicit time, so they are no longer adjusted automatically if the event schedule is edited.

However, you can open the popover of ‘closed’ bookings and adjust the times there. This allows you to use explicit times as well as schedule items from the schedule. In the popover you can also re-link the times to the schedule if desired.

Please note that you can drag linked bookings (bookings that are closed) to a different human resource since this does not change the times.

In the second case – if an actual time was entered – you can only adjust the planned time of the booking after deleting the actual time.

The planned time of a booking can also have offset times, preparation time and finishing time. This depends on the resource; if offset times are set for the resource then they also serve as the default value for the offset times when booking these resources. You can adjust the offset time of the booking in the popover by double-clicking on it; the preparation time is shown under the start time and the finishing time under the end time.

A few other actions are possible via the context menu of a booking. This is a summary of all the actions:

The actions are always applied to all selected bookings.

“Paste” or “Paste to”§

A regular booking (which is not linked to an event) can be copied to any human resource and to any date. The times are retained unless you paste on a day part (in that case the pasted booking adopts the times of the day part).

The booking of a human resource for an event can also be copied to any human resource and to any date, but in a slightly different manner.

If you copy the booking to the same date (the date of the event to which it was booked) then the “Paste” option differs in the context menu. When pasting, the human resource is booked for the same event. The times and a possible link with (part of) the schedule are retained when pasting unless you paste on a day part (in that case the new booking adopts the times of the day part).

If you copy the booking to a different date (than the date of the event to which it was originally booked) then the “Paste to” option appears. You are given the choice to paste the booking on one of the events that will take place on that date. If no events are planned on that day, you cannot paste.

The following rules apply to the times of the pasted booking:

Subscribe to iCalendar feed§

Every human resource has two iCalendar feeds. One can subscribe to a feed via their preferred calendar program (Outlook, Apple Calendar, Google Calendar, etc.). There is an iCalendar feed for working times (shifts and breaks) and there is an iCalendar feed for bookings (things that must be done). You can find these links on the “Resource” tab of the human resource inspector .

Selecting Several Items Simultaneously§

You can select one or more shifts, breaks, bookings or unavailabilities at the same time in both the day view and the week view. You select one single item by clicking on the item. You add an item to the selection by clicking on it while holding down the CTRL key (on Windows) or CMD key (on macOS). You can remove an item from the selection in the same way, by clicking on the item while you hold down the CTRL key (on Windows) or CMD key (on macOS). Clicking on an empty place in the calendar (like the space between the cells, or the grey area in the upper left of the week view, or the white background in the day view) will undo the entire selection.

In the week view it’s also possible to select an entire cell. If you select a cell then all items inside this cell will automatically be selected. You can also select all cells in a row or column at once. That way you can apply actions (via the context menu) to the entire selection.

You select an entire cell by clicking in the empty space of the cell. A cell that is selected is indicated with a blue border around the cell.

To select all cells in a column, click at the top in the table header (next to the name of the human resource). To select all cells in a row, click to the left of the row in the date cell (next to the date). A column of row that is selected is indicated by a blue background color for the table header or row header. Please note that you only select the cells shown on the screen; dates or human resources that are not shown are not taken into account.

You can add or delete additional cells, rows or columns from the selection by clicking on them while pressing the CTRL key (on Windows) or CMD key (on macOS) (just like for shifts, breaks, bookings or unavailabilities).

Actions that you choose via the context menu will be applied to all the selected cells. For example, if you select several cells and add a new shift via the context menu then that new shift will be added to all the selected cells.

In the day view you can select an entire column by clicking in the table header (at the top of the column, next to the name of the human resource). When selecting a column all items within that column will automatically be selected (just like when selecting a cell in the week view). If the entire column is selected, a blue line will appear under the name of the human resource. You add or delete a column from the selection by clicking on it while holding down the CTRL key (on Windows) or CMD key (on macOS).

When you choose an action from the context menu, e.g. adding a new shift, it will be applied to all the selected columns.

You can also select several items by ‘drawing’ a frame around the desired selection in both the day view and the week view. Click on an empty place on the screen then drag a frame around the items that you want to select. The elements that you select are indicated in blue. Please note that this always selects entire cells in the week view.

Remark

If you select all the items in a cell one by one then the entire cell is also selected. This has the same result as selecting an entire cell at once. Similarly, if you select all the cells or items of a row or column one by one then the entire row or column is selected. This has the same result as selecting an entire row or column at once by clicking on the row header or table header.

Booking from the Event Browser§

The event browser (on the right side of the screen) shows all events that take place on the day or days that are selected. For every event you can expand the event structure, the schedule and the placeholders. From the event browser you can drag events, or parts of events, to the column of the human resource in order to book the human resource for that event.

Booking characteristics are determined by the place to which you drag:

When you drag an event from the event browser to a human resource, the total schedule of this event is used for the booking unless you specifically drag to a day part or a shift. The team planner always indicates which element (the empty part of the cell, the day part or the shift) will be used with a yellow accent color.

In the week view you must also use the correct date row. The team planner will only allow you to book the event on the date when the event actually takes place.

An overview of the possible actions when booking from the event browser:

Searching and Filtering in the Event Browser§

The event browser (on the right side of the screen) shows all events that take place on the day or days that are selected. The top part of the event browser enables you to filter, sort and search through the list of events that are displayed.

Filter and sorting settings are saved per user. The next time that a user signs into Yesplan, he/she will start with these settings.

You can use the search field to filter the list quickly. Type (part of) an event name, a location, a status, a profile or a label and the displayed events are immediately filtered accordingly. You can also use the query language in the search field. The items that you type in the search field disappear when you switch screens.

Based on the filter (the first button, with an eye icon) you can show or hide certain profiles, statuses and locations. In the status sub menu of the filter menu you will find an action to hide all the statuses of the ‘option’ type (“Hide options”). You’ll also find an action to only show events that take place in the locations that you see in your own event calendar (“Only show locations as in calendar”). This groups the events per location. The locations are shown in the same order as in your own event calendar.

With the sort button (between the filter and search field) you determine the order of the items that are displayed. The list of events is sorted chronologically by default, based on the event’s displayed start time (the schedule item that you indicate with the first red circle). This can be according to “Earliest first” or “Latest first”. You can also sort the list of events alphabetically (“A-Z” or “Z-A”).

It’s also possible to sort the events by the first schedule entry of the entire schedule instead of by the displayed start time. Activate the option “Sort events by first schedule entry” in the sort button menu.

For example, the event Othello has a schedule that runs from 09:00 to 23:00; the show runs from 20:00 to 22:00 (the displayed times). The event Hamlet has a schedule that runs from 16:00 to 22:00; the show runs from 19:00 to 21:00 (the displayed times). With the option “Sort events by first schedule entry” Othello will appear before Hamlet in the event browser even though the show starts later than the Hamlet show. That’s because the first things that must occur for Othello start at 09:00 while those for Hamlet only start at 16:00.

Remark

For the sorting order “Earliest first” or “Latest first” the events will be sorted chronologically first and if the times are identical then alphabetically (ascending, from A to Z). For the sorting order “A-Z” or “Z-A” the events will be sorted alphabetically first and if the title is identical then chronologically (earliest first).

Additionally, events can be grouped per location; the events are displayed per location either chronologically or alphabetically (this depends on the sorting menu settings). When grouping, the locations are sorted alphabetically by default. You can also choose to display the locations in the same order as in your own event calendar; the other locations (that are not displayed in your own event calendar) follow alphabetically after your ‘own locations’.

Swapping With Placeholders§

A human resource that is booked for an event can be replaced with a placeholder. You can quickly replace previously filled placeholders with placeholders and if desired assign them to other human resources.

This is only possible if the booking has a role. The booking is replaced by the placeholder that corresponds with the role of the booking.

You can swap with placeholders from the context menu or the popover.

Dealing With Conflicts§

The team planner shows conflicts that occur when scheduling human resources:

Actual Times§

In addition to the planned start and end time of a shift, break, booking or unavailability, you can also enter actual times. These can be equal to the planned time, or shorter or longer than planned.

You enter actual times in the popover by clicking on “Add actual time”. The planned times are copied by default. If necessary, these can be adjusted to the actual times.

For a shift or break you can also indicate the status of the actual time. This status allows you to indicate that a shift that was planned, was not performed by the human resource.

There are two possibilities:

The reason why a shift was not performed influences the processing of counters and contract rules (see below).

Yesplan offers the following three statuses:

Creating Day Parts§

Day parts can be used as a quick way to schedule shifts, breaks and bookings in predefined slots.

Day parts can be established per human resource. A general definition can also be created by an administrator under system settings. This general definition is applied to all human resources, but can be overridden per human resource. Creating or overriding day parts per human resource occurs in the human resource inspector on the “Day Parts” tab.

The definition of day parts is established by defining the day parts for one day and then setting up a repeat. We set up repeats based on two types of blocks: consecutive blocks and periodical blocks. Periodical blocks support frequently occurring repeats (e.g. every day, every weekday, every first Monday, etc.). These are the easiest to use: you define all day parts for one day then set up the repeat. If a repeat is more irregular and cannot be set up based on these periodical blocks then you can use consecutive blocks. You define a series of days that are repeated. This enables you to express lots of additional repeats manually.

Every block defines the day parts for a full day and shows them on a timeline. You can add (click on “Add”), delete or edit (click on the timeline of the day part) day parts.

You can add multiple periodical and/or consecutive blocks. If multiple blocks are applicable on the same day (e.g. if you added an ‘every day’ block and a ‘every Monday’ block) then the block that appears last in the day parts definition (at the bottom) is applicable. Only one block can be applied on the same day. Periodical blocks are always given priority over consecutive blocks.

Contracts§

A contract is the definition of the number of working hours, the number of days off, agreements related to overtime and rules regarding rest times (as stipulated in a CLA).

You can create as many contracts in Yesplan as you need. A contract can be assigned to one or more human resources. A human resource can have numerous contracts over time but only one contract is applicable on a human resource at any given time.

Defining Contracts§

Contracts are created by an administrator under system settings, under the “Team Planner” tab, by the “Contracts” section.

To create a new contract you click on “Add New Contract” at the bottom of the list of existing contracts. Give the contract a name by double-clicking on it. To edit the parameters of a contract, click on “Open” next to the name of the contract. You can delete or duplicate a contract; these actions are under the name of the contract.

Remark

You can always edit a contract in the system settings, but if the contract was awarded to one or more human resources before the change then these human resources will continue to work with the old definition of the contract. To implement the changes to those human resources, click on the blue “Apply Changes” button at the top of the contract. You can choose whether to apply the changes to everyone or only to a number of human resources. This button only appears if the changed definition of the contract is not applied to all human resources.

The global parameters of the contract are displayed at the top:

Additional Overtime§

In some cases human resources can obtain additional overtime in compensation for certain exceptional working times. For example, a rule that states that hours worked on a Sunday are counted double when processing overtime.

In Yesplan it is possible to add rules to contracts so that overtime counters take this into account. You can add rules that evaluate performances on a daily or weekly basis. Both types of rules for additional overtime are defined separately in a contract.

Additional Overtime Per Day§

When counting the additional overtime per day, three types of rules are supported. We will illustrate the three types based on an example:

You can add multiple rules. Every rule contains several parameters; the values in the rule can be adjusted to suit your needs. A rule can be deleted by clicking on the ‘-’ icon to the right of the rule.

If multiple rules are applicable for a certain day then the overtime counter will use the rule that results in the most overtime for the human resource. Using the rules above, working on a Sunday that is also a holiday will result in a doubling of all working hours on that day.

Additional Overtime Per Week§

When counting the additional overtime per week, two types of rules are supported. We will illustrate the three types based on an example:

You can add multiple rules. Every rule contains several parameters; the values in the rule can be adjusted to suit your needs. A rule can be deleted by clicking on the ‘-’ icon to the right of the rule.

If multiple rules are applicable for a certain week then the overtime counter will use all the applicable rules. The amount of additional overtime for the week will be the sum of the amount of overtime from each of the applicable rules.

Remark

The rules per week can also be used in combination with rules per day. However, the rules for additional overtime per week are always in function of the number of worked hours. Any additional overtime per day will not be used when calculating overtime per week.

Overtime Bonus§

Overtime bonus is an allowance on the salary to which an employee is entitled when he has worked more than planned.

The number of hours that are eligible for the bonus are the additional hours worked in relation to the planned time. The first half-hour deviation is not eligible for this.

For instance: - I was scheduled from 2 to 10 pm - I worked from 2 to 11 pm - I worked 1 hour longer than planned - half an hour is eligible for a bonus

The height of the bonus depends on the length of the actual shift and the time when the actual shift ends. The bonus is expressed as a percentage.

The table that you see when adding the overtime bonus definition displays the possible combinations of conditions that the shifts must satisfy and their overtime bonus percentages. Every row contains several parameters; the actual values and percentages that are used can be adjusted to suit your needs.

By default an overtime bonus is not taken into account; these rules are optional. It is possible to define the overtime bonus per contract (by clicking on “Add a definition”). The overtime bonus definition can be deleted by clicking on the ‘-’ icon to the right of the definition.

Remark

The results of the overtime bonus are not shown in the team planner. The overtime bonus does not influence the overtime counter or any other counter. You can see the results based on a custom report.

Awarding Contracts§

A contract can be awarded to a human resource via the “Contracts” tab of the human resource inspector. Every contract has a start date and optionally also an end date. These dates indicate the period in which the contract and its optional contract rules are applicable.

A contract can be assigned to one or more human resources. A human resource can have numerous contracts over time but only one contract is applicable on a human resource at any given time.

Contract Rules§

By optionally adding contract rules to a contract, you ensure that Yesplan checks the rules related to working times and rest times (as stipulated in a CLA) for the human resources who fall under this contract. In the event of violations, Yesplan will place a warning in the schedule.

Please note that contract rules are only checked for working times in the schedule (shifts and breaks). Bookings that fall outside shifts may result in a conflict but they are not taken into account when evaluating the contract rules. If you use contract rules, it’s important to schedule bookings within a human resource’s shifts.

Remark

Contracts are part of the Yesplan team planner (including working hours, the number of days off and agreements related to overtime) by default, but contract rules and its warnings are part of an optional expansion of the team planner called Team Planner+.

A contract does not have contract rules by default; this set of rules is optional. It is possible to add one or more contract rules per contract (by clicking on “Add contract rules”).

After adding contract rules to a contract, two definitions are immediately created that are used globally when checking the rules:

Overview of Contract Rules§

Every desired rule from the “Add a rule” drop-down menu can be added. Every rule contains several parameters; the actual values used in the rule can be adjusted to suit your needs.

For each of the contract rules we briefly explain the meaning based on an example.

Violations of Contract Rules§

Please note that contract rules are only checked for working times in the schedule (shifts and breaks). Bookings that fall outside shifts will result in a conflict but they are not taken into account when evaluating the contract rules. If you use contract rules, it’s important to schedule bookings within a human resource’s shifts.

When evaluating the contract rules, a distinction is made between a violation (indicated with an exclamation point) and a warning (indicated with a question mark).

Violations of contract rules are shown next to all the shifts that are involved in the violation. Since contract rules often influence longer periods, one single violation can be shown next to multiple shifts. Adding one shift to the roster of a human resource is enough to result in a violation of the minimum rest time that month. This violation will apply for all shifts that month. There is not one cause for the shortage of rest time; this lack of rest time is built up during the entire month’s schedule. The violation will be shown for all the shifts in that month. It is up to the planner to determine which shift should be adjusted to rectify the violation.

A warning is shown if the shift is a permitted exception to a contract rule, but the maximum number of exceptions has not been reached. If you hover the cursor over the warning icon (the question mark) you will see how many permitted exceptions have already been recorded. This enables the planner to anticipate a violation caused by overriding the permitted exceptions.

Counters§

Different counters are shown at the bottom of the team planner screen for human resources currently displayed on the screen. You determine, per user, which counters are shown and you arrange them in the order of your choosing. You can hide the counters window, either partially or fully, when you don’t need it. This creates more room on the screen.

The counters window can be raised or lowered by dragging the title bar up or down. If the counters window is not fully visible, you will see a icon to the left. Clicking on it will make the entire counters window visible. You can also double-click on the title bar to hide the window completely (if it is (partially) visible) or to show it completely (if the window is completely hidden).

Configuring Counters§

The counters are configured by clicking on the gear wheel icon in the title bar of the counters window. This opens a separate window where counter settings can be configured.

The counter settings window is divided into a left part, which shows a model of the counters, and a right part where you manage the diverse settings of individual counters. Click on a counter on the left side to view or edit its settings. If you change the settings, you will see the result on the left side.

Attention

Changes in this window are not be saved immediately. They are only saved when you click on the “Apply” button at the bottom of the screen. Changes can be undone by clicking on “Cancel”.

Adding, Deleting or Moving Counters§

The counters window is divided into several rows. You can place maximum three counters in each row. The number of rows is unlimited.

You add a new row by clicking on the ‘+’ button under the existing rows. When you add a new row, a new counter will immediately be created.

You can add a counter to an existing row by clicking on the ‘+’ button to the right of an existing row (this button appears when you move the cursor over the row). Select the desired counter from the drop-down menu on the right side.

You delete a counter by clicking on the ‘-’ button in the upper-right corner of the relevant counter box (this button appears when you move the cursor over this box). A row disappears automatically if you delete all counters from that row.

You can move a whole row or individual counters by dragging them. You drag a row up or down using the arrow icons to the left of the row. You simply grab an individual counter to drag it. Counters can be dragged next to or between other counters, either in the same row or on another row (that does not contain three counters already). You can also drag a counter to the ‘+’ button under the last row in order to create a new row with this counter in it.

Counter Settings§

If you click on a counter on the left side you’ll see its settings on the right side. If you change the settings, you will see the result on the left side.

The settings are:

Counters Overview§

Yesplan offers different counters that give users an insight into diverse aspects of the schedule, such as the number of scheduled working hours for a human resource, the hours of overtime that a human resource performs compared to the number of working hours that are established in the contract, the amount of time off taken, etc.

Each counter can be chosen in the counter settings window.

We can divide the counters into the following groups:

Below you’ll find an overview of each group of counters and we’ll explain which value is shown for each counter.

Day Counters§

Day counters always apply to the day or days that have a focus (see Date focus in the Week View). If multiple days are selected then the counter value will display the sum of the values for each of the selected days.

Week Counters§

Week counters always apply to the weeks (from Monday to Sunday) of the days that have a focus (see Date focus in the Week View). If multiple days in the same week have a focus, the week counters will only be applicable on that one week. If days from multiple weeks have a focus, the week counters will show the sum of the values for each of those weeks.

Month Counters§

Month counters always apply to the months of the days that have a focus (see Date focus in the Week View). If multiple days in the same month have a focus, the month counters will only be applicable on that one month. If days from multiple months have a focus, the month counters will show the sum of the values for each of those months.

Year Counters§

Year counters always apply to the years of the days that have a focus (see Date focus in the Week View). If multiple days in the same year have a focus, the year counters will only be applicable on that one year. If days from multiple years have a focus, the year counters will show the sum of the values for each of those years.

Attention

A working time year doesn’t necessarily correspond with a calendar year. When defining a contract it is possible to determine when (on which day) a year begins based on the “Start of year working time” settings. This makes it possible to count per season instead of per calendar year.

For example, if you choose 1 September as the start of year (for the working time) then a working time year will run from 1 September through 31 August of the next year.

Please note that the ‘start of year’ can be different for working time and holidays. It’s not unusual to count overtime per season and holidays per calendar year.

52 Weeks Counters§

The 52 weeks counters are ‘year’ counters that always take full weeks into account. In a classic year (of 365 or 366 days), the beginning of the year and the beginning of the week do not always coincide. They do coincide in a ‘week year’. A week year usually lasts 52 full weeks but it can also last 53 full weeks.

A week year in Yesplan always starts on the first Monday after the start of the year (this depends on the “Start of year working time” settings) and runs through the Sunday before the first Monday of the following year.

The 52 weeks counters always apply to the period of the days that have a focus (see Date focus in the Week View). If days from multiple 52 weeks periods have a focus, these counters will display ‘n/a’ (not applicable).

Overtime Counters§

Human resources are usually expected to perform a certain number of hours per week. This number of hours can be entered in Yesplan in a contract as the ‘working time’ value.

For example, you can indicate that a full-time human resource is expected to perform 38 hours per week. We speak of overtime if the human resource has performed more hours than what is expected according to the contract time.

Yesplan gives you insight into the hours of overtime for human resources when planning the schedule. It keeps track of the number of working hours that a human resource has performed on a weekly basis by adding up:

We obtain the hours of overtime by comparing this total with the number of hours that the human resource is expected to work that week (according to the contract).

When defining a contract you can indicate that the human resource is not expected to work on days with certain date decorations (e.g. on holidays). These are taken into account when calculating the hours of overtime. Moreover, the total number of hours that the human resource is supposed to work that week is reduced.

Overtime counters are automatically reset to 0 every year.

Attention

A working time year doesn’t necessarily correspond with a calendar year. When defining a contract it is possible to determine when (on which day) a year begins based on the “Start of year working time” settings. This makes it possible to count per season instead of per calendar year.

For example, if you choose 1 September as the start of year (for the working time) then a working time year will run from 1 September through 31 August of the next year.

Please note that the ‘start of year’ can be different for working time and holidays. It’s not unusual to count overtime per season and holidays per calendar year.

Overtime can be consulted in Yesplan using the following counters:

Resetting the Overtime Counter§

It is possible to reset the amount of overtime for a human resource to a certain value on a certain date. This can be useful if a portion of the overtime is paid out and the remainder is left as time off in lieu.

You do this via the “Contracts” tab of the human resource inspector under the “Reset Overtime Counter” fields. Since overtime is calculated on a weekly basis, the given date must always be a Monday.

Holiday Counters§

Holiday counters offer insight into the hours of time off that were taken and can be taken on an annual basis.

Please note that these counters will only show a value if a value was entered regarding the holidays (in hours) on the applicable contract for the human resource. Holiday counters are automatically reset to 0 every year.

Attention

A holiday year doesn’t necessarily correspond with a calendar year. When defining a contract it is possible to determine when (on which day) a year begins based on the “Start of Year Holidays” settings. This makes it possible to count per season instead of per calendar year.

For example, if you choose 1 September as the start of year (for holidays) then a holiday year will run from 1 September through 31 August of the next year.

Please note that the ‘start of year’ can be different for working time and holidays. It’s not unusual to count overtime per season and holidays per calendar year.

Hours of holiday can be consulted in Yesplan using the following counters:

Resetting the Holiday Counter§

It is possible to reset the number of remaining holiday hours for a human resource. This can be useful if a human resource can carry over a portion of the holiday hours to the next year, or when a new human resource starts working.

You do this via the “Contracts” tab of the human resource inspector under the “Reset Holiday Counter” fields.

The value that you enter counts as the new starting value from that date on. For example: the year starts on 1 January and the human resource has a right to 152 hours of holiday for one year. If you reset the counter on 1 May with the value ‘114:00’ (114 hours) then the human resource will have a right to 114 hours of holiday from that date until the end of the year (in this case 31 December) irrespective of the number of hours of holiday that were scheduled or taken between 1 January and 1 May. Please note that holiday counters are automatically reset to 0 every year on the date of the start of the year (for holidays).

Irregular Hours Counters§

Irregular working hours are working hours that fall outside the ‘normal’ working time, for example between 18:00 and 06:00 or during the weekend. Working during periods that are regarded ‘irregular’ can give a human resource the right to an irregularity bonus (for certain human resources under certain conditions).

The irregular hours definition is created by an administrator under system settings, under the “Team Planner” tab, by the Working Hours section. A period can be entered per weekday that is regarded as irregular. It is also possible to indicate that certain days, such as holidays, are regarded as irregular (via a date decoration).

Counters for irregular hours count how many irregular hours were performed on an annual basis.

Attention

A working time year doesn’t necessarily correspond with a calendar year. When defining a contract it is possible to determine when (on which day) a year begins based on the “Start of year working time” settings. This makes it possible to count per season instead of per calendar year.

For example, if you choose 1 September as the start of year (for the working time) then a working time year will run from 1 September through 31 August of the next year.

Irregular hours counters use the start of year for working time.

Irregular hours can be consulted in Yesplan using the following counters: