Before you get working with the Teamplanner, it’s a good idea to get to grips with the most important concepts. You can find an overview below.
A team is a group of human resources. You can place your human resources in a team, but this isn’t required.
The roster of a human resource is his/her schedule. A roster can consist of shifts, breaks, bookings and unavailabilities.
If you turn on the roster publication, you can assign roster planners to a team. The roster planner decides whether a roster is published and if so, when it is published, allowing the human resource to consult it in the Yesplan App or the iCalendar feed. This way, you can make a draft version of a roster and only publish it when it’s final.
If a roster hasn’t been published yet, Yesplan automatically publishes it on Sunday evening for the following seven days.
If you don’t turn on roster publication, there will be no roster planners and the entire roster will always be displayed in the Yesplan App and the iCalendar feed. More specifically, this means that human resources can always see the draft version of a schedule.
See Roster Publication for more information.
Shifts, Breaks, Working Times and Rest Times§
Working time consists of shifts and breaks, and 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.
The shift doesn’t determine what needs to be done, use bookings for that.
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 performs 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 you indicate the absence of a human resource, for example because they’re on holiday or ill.
You can use day parts as a quick way to schedule shifts, breaks and bookings in predefined slots. Unlike a shift, break or booking, a day part thus doesn’t include the booking of a human resource. A day part only defines a time slot that is ready to be filled out.
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). You can combine different day parts, with a wide range of repeats, into a day parts definition. You can assign such a day parts definition 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. You can assign a contract to one or more human resources. A human resource can have several contracts over time. But only one contract can apply to a human resource at any one 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 an alert in the schedule.
Yesplan only checks contract rules for working times in the schedule (shifts and breaks). Bookings that fall outside shifts will result in a conflict, but they aren’t 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.
Contracts are by default part of the Yesplan Teamplanner (including working hours, the number of days off and agreements related to overtime), but contract rules and the associated alerts are part of an optional expansion of the Teamplanner, called Teamplanner+.
Shifted Day Line§
Working days often don’t coincide with calendar days. A shift or an event can start before midnight and can last for hours after midnight. It wouldn’t be handy if such shifts and events were always split up and appeared on two days in calendars. That’s why Yesplan works with a shifted day line. This means that the moment when a shift (or event) belongs to the next day isn’t set at midnight but at a later time. With a day line that is shifted to 07:00, for example, Yesplan will regard an event from 07:00 in the morning to 07:00 the next morning as taking place on the same day.