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Rosters and Timesheets

Roster Planners§

Roster planners are users who manage the rosters of their team members. They can publish rosters and approve timesheets. If timesheets are used, only roster planners (and administrators) may modify actual times of roster items.

A Yesplan administrator can set the use of roster publication or timesheets in the system settings: see Rosters and Timesheets for more information.

Publishing Rosters§

If you’re the roster planner of a team, you can publish the roster for each of the human resources in that team. You select a specific date, and the chosen rosters will appear in the iCalendar feed and the Yesplan App up to (but not later than) that date.

You can find the different steps for publishing rosters below.

Remark

Unavailabilities are always visible in the Teamplanner, iCalendar feed, query language and API. In the Yesplan App, they only appear for human resources after publishing the rosters they appear in.

In order to publish rosters, you must be the roster planner for the team in question. If you’re a roster planner, a number of elements will change in the Teamplanner:

  • An option button (with three vertical dots) appears next to the names of human resources for which you’re the roster planner.
  • A “Publish…” button appears in the upper left corner of the Teamplanner.
  • Some cells get a shaded vertical line on the right side. This indicates that they’re unpublished (draft).

Attention

On Sunday evening, Yesplan automatically publishes the rosters for human resources covering the next seven days. There are two cases in which this happens:

  • If the roster planner hasn’t published the rosters of those human resources before Sunday evening.
  • If those human resources don’t have a roster planner in the system settings.

You can publish rosters in two ways:

  • By clicking the option button (with three vertical dots) next to the human resource, at the top of the Teamplanner. Then choose “Publish Roster…” to publish only the roster of that human resource.
  • By clicking the “Publish…” button at the top left of the Teamplanner. This publishes the roster of all human resources that are currently displayed in the Teamplanner and that have you as a roster planner.

Then a window opens to refine the publication. We run through the different parts of that window below.

Selected Rosters§

At the top of the publication window there’s a list of human resources whose rosters you’re going to publish. By deselecting the checkbox to the left of a human resource, you’ll no longer publish the roster of that human resource.

Selecting the Publication Date§

In the calendar of the publication window you can select the date until which you want to publish rosters:

  • The date with a circle around it is today’s date.
  • The dates with a gray background are the dates until which rosters are currently published for human resources. By hovering the mouse over those dates, you get more information.
  • The date with a blue background is the last date until which one or more rosters are currently published. By hovering the mouse over that date, you get more information.

Click a date after the date with the blue background to select a new publication date.

Conflicts§

If there are still conflicts in the rosters for the chosen period, then you’ll find them under the calendar of the publication window:

  • You can publish the rosters with conflicts.
  • Or you can cancel the publication and resolve the conflicts first.

Publishing§

You can publish the rosters in two ways:

  • Publish immediately by clicking “Publish Now”.
  • Publish later by clicking “Schedule for Later”. Select the desired date from the calendar that appears and then click “Schedule”.

The human resources with a planned publication date have an orange calendar icon next to their name in the Teamplanner. If you hover the mouse over this icon, you get more information.

Revoking a Roster§

You may have published a roster unintentionally. In that case, you can revoke a roster. Click the option button (with three vertical dots) next to the name of the human resources and select “Revoke Roster…”.

A window opens to select a new publication date. First you see a warning because revoking a roster has consequences for the human resource. Select “Revoke Anyway…” if you want to revoke the roster.

In the calendar you can select a new publication date until when you want to publish the roster:

  • The date with a circle around it is today’s date.
  • The date with a blue background is the date until when the roster is currently published. By hovering the mouse over that date, you get more information.

Click a date before the date with the blue background to select a new publication date. Then click the “Revoke” button in the lower right corner of the window.

Changing a Published Roster§

No special actions are required to change a roster that has already been published. However, do take into account that changes will be sent to your human resources as notifications in the Yesplan App. So, lots of changes will result in lots of notifications.

Your human resource will receive notifications related to published rosters as a result of the following actions:

  • Bookings, shifts, breaks and unavailabilities are added or removed.
  • Bookings and unavailabilities change (date, schedule item or name).
  • The location of an event changes.
  • The role on a booking changes.
  • The reason for an unavailability changes.

Consulting Rosters§

Human resources can consult their rosters digitally by:

  • Using the Yesplan App.
  • Subscribing to an iCalendar feed.
  • Subscribing to email notifications.

Using the Yesplan App§

In the Yesplan App, you open your rosters by clicking “Roster”. Then navigate through the weeks and days to view your roster. Notifications about changes are found at the bottom of each day.

A summary of all notifications is available via the icon with the clock in the upper right corner of the Yesplan App. It includes an overview of published rosters and any changes to them. You can mark notifications as “Read” by clicking the blue circle.

Subscribing to the iCalendar Feed§

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

Email Notifications§

Do you also want to receive the notifications by email? There are two ways of doing it:

  • Click your name in the upper left corner of the homepage of the Yesplan App to go to the settings. Then activate the button next to “Receive by Email”.
  • In Yesplan, go to “User Settings” > “User Preferences” and select “Yes” next to “Receive notifications from Yesplan App by email”.

Attention

You’ll only receive notifications via email if you’ve entered an email address in Yesplan. You can add your email address in “User Settings” > “User Profile” > “Email”.

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 “Add Actual Time”. The planned times are copied by default. You can then adjust them if necessary.

Attention

When using timesheets, only roster planners (and administrators) may modify the actual times of roster items.

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:

  • A shift is simply cancelled, e.g. due to a last-minute change or because a human resource switched shifts with someone else (planned but not performed, the time won’t count as working time).
  • The shift wasn’t performed due to illness (the time does count as working time).

The reason why a shift wasn’t performed influences the processing of counters and the contract rules.

Yesplan offers the following three statuses:

  • Actual Time: This is the default status and it allows you to enter the actual time of the shift or break.
  • Cancelled: This status indicates that the human resource didn’t perform the planned shift. The actual time of this shift will be zero. The shift won’t count as (actual) working time or when checking the contract rules.
  • Sick Leave: This status indicates that the human resource couldn’t perform the shift due to illness. However, the shift does count for calculating the (actual) working time and when checking the contract rules. The planned time is adopted as the actual time.

Timesheets§

New in Yesplan 32

Remark

Timesheets are part of the optional extension of Teamplanner, Teamplanner+.

If you’re interested in the Teamplanner+ module, get in touch with support@yesplan.be.

Timesheets allow human resources to register their performed hours via the Yesplan App. You have the option to get these hours approved by roster planners.

For each team, you decide whether timesheets will be used and if you want to use approval for that team. See Rosters and Timesheets for more information.

If you choose to use timesheets with no approval, then the times submitted by the human resource will be automatically converted into actual times and therefore immediately applied for the counters and contract rules.

If you choose to use timesheets with approval, then the times submitted by the human resource will only be converted into actual hours after approval. Only then will they be applied for the counters and contract rules.

When using timesheets, only roster planners (and administrators) can add, modify or remove actual times from roster items, even if you don’t use the optional approval. This means that the roster planners can still add or modify actual times if necessary, for example, if the human resource is unavailable.

Registering Performed Hours§

The registration of performed hours is done in the Yesplan App. Each human resource for whom timesheets are activated, will see a summary in the Yesplan App of all timesheets up until today, grouped by week. From this summary, you go to the timesheet of a specific day, which must be submitted in full.

Each timesheet starts as from the planning: all services, breaks and bookings are displayed with their planned times. If the human resource works longer or less, they can simply amend the hours by entering a time themselves, or by using the plus and minus buttons, with which the times are adapted by 15 minutes with each press.

Provided the timesheet has not been submitted, the human resource can still amend the times. Meanwhile, times that have already been entered are saved, allowing you to complete the timesheet as you go. The human resource can’t add or remove items in the timesheet.

If shifts are used, these must always fully encompass the other bookings. That way, you’re sure that the contract rules are correctly verified.

Should the roster planner reject the submitted timesheet for a particular day, the human resource can adapt the times as necessary, then resubmit the timesheet.

Unavailabilities are only displayed for your information. This doesn’t need to be submitted.

Approving Submitted Hours§

The submitted hours are checked by a roster planner via “Teamplanner” > “Approve Timesheets”. The screen shows a summary per day of all users within the roster planner’s teams, and where approval applies. Resources who are not also user aren’t displayed.

For all human resources who’ve submitted their timesheet you see a summary of the total worked time and the total break time as planned and as submitted, and any difference between the two. You can view a detailed overview by clicking the name of the human resource. This detailed overview shows the planned times, submitted times, and any difference between the two for each roster item. You can approve the timesheet, or reject it if amendments are still required.

When approving a timesheet, the actual times are completed with the times as submitted by the human resource. The timesheet is then finished and the times are utilized for the counters and contract rules.

If a timesheet is rejected, the human resource will be able to amend the times and must then resubmit for approval.

Attention

Actual times that are completed before approval will be overwritten by the times submitted by the human resource upon approval.

History§

For each timesheet, Yesplan saves a summary of past additions and changes as from the day of the timesheet. This means there’s always a clear overview of who did what and when.

The history contains actions, such as submission, approval or rejection of the timesheet. Plus, additions or amendments to planned times or actual times since the day of the timesheet are saved too. For each action, the time and name of the user who performed the action are displayed.

This history appears both in the Yesplan App and in the summary where timesheets are approved.

Notifications§

Human resources receive a notification in the Yesplan App if the timesheet is rejected and if the actual times are amended after the timesheet has been submitted.

Do you also want to receive the notifications by email? There are two ways of doing it:

  • Click your name in the upper left corner of the homepage of the Yesplan App to go to the settings. Then activate the button next to “Receive by Email”.
  • In Yesplan, go to “User Settings” > “User Preferences” and select “Yes” next to “Receive notifications from Yesplan App by email”.

Attention

You’ll only receive notifications via email if you’ve entered an email address in Yesplan. You can add your email address in “User Settings” > “User Profile” > “Email”.

Yesplan App§

The Yesplan App is a web application that’s optimized for browsers on smartphones and tablets.

Yesplan detects your type of device automatically. On a mobile device, you’ll automatically access the mobile version of Yesplan (the Yesplan App). On a computer, on the login page, click “Sign In to App Instead” first if you want to access the mobile version. You can also open the mobile version from Yesplan: hover the mouse over your username in the navigation menu, then click “Yesplan App”.

In the Yesplan App, you can consult events, check your roster and submit timesheets. You receive notifications about amendments to your published roster, if a timesheet is rejected, or if the actual times are amended after the timesheet has been submitted.