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Kelola","\u002Fdocs\u002Fzh-hant\u002Fsign-in","docs\u002Fzh-hant\u002F24.sign-in",{"id":515,"title":61,"body":516,"description":1362,"extension":1363,"meta":1364,"navigation":1365,"path":62,"seo":1366,"stem":63,"__hash__":1367},"docs\u002Fdocs\u002F13.schedule-shifts.md",{"type":517,"value":518,"toc":1339},"minimark",[519,532,535,540,578,582,589,613,616,621,652,658,662,727,730,733,753,758,788,791,795,813,823,826,830,833,859,862,865,879,882,898,901,905,908,928,931,934,979,983,986,1012,1021,1025,1028,1048,1051,1065,1069,1072,1105,1109,1112,1122,1142,1154,1158,1161,1165,1211,1225,1244,1248,1257,1271,1275,1308,1313,1317],[520,521,522,523,527,528,531],"p",{},"Managers, admins and owners plan who works when on the ",[524,525,526],"strong",{},"Schedule"," page (some teams call this a roster). You add shifts to a week as drafts, then publish the week. Each employee then sees their shifts in ",[524,529,530],{},"My schedule",". Kelola also emails them, unless they turned email off.",[520,533,534],{},"The last two sections, \"See your schedule\" and \"Swap a shift\", are for every employee.",[536,537,539],"h2",{"id":538},"before-you-start","Before you start",[541,542,543,559,570],"ul",{},[544,545,546,547,550,551,554,555,558],"li",{},"To build a schedule, you need the ",[524,548,549],{},"Manager",", ",[524,552,553],{},"Admin",", or ",[524,556,557],{},"Owner"," role. Every employee can see their own shifts.",[544,560,561,562,565,566,569],{},"A manager's team comes from the org structure. An owner or admin sets it up first in ",[524,563,564],{},"Settings → Org structure",". See ",[567,568,21],"a",{"href":22},".",[544,571,572,573,565,576,569],{},"To give a shift a location, an owner or admin first adds office locations in ",[524,574,575],{},"Settings → Company",[567,577,17],{"href":18},[536,579,581],{"id":580},"find-your-team-on-the-schedule","Find your team on the schedule",[520,583,584,585,588],{},"Open ",[524,586,587],{},"My team → Schedule",". The page shows one week, Monday to Sunday, with today's column highlighted.",[541,590,591,598,604,610],{},[544,592,593,594,597],{},"Use the arrows to go to the previous or next week. Select ",[524,595,596],{},"Today"," to come back to this week.",[544,599,600,601,569],{},"The week's dates show under the page title. If the week has drafts, their number shows next to the dates, for example ",[524,602,603],{},"3 drafts",[544,605,606,607,569],{},"Each row is one employee. Rows are grouped by department. People with no department are under ",[524,608,609],{},"No department",[544,611,612],{},"Under each name is the person's total hours for the week, drafts included.",[520,614,615],{},"On a small screen, scroll the grid sideways to see every day.",[617,618,620],"h3",{"id":619},"who-has-a-row","Who has a row",[541,622,623,626,636,639],{},[544,624,625],{},"Owners and admins see every active employee in the company, themselves included.",[544,627,628,629,631,632,635],{},"Managers see the active employees who report directly to them. Kelola finds these people from ",[524,630,564],{},". For someone with no filled position above them, Kelola uses their ",[524,633,634],{},"Line manager"," field instead.",[544,637,638],{},"If another manager holds the same position as you, you are co-managers. You both see the people in the positions below yours, and either of you can change their shifts or publish their week.",[544,640,641,642,550,645,554,648,651],{},"People who are ",[524,643,644],{},"Invited",[524,646,647],{},"Suspended",[524,649,650],{},"Offboarded"," have no row. An invited person gets a row after they activate their account.",[520,653,654,655,569],{},"If no one reports to you, the page shows ",[524,656,657],{},"No one to schedule yet",[536,659,661],{"id":660},"add-a-shift","Add a shift",[663,664,665,671,681,698,708,721],"ol",{},[544,666,667,668,670],{},"In ",[524,669,587],{},", go to the week you want to plan.",[544,672,673,674,677,678,680],{},"Point at the person's row on the day you want. A ",[524,675,676],{},"+"," appears in the cell, below any shifts it already has. Select it. On a touch screen or a small screen, the ",[524,679,676],{}," always shows in every cell, so you can tap it straight away.",[544,682,667,683,686,687,690,691,694,695,697],{},[524,684,685],{},"Add shift",", the ",[524,688,689],{},"Employee"," and ",[524,692,693],{},"Day"," are already filled in from the cell. Change them if you need to. The ",[524,696,689],{}," list has only the people on your grid.",[544,699,700,701,690,704,707],{},"Choose the ",[524,702,703],{},"Start",[524,705,706],{},"End"," times. They are set to 09:00 and 17:00 at first.",[544,709,710,711,550,714,717,718,569],{},"Optional: fill in ",[524,712,713],{},"Role",[524,715,716],{},"Location",", and ",[524,719,720],{},"Note",[544,722,723,724,569],{},"Select ",[524,725,726],{},"Save",[520,728,729],{},"The new shift is a draft. Employees cannot see drafts. On the grid, a draft has a dashed outline, and a published shift is filled with colour.",[520,731,732],{},"The optional fields:",[541,734,735,740,748],{},[544,736,737,739],{},[524,738,713],{}," is a short label for the work, for example \"Cashier\" or \"Morning shift\", up to 60 characters. It shows on the grid. It is only a label: it does not change the person's role in Kelola.",[544,741,742,744,745,569],{},[524,743,716],{}," is one of your company's office locations, or ",[524,746,747],{},"No location",[544,749,750,752],{},[524,751,720],{}," is a message for the employee, up to 280 characters.",[520,754,755,756,569],{},"The employee sees all three in ",[524,757,530],{},[759,760,761,764,782],"note",{},[520,762,763],{},"Kelola checks each shift before it saves it:",[541,765,766,773,776,779],{},[544,767,768,769,772],{},"An end time earlier than the start time ends the next day. For example, a shift on Monday from 22:00 to 06:00 ends on Tuesday morning. The form shows ",[524,770,771],{},"Ends next day",", and the shift shows as 22:00–06:00 (+1). It belongs to Monday, the day it starts.",[544,774,775],{},"The end time cannot be the same as the start time, and a shift can last at most 16 hours.",[544,777,778],{},"Times go in 30-minute steps.",[544,780,781],{},"A shift cannot overlap another shift the same person has. Kelola checks across midnight too, so Monday 22:00–06:00 overlaps Tuesday 05:00–13:00. Two shifts can touch, for example 09:00–13:00 and 13:00–17:00, or Monday 22:00–06:00 and Tuesday 06:00–14:00.",[520,783,784,785,787],{},"If a shift overlaps another one, Kelola does not save it and shows a message. If the end time is the same as the start time, or the shift is longer than 16 hours, Kelola shows a message under ",[524,786,706],{},". Fix the time and try again.",[520,789,790],{},"To reuse a week's shifts in another week, see \"Copy a week\" below.",[536,792,794],{"id":793},"change-or-delete-a-shift","Change or delete a shift",[663,796,797,800,809],{},[544,798,799],{},"Select the shift on the grid.",[544,801,667,802,805,806,808],{},[524,803,804],{},"Edit shift",", change what you need: the employee, day, times, role, location, or note. The ",[524,807,693],{}," list has only the seven days of the week on screen.",[544,810,723,811,569],{},[524,812,726],{},[520,814,815,816,819,820,822],{},"To delete the shift, select ",[524,817,818],{},"Delete"," in step 3 instead. Kelola asks you to confirm. Select ",[524,821,818],{}," again to delete the shift. You cannot undo it.",[520,824,825],{},"Saving a change keeps the shift's status. A draft stays a draft, and a published shift stays published. The next sections explain what this means for your team.",[536,827,829],{"id":828},"copy-a-week","Copy a week",[520,831,832],{},"When most weeks look the same, copy a week you already planned instead of adding each shift again.",[663,834,835,838,844,854],{},[544,836,837],{},"Go to the week you want to copy.",[544,839,723,840,843],{},[524,841,842],{},"Copy week",". You can select it only while the week has shifts.",[544,845,667,846,849,850,853],{},[524,847,848],{},"Copy this week?",", choose the week in ",[524,851,852],{},"Copy to",". It starts on the next week, and lists the eight weeks after the one on screen.",[544,855,723,856,569],{},[524,857,858],{},"Copy shifts",[520,860,861],{},"Kelola opens the week you copied to, and shows how many shifts it copied.",[520,863,864],{},"What copying does:",[541,866,867,870,873,876],{},[544,868,869],{},"Each copy keeps its day of the week, times, role, location and note.",[544,871,872],{},"Every copy is a draft, even if the first shift was published. No one is told until you publish the week.",[544,874,875],{},"It copies only the shifts on your grid. For a manager, these are your team's shifts. For an owner or admin, these are all the shifts in the company that week.",[544,877,878],{},"Shifts already in the target week stay as they are.",[520,880,881],{},"Kelola skips some shifts, and the message says how many and why:",[541,883,884,892,895],{},[544,885,886,887,889,890,569],{},"The person is no longer active, for example they are ",[524,888,647],{}," or ",[524,891,650],{},[544,893,894],{},"The person has approved leave on that day. A half day of leave also skips the shift.",[544,896,897],{},"The shift would overlap a shift the person already has, including a night shift that runs past midnight.",[520,899,900],{},"Add any skipped shift yourself if you still need it.",[536,902,904],{"id":903},"publish-the-week","Publish the week",[520,906,907],{},"Publishing makes the week's drafts visible to employees and sends them an email.",[663,909,910,913,919],{},[544,911,912],{},"Go to the week you want to publish, and check its shifts.",[544,914,723,915,918],{},[524,916,917],{},"Publish week",". You can select it only while the week has drafts.",[544,920,667,921,924,925,569],{},[524,922,923],{},"Publish this week?",", check the number of draft shifts. Select ",[524,926,927],{},"Publish",[520,929,930],{},"Kelola shows how many shifts it published, and for how many employees.",[520,932,933],{},"What publishing does:",[541,935,936,939,945,954,972],{},[544,937,938],{},"It publishes only the week on screen. Other weeks do not change.",[544,940,941,942,569],{},"It publishes every draft on your grid for that week. For a manager, these are the drafts for your team. For an owner or admin, these are the drafts in the company that week, except drafts another manager added. That manager publishes their own team. Before you publish, the dialog says how many drafts it leaves out, for example ",[524,943,944],{},"2 drafts by other managers are not included",[544,946,947,948,951,952,569],{},"Each employee who had a draft published gets one email, titled \"Your schedule for the week of\" and the date of the Monday. The email does not list the shifts. Its ",[524,949,950],{},"View my schedule"," button opens ",[524,953,530],{},[544,955,956,957,960,961,964,965,968,969,971],{},"Kelola skips the email for anyone who turned off ",[524,958,959],{},"Email notifications"," in ",[524,962,963],{},"Preferences",". Each person gets the email in the ",[524,966,967],{},"Language"," they chose in ",[524,970,963],{},", or in English if they never chose one.",[544,973,974,975,978],{},"Each of these employees also gets a ",[524,976,977],{},"Your schedule is ready"," notification in Kelola, so they hear about it even with email turned off.",[536,980,982],{"id":981},"change-the-week-after-you-publish","Change the week after you publish",[520,984,985],{},"You can keep working on a week after you publish it.",[541,987,988,994,1000,1006],{},[544,989,990,991,993],{},"A shift you add is a draft. The draft count comes back, and you can select ",[524,992,917],{}," again. This publishes only the new drafts. Only the people with new drafts get an email.",[544,995,996,997,999],{},"A published shift you edit stays published. The employee sees the change in ",[524,998,530],{}," straight away. If you changed its day, times or location, Kelola tells them with a notification, \"Your shift changed\", and an email. A change to only the role or the note sends nothing.",[544,1001,1002,1003,1005],{},"A published shift you move to another person shows in that person's ",[524,1004,530],{}," straight away. It leaves the first person's schedule. The new person gets \"You have a new shift\", and the first person gets \"Your shift was removed\".",[544,1007,1008,1009,1011],{},"A published shift you delete leaves ",[524,1010,530],{}," straight away. The employee gets \"Your shift was removed\".",[520,1013,1014,1015,1017,1018,1020],{},"Each save sends one notification and one email to each person it affects. Only active employees are told. Kelola skips the email for anyone who turned off ",[524,1016,959],{},", and writes it in each person's ",[524,1019,967],{},". Changes to a draft tell no one, because employees cannot see drafts.",[536,1022,1024],{"id":1023},"unpublish-the-week","Unpublish the week",[520,1026,1027],{},"Unpublishing moves a week's published shifts back to draft. Employees stop seeing them until you publish again. Use it when you need to rework a week you published too early.",[663,1029,1030,1033,1039],{},[544,1031,1032],{},"Go to the week you want to take back.",[544,1034,723,1035,1038],{},[524,1036,1037],{},"Unpublish week",". You can select it only while the week has published shifts.",[544,1040,667,1041,1044,1045,569],{},[524,1042,1043],{},"Unpublish this week?",", check the number of published shifts. Select ",[524,1046,1047],{},"Unpublish",[520,1049,1050],{},"Unpublishing works like publishing, in reverse:",[541,1052,1053,1056,1059],{},[544,1054,1055],{},"It changes only the week on screen, and only the shifts on your grid. For a manager, these are your team's shifts. For an owner or admin, these are all the published shifts in the company that week.",[544,1057,1058],{},"Each person whose shifts went back to draft gets one notification, \"Your schedule was withdrawn\", and one email, however many of their shifts moved.",[544,1060,1061,1062,1064],{},"When you are ready, select ",[524,1063,917],{}," again. The people on the week get the usual \"Your schedule for the week of\" email.",[536,1066,1068],{"id":1067},"see-how-shifts-relate-to-clock-in","See how shifts relate to clock-in",[520,1070,1071],{},"A published shift sets the schedule for its day. It takes priority over the person's work schedule.",[541,1073,1074,1086,1096,1099,1102],{},[544,1075,1076,889,1079,1082,1083,1085],{},[524,1077,1078],{},"On time",[524,1080,1081],{},"Late"," comes from the published shift for that day: its start time, plus the grace period of the person's work schedule (0 when they have no work schedule). Without a shift that day, it comes from the work schedule. A work schedule is a start time, an end time and a grace period (the minutes after the start that still count as on time). An admin creates it in ",[524,1084,575],{}," and gives it to each employee.",[544,1087,1088,1089,1091,1092,1095],{},"The geofence (the allowed area around an office) is the shift's ",[524,1090,716],{},", when the shift has one. Otherwise it is the ",[524,1093,1094],{},"Office location"," on the person's employee record.",[544,1097,1098],{},"A night shift that ends the next morning still counts after midnight, until it ends.",[544,1100,1101],{},"Kelola saves the shift's times on the clock-in. Early departures, overtime, reports and payroll then use them, even if the shift changes later.",[544,1103,1104],{},"A draft shift does not count. Kelola does not compare shifts with clock-ins: an employee can clock in on a day with no shift, and Kelola does not flag a shift that nobody clocked in for.",[536,1106,1108],{"id":1107},"see-your-schedule","See your schedule",[520,1110,1111],{},"Every employee can see their own shifts, whatever their role.",[520,1113,584,1114,1117,1118,1121],{},[524,1115,1116],{},"My space → My schedule",". You see your published shifts for one week, Monday to Sunday, grouped by day. Each shift shows its time. A shift that ends the next day shows ",[524,1119,1120],{},"(+1)"," after its end time, for example 22:00–06:00 (+1). It also shows the role, location and note, if your manager added them.",[541,1123,1124,1130,1133,1139],{},[544,1125,1126,1127,1129],{},"The page opens on this week. Use the arrows to go to the previous or next week, past weeks included. Select ",[524,1128,596],{}," to come back to this week. The week's dates show under the page title.",[544,1131,1132],{},"A shift shows here only after your manager publishes the week. You never see drafts.",[544,1134,1135,1136,569],{},"If you have no published shifts that week, the page shows ",[524,1137,1138],{},"No shifts this week",[544,1140,1141],{},"You cannot edit a shift yourself. To give one to a colleague, ask for a swap. See \"Swap a shift\" below.",[1143,1144,1145],"tip",{},[520,1146,1147,1148,1150,1151,1153],{},"When a week with your shifts is published, Kelola emails you, unless you turned off ",[524,1149,959],{},". If your manager later changes the day, time or location of a published shift, gives it to someone else, deletes it, or unpublishes the week, you get a notification in Kelola and an email. Select the notification to open ",[524,1152,530],{}," on that week.",[536,1155,1157],{"id":1156},"swap-a-shift","Swap a shift",[520,1159,1160],{},"If you cannot work one of your shifts, ask a colleague to take it. You can make it a trade: you take one of their shifts in return. Or make it a cover: they take your shift and you take nothing back. A swap needs two yeses. First the colleague accepts. Then one of your approvers approves it. Your approvers are your managers in the org structure, and your company's owners and admins, the same people who decide your leave.",[617,1162,1164],{"id":1163},"ask-for-a-swap","Ask for a swap",[663,1166,1167,1172,1179,1189,1200,1206],{},[544,1168,584,1169,1171],{},[524,1170,1116],{},", and go to the week of the shift.",[544,1173,1174,1175,1178],{},"On the shift, select ",[524,1176,1177],{},"Request swap",". The button shows only on published shifts that have not started yet.",[544,1180,667,1181,1184,1185,1188],{},[524,1182,1183],{},"Request a swap",", choose the ",[524,1186,1187],{},"Colleague",". The list has only active people on your team: people who share a manager with you in the org structure, or who are in your department.",[544,1190,1191,1192,1195,1196,1199],{},"Optional: in ",[524,1193,1194],{},"Shift you take in return",", choose one of their shifts to make it a trade. The list has their published shifts for the next four weeks. Leave it on ",[524,1197,1198],{},"None, they cover my shift"," for a cover.",[544,1201,1202,1203,1205],{},"Optional: add a ",[524,1204,720],{}," for your colleague, up to 280 characters.",[544,1207,723,1208,569],{},[524,1209,1210],{},"Send request",[520,1212,1213,1214,1217,1218,1220,1221,1224],{},"Your colleague gets a notification and an email. The request shows in ",[524,1215,1216],{},"Swap requests"," at the top of ",[524,1219,530],{},", with its status. The shift shows ",[524,1222,1223],{},"Swap pending",", and you cannot ask for a second swap on it while this one is open.",[759,1226,1227,1230,1241],{},[520,1228,1229],{},"Kelola checks a swap when you ask for it, when your colleague accepts, and again when an approver approves it:",[541,1231,1232,1235,1238],{},[544,1233,1234],{},"Both shifts must still be published, with the same person, day and times as when you asked.",[544,1236,1237],{},"Neither shift may have started.",[544,1239,1240],{},"Neither of you may end up with two shifts that overlap, across midnight too.",[520,1242,1243],{},"If a check fails, Kelola does not go ahead and shows a message that says why.",[617,1245,1247],{"id":1246},"answer-a-swap-request","Answer a swap request",[520,1249,1250,1251,1253,1254,1256],{},"When a colleague asks you, the request shows in ",[524,1252,1216],{}," in your ",[524,1255,530],{},". It says which shift you take and, in a trade, which of your shifts you give back.",[541,1258,1259,1265],{},[544,1260,723,1261,1264],{},[524,1262,1263],{},"Accept"," to agree. The request then waits for approval. You still work your schedule as it is until it is approved.",[544,1266,723,1267,1270],{},[524,1268,1269],{},"Decline"," to say no. Kelola asks you to confirm. Your colleague is told.",[617,1272,1274],{"id":1273},"what-happens-next","What happens next",[541,1276,1277,1285,1291,1294,1301],{},[544,1278,1279,1280,565,1283,569],{},"When your colleague accepts, you and your approvers get a notification and an email. Your approvers decide it in ",[524,1281,1282],{},"My team → Approvals",[567,1284,73],{"href":74},[544,1286,1287,1288,1290],{},"When an approver approves, the shifts move at once. Your colleague's ",[524,1289,530],{}," shows your shift, and in a trade yours shows theirs. You both get a notification and an email.",[544,1292,1293],{},"If the approver rejects it, the shifts stay as they were, and you both are told.",[544,1295,1296,1297,1300],{},"While the request is open, you can select ",[524,1298,1299],{},"Cancel request",". Kelola asks you to confirm, and your colleague is told.",[544,1302,1303,1304,1307],{},"A request that is still open when one of its shifts starts shows ",[524,1305,1306],{},"Expired",". Nothing moves.",[520,1309,1310,1312],{},[524,1311,1216],{}," shows every open request, and the ones from the last two weeks with their outcome.",[536,1314,1316],{"id":1315},"next-steps","Next steps",[541,1318,1319,1323,1327,1331,1335],{},[544,1320,1321],{},[567,1322,21],{"href":22},[544,1324,1325],{},[567,1326,17],{"href":18},[544,1328,1329],{},[567,1330,49],{"href":50},[544,1332,1333],{},[567,1334,77],{"href":78},[544,1336,1337],{},[567,1338,97],{"href":98},{"title":1340,"searchDepth":1341,"depth":1341,"links":1342},"",2,[1343,1344,1348,1349,1350,1351,1352,1353,1354,1355,1356,1361],{"id":538,"depth":1341,"text":539},{"id":580,"depth":1341,"text":581,"children":1345},[1346],{"id":619,"depth":1347,"text":620},3,{"id":660,"depth":1341,"text":661},{"id":793,"depth":1341,"text":794},{"id":828,"depth":1341,"text":829},{"id":903,"depth":1341,"text":904},{"id":981,"depth":1341,"text":982},{"id":1023,"depth":1341,"text":1024},{"id":1067,"depth":1341,"text":1068},{"id":1107,"depth":1341,"text":1108},{"id":1156,"depth":1341,"text":1157,"children":1357},[1358,1359,1360],{"id":1163,"depth":1347,"text":1164},{"id":1246,"depth":1347,"text":1247},{"id":1273,"depth":1347,"text":1274},{"id":1315,"depth":1341,"text":1316},"Plan your team's shifts for the week, publish them, see your own shifts in My schedule, and swap a shift with a colleague.","md",{},{"title":61},{"title":61,"description":1362},"3WXBjr1tmXavwuVQSebp7EqPYy5xkGDEr_s5sSRfLE8",[1369,1370],{"title":57,"path":58,"stem":59,"children":-1},{"title":65,"path":66,"stem":67,"children":-1},1793323817781]