⚠️ This article is for the new version of the platform ⚠️ |
Getting to the Planner
Click Planner in the top navigation. Each workspace has its own Planner, so you only see the Job Roles, shifts and workers that belong to it. To switch workspace, use the workspace switcher at the top right.
Finding your way around
Along the top of the Planner you'll find:
All venues and All job roles – filters to narrow the calendar to specific Venues or Job Roles.
Date navigation – the arrows and Today move through time. Click the date range to jump to another week or month.
Estimated cost – the cost of the shifts currently shown, next to the date range.
All / Scheduled / Applicants – show everyone, only scheduled workers, or only applicants.
Show… – choose which rows and shift types appear (see below).
Group by and layout (e.g. "Job Roles · Calendar") – group the Planner by Job Roles, Venues or Workers, and pick the layout: Calendar, List or Cards.
Week / Month – choose the period you see.
"+ Add" – add workers to a Job Role, add a new Job Role, or duplicate a Job Role from another workspace.
⋮ – more tools (see below).
On smaller screens, some of these controls move into the ⋮ menu.
Reading the calendar
Down the left you'll see your rows – grouped by Job Role by default. Under each Job Role is a row for every worker who belongs to it, either because they've had a shift there or because you added them. The same worker can appear under more than one Job Role.
Counters – the badge next to a Job Role and on each day (for example 2/8) shows how many workers are scheduled compared to how many you need.
Tags – worker rows show tags such as Favourite, Internal, Payrolling or Previously scheduled, so you can see at a glance which pools a worker belongs to.
Hours – the number on the right of a worker row shows their hours in the period you're viewing.
From the calendar you can:
Hover over a shift for a quick summary, or click it to open it.
Hover over an empty day in a Job Role row and click the + to create an open shift. See "How can I create a shift?".
Collapse or expand a Job Role with the arrow next to its name.
Use the search field at the top left to find a Job Role or worker by name.
Job Role and worker menus
Click the three dots next to a Job Role to jump to its next or previous shift, add workers, or Edit, Duplicate or Archive the Job Role. See "What are Job Roles, Job Titles, and experience levels?".
Click the three dots next to a worker to:
Go to next shift / Go to previous shift of this worker.
View profile or View schedule.
Hide from Job Role – removes the worker's row from this Job Role. You can only hide a worker who has no upcoming shifts or hours awaiting approval there.
Cancel shifts… – opens the worker's shifts in this Job Role, so you can pick the ones to cancel.
Keeping the Planner tidy
Use the Show… menu to control what appears:
Empty rows – workers and Job Roles with no shifts in the period you're viewing.
Open shifts – unfilled shifts still open for workers to take.
Scheduled shifts – confirmed shifts a worker is assigned to, working, or has worked.
Needs attention – offered, awaiting a response, declined, or cancelled by the worker – you may need a replacement.
Cancellations & absences – withdrawn, cancelled, or reported as an absence – kept for the record only.
At least one shift type always stays visible. A Job Role you no longer need can be archived – it then disappears from the Planner, but nothing is deleted.
Pending actions
When there's something for you to act on, buttons appear at the top of the screen, each with a count – you only see a button when it's relevant:
Applicants – workers have applied to your open shifts. Click to review and schedule them.
Hours – worked hours waiting for you to review and approve. Hover over the button to see when unapproved hours will be approved automatically.
To rate – workers you can rate for their completed shifts. You have 10 days to rate each worker.
On smaller screens, the three buttons are combined into one, for example "16 to review".
Drafts
Shifts you saved as drafts are marked "Not published yet". As long as you have drafts, a bar at the bottom of the Planner shows their number and cost. Click "Publish" there to post them all at once, or "Discard" to delete them.
More tools
The ⋮ menu at the top right of the Planner gives you a few more options:
Rota templates – insert a saved rota into your Planner, or create and manage rotas.
View contracts – the contracts for your workers' assignments.
Export staff list – create a staff list for a date range, filtered by Job Role and shift status.
Activity – the activity feed of changes and actions in your workspace.