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Drawing up a Planning

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 a sound technician, but you don’t yet know exactly who will fulfil this role. When planning 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 replace the ‘sound technician’ placeholder with the human resource ‘Jan’.

In the Teamplanner 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 other things 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 Teamplanner: 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.

Views§

You can easily change the view of the Teamplanner in order to always display the information you need at a specific moment.

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. 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).

Remark

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).

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.

Searching§

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.

Filtering§

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.

Sorting§

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’.

Working with Shifts and Breaks§

Shifts and breaks add structure to the planning and are required if you want to use contract rules.

Adding Them Yourself§

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”.

Remark

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:

  • “Show Info” opens the popover (double-clicking on the shift does the same thing).
  • “Align Shift with Bookings” will align the hours of the selected shift with the bookings on that day. 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. If several shifts exist on that day, they will be merged.
  • “Repeat…” opens a window to create or edit repeats.
  • “Save Shift as Template…” allows you to save the selected shift (including breaks) under a name (see Templates for Working Times).
  • “New Break” adds a break to the selected shift.
  • “New Booking” adds a booking.
  • And the default actions: “Copy”, “Paste”, “Delete” and “Undo”.

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

Remark

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 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.

Via 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 Teamplanner 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.

Types§

Three types are supported:

  • Holiday: the human resource is unavailable because due to holidays. This time is taken into account on the holiday counter.
  • Time Off in Lieu: the human resource is unavailable because he/she takes time off to compensate for actual hours of overtime. This time is taken into account on the overtime counter.
  • Sick Leave: the human resource is unavailable due to illness. The time counts for calculating the actual time and when checking contract rules.

Management§

Unavailabilities are managed under system settings, under the “Teamplanner” 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.

Creation§

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.

Tip

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.

Other Actions§

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

  • “Show Info” opens the popover (double-clicking on the unavailability does the same thing).
  • “Repeat…” opens a window to create or edit repeats.
  • “Swap with Placeholder” is not applicable for unavailabilities.
  • And the default actions: “Copy”, “Paste”, “Delete” and “Undo”.

The actions are always applied to all selected unavailabilities.

Working with Bookings§

In the Teamplanner 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).

Creation§

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 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:

  • the empty part of a column or cell of the human resource
  • a day part
  • a shift

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 Teamplanner 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 Teamplanner 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:

  • You can book a human resource for the entire event by dragging the event to the cell (or column) of the human resource. A booking for the entire event runs from the first to the last hour in the event schedule. If the event date or event schedule changes, this booking will automatically be adapted. The booking has a (grey) lock.

  • You can book a human resource for a specific event schedule item by dragging this schedule item to the column of the human resource. A booking for a certain schedule item runs from the start of this schedule item to its end, or – if no end is defined – to the start of the next schedule item. If the hours of this schedule item change, this booking will automatically be adapted. The booking has a (grey) lock.

  • You can replace an event placeholder with a human resource by dragging the placeholder to the column of the human resource. The booking of the placeholder is replaced with the booking of the human resource. All existing data related to the booking of the placeholder are retained (start and end time, custom data, etc.). During booking, the human resource is assigned the role of the placeholder, even if this is not one of his/her defined roles. This role is only added for this booking; it will not become a defined role of this human resource.

  • You can book a human resource for his/her entire shift by dragging the event (or a placeholder) to the human resource’s shift. The booking adopts the hours of the shift. The booking is explicitly registered at these times; this will not change if the event times change.

  • You can book a human resource for an entire day part by dragging the event (or a placeholder) to the day part of a human resource. The booking adopts the hours of the day part. The booking is explicitly registered at these times; this will not change if the event times change.

Editing§

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).
  • 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:

  • the booking is linked to an event schedule (the lock is grey);
  • an actual time has been entered (the lock is light-blue).

In the first case you can click the lock to lift the restriction. 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.

Opmerking

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.

Other Actions§

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

  • “Show Info” opens the popover (double-clicking on the booking does the same thing).
  • “Repeat…” opens a window to create or edit repeats.
  • “Swapping with Placeholder” swaps the booking of a human resource with the booking of a placeholder that corresponds with the booked role of the human resource. This is only applicable for bookings for events.
  • And the default actions: “Copy”, “Paste” (or “Paste to”, “Delete” and “Undo”.

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:

  • If the times of the copied booking follow the entire event schedule then the pasted booking follows the times of the entire event schedule to which it is pasted.

    For example:

    • Jan is booked for Hamlet for the entire event from 17:00 to 22:00
    • Copy this booking to Piet on the following day and “Paste on” the event Othello (lasts from 13:00 to 19:00)
    • Result: Piet is booked for Othello for the entire event from 13:00 to 19:00
  • If the times of the copied booking are specifically linked to a certain part of the schedule then the pasted booking also follows the times of the entire event to which it is pasted, unless that part of the schedule also exists – with exactly the same name – on the event to which it is pasted. In that case the pasted booking follows the times from this part of the event schedule to which it is pasted.

    For example:

    • Jan is booked to set up Hamlet from 10:00 to 18:00
    • The event Othello the following day lasts from 13:00 to 19:00 and has no “set-up” in the schedule
    • Copy the booking from Jan to Piet on the following day and “Paste on” the event Othello
    • Result: Piet is booked for Othello for the entire event from 13:00 to 19:00

    or:

    • Jan is booked to set up Hamlet from 10:00 to 18:00
    • The event Macbeth the following day lasts from 10:00 to 22:00 and has a “set-up” in the schedule (from 10:00 to 16:00)
    • Copy the booking from Jan to Sofie on the following day and “Paste on” the event Macbeth
    • Result: - Sofie is booked to set up Macbeth from 10:00 to 16:00
  • If the times of the copied booking are disconnected from the event schedule then the pasted booking simply adopts the times (and that booking is disconnected from the event schedule to which it is pasted).

    For example:

    • Jan is booked for Hamlet from 17:30 to 20:30 and those times are not linked to (parts of) the schedule
    • Copy this booking to Piet on the following day and “Paste on” the event Othello (lasts from 13:00 to 19:00)
    • Result: Piet is booked for Othello from 17:30 to 20:30 (and the times are not linked to the schedule)
  • If you paste on a day part then the pasted booking adopts the times of the day part (and that booking is disconnected from the event schedule to which it is pasted)

    For example:

    • Jan is booked for Hamlet for the entire event from 17:00 to 22:00
    • The following day an “afternoon” day part is defined for Piet from 13:30 to 17:00
    • Copy the booking from Jan to Piet’s “afternoon” day part on the following day and “Paste on” the event Othello (lasts from 13:00 to 19:00)
    • Result: Piet is booked for Othello from 13:30 to 17:00 (and the times are not linked to the schedule)

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.

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.

Selecting Items§

  • 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.

Selecting Cells§

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.

In the Week View§

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 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.
  • 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.

    • 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 or row that is selected is indicated by a blue background color for the table header or row header.

Remark

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§

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.

Dealing with Conflicts§

The Teamplanner shows conflicts that occur when scheduling human resources:

  • Overlapping Bookings: If a human resource is booked for multiple events simultaneously then the Teamplanner shows a conflict.

    In addition to default possibilities for muting this conflict (thereby ignoring the conflict), the overlapping (conflicting) period can simply be deleted in the Teamplanner. You do this in the conflicts popover (which you open by hovering the cursor over the conflict warning symbol) by unchecking the part of the bookings that you want to delete so that there is no longer a conflict.

  • Booked outside a Shift: If a human resource with a contract is booked for a period that falls outside a shift or only is only partially inside a shift then the Teamplanner displays a conflict.

    Unlike conflicts related to overlapping bookings, these conflicts cannot be hidden. After all, respecting working and rest times is verified based on shifts and breaks.

    These conflicts can be eliminated manually by editing the shift. You can quickly solve the conflict by clicking on “Extend Shift” in the conflicts popover (which you open by hovering the cursor over the conflict warning symbol). If a shift doesn’t exist on the day of the conflict then one will be created automatically; if a shift already exists then it will be expanded so that it covers the booking completely.

    Please note that expanding a shift works differently than aligning a shift with bookings in which the shift is placed precisely around all bookings on the day.

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:

  1. 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 will not be counted as working time).
  2. The shift was not performed due to illness (the time does count as working time).

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

Yesplan offers the following three statuses:

  1. Performed. This is the default status; it allows you to enter the actual time of the shift or break.
  2. Cancelled. This status indicates that the human resource did not perform the planned shift; the actual time of this shift will be zero. The shift will not count as (actual) working time or when checking the contract rules.
  3. Sick Leave. This status indicates that the human resource could not perform the shift due to illness. The time does count for calculating the (actual) working time and when checking the contract rules. The planned time is adopted as the actual time.

Publishing Rosters§

If you are 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.

Roster Planner§

In order to publish rosters, you must be the roster planner for the team in question. This can be set under System Settings: see Assigning Roster Planners for more information. If you are a roster planner, a number of elements in the Teamplanner will change:

  • An option button (with three vertical dots) appears next to the names of human resources for which you are the roster planner.
  • A “Publish…” button appears in the upper left corner of the Teamplanner. (without the “New” label).
  • Some cells get a shaded vertical line on the right side. This indicates that they are unpublished (‘draft’).

Attention

If a human resource does not have a roster planner in the System Settings, Yesplan will automatically publish his/her roster on Sunday evening for the next seven days.

Publishing Rosters§

You can publish rosters in two ways:

  1. By clicking on 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.
  2. By clicking on the “Publish…” button at the top left of the Teamplanner. This publishes the roster of all the human resources that are currently visible 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 is a list of human resources whose rosters you are going to publish. By deactivating the checkbox to the left of a human resource, you will 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 when you want to publish rosters:

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

Click on 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, they will be listed 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§

The rosters can be published in two ways:

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

The human resources with a planned publication date have an orange calendar icon next to their name in the Teamplanner. If you move 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 on 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 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 when the roster is currently published. By moving the mouse over that date, you get more information.

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

Changing a Published Roster§

You do not have to undertake any special actions to change a roster that is already published. Take into account that changes will be sent to your human resources as notifications in the Yesplan App. In other words, lots of changes will result in lots of notifications.

Your human resource will receive notifications related to published rosters, such as:

  • when bookings, shifts, breaks and unavailabilities are added or deleted
  • when bookings and unavailabilities (date, time or name) change
  • an event location changes
  • the role on a booking changes
  • the reason for an unavailability changes.

Consulting Rosters§

Your human resources can consult their rosters digitally by:

  • opening the Yesplan App
  • subscribing to an iCalendar feed
  • subscribing to email notifications.

The Yesplan App§

The Yesplan App is available to all organizations that use the Teamplanner and is optimised for browsers on smartphones, tablets and laptop/desktop computers:

  • Move the mouse over your username in the navigation menu and then click on “Yesplan App”
  • You can also click on “Sign In to the App Instead” on the Yesplan login screen.

Tip

Save the URL of the Yesplan App as a bookmark in your browser to navigate to it directly.

In the Yesplan App, you open your rosters by clicking on “My 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. Notifications can be marked as “Read” by clicking in 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 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.

Email Notifications§

What if you want to receive notifications by email? There are two ways of doing it:

  • Click on your name in the upper left corner of the homepage of the Yesplan App to go to the settings. Then turn on the button next to “Email”.
  • New in v27 In Yesplan, go to “User Settings” > “User Preferences” and select “Yes” under “Receive Roster Notifications by Email”.

Attention

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