Who this article is for: Administrators, Power Users and Team Leaders
Features addressed by this article: Presence Management and Shift Planning
Shift planning is a feature designed for companies that need to manage schedules and work locations fluidly.
Do you need to rotate the shifts of several people on multiple non-consecutive days? Shift planning is just what you need.
The visual planner
Thanks to the visual planner you can:
✅ Access an overview of the daily shifts and weekly schedules of all users.
✅ Make changes to the daily shifts of multiple users, even if said shifts are scheduled to take place on different days, in a single operation.
✅ Make changes to the weekly schedules of multiple users, even if these schedules pertain to different weeks, in a single operation. When doing so, you can choose to change the shift's workplace, too.
This feature can be accessed by going to Company > Organization > Planning > Visual Planner.
In the main window you will find a calendar that displays a lot of information.
In the upper part of the window you can find:
A slider with which you can move forward or backward 4 weeks at a time.
Buttons to filter users by team and location.
The reading key button (see below).
For each user you will see a period of four weeks. This 4-week period will begin with the week containing the current day (unless you used the sliders to change the period). For each day of the week you can access various details related to user attendance.
Administrators and Power Users are able to view the schedules of all users in the company. Team Leaders are only able to view the schedules of the users they oversee.
An expanded view of a user's week after hovering the mouse over a specific day.
For each user you will see:
An abbreviation for each day, indicating the daily shift assigned to that user. The boxes mirror the colors of the Fluida Calendar, based on expected attendance, company closing days, submitted justifications etc.
Click Legend on the top right to view the full list of abbreviations and colors.
💡 You can modify the abbreviation used to indicate a shift by going to the settings section of Shifts and Schedules.
By hovering the mouse pointer over a box, shift and workplace details appear.
Above each week is the name of the weekly schedule that was assigned, followed by the total number of work hours, both planned and contracted.
📌 Planned hours are calculated by adding up the hours of individual shifts, while contracted weekly hours can be set for each user in Company > Settings > Users > Click on a user > Total weekly hours. If this value has not been set for a user, the calendar only shows the hours that have been scheduled. If instead of the shift's name you see "Custom," the user or an administrator has entered a shift change.
In the example above, the total hours per week set for the user is 30. In the second week, some shift changes were submitted and the resulting work-hour total does not reach the planned total. Fluida marks the anomaly in orange.
In the example above, the user has not been assigned a weekly work-hour total; a rest was entered on Tuesday the 10th, therefore "Custom" is displayed instead of the name of the schedule, without the orange marking.
The Shift codes and Colors legend
Recurring weekly schedules
With recurring weekly schedule planning you can assign recurring weekly schedules to one or more users or even variations of a weekly schedule for extended periods.
This feature can be accessed by going to Company > Organization > Planning > Recurring Weekly Schedules.