Work Schedule

Module Overview

The Work Schedule module is a comprehensive tool for planning and organizing employee work activities within teams. It enables team leaders to effectively schedule work for individual employees, track their workload, and share work plans with the entire team.

Key Features

• Team-based organization with support for multiple independent schedules
• Four levels of access rights for detailed permission control
• Calendar view with employee rows and date columns
• Color-coded activities for quick orientation
• Multiple entries per day per employee support
• Integration with Vehicle Reservations module
• Bulk email distribution of schedules
• Print and PDF export capabilities
• Automatic employee addition to new schedules

Teams and Configuration

Creating a New Team

1. Go to Settings menu
2. Select Work Schedule from left menu
3. In User Rights / Teams tab, click Create Team
4. Enter team name and confirm with Save

Team Configuration Options

• Use Colors - Enables color-coding for activities
• Predefined Colors - Up to 8 color categories with names and optional auto-text
• Vehicle Reservation Option - Enables vehicle booking from schedule
• Multiple Fields Per Day - Allows multiple entries for one employee per day

User Rights

The module uses a four-level permission system:

Level 0 - No Access

Employee has no access to the team. Team is not visible in their schedule list.

Level 5 - View Own Schedules

Employee sees only their own entries. Cannot see other team members or make changes.

Level 10 - View All Schedules

Employee can view complete schedules of all team members but cannot make changes.

Level 15 - Schedule Planning

Full access - can view, create, edit entries, assign colors, manage employees, create vehicle reservations, and send bulk emails.

Setting Access Rights

1. Go to Settings - Work Schedule and select team tab
2. Find employee in the table
3. Select appropriate access level
4. Changes are saved automatically

Working with Calendar

Opening the Module

Open Work Schedule from main menu. Select team from available panels to load its schedule.

Setting Time Period

1. Enter start date in Planning Date field
2. Enter end date in to field
3. System loads schedule for selected period (max 50 days)

Including Free Days

Check Including Free Days to show weekends and holidays, or uncheck to show only working days.

Calendar Structure

• First column - employee names as profile links
• Following columns - individual days in selected period
• Column headers - day name and date

Adding/Removing Employees

Use Add Employee button to add employees to schedule. Click X icon next to employee name to remove them from schedule.

Entering Text Records

1. Find cell at intersection of employee and date
2. Click into text field
3. Enter activity description
4. Press Enter or click outside to save

Color Categories

Assigning Colors

Use drag and drop method:

1. Find the color category you want to use
2. Hold left mouse button on color category
3. Drag to target cell
4. Release - cell is colored

Removing Colors

Drag the white "Delete" item onto colored field to remove color. Text content remains.

Vehicle Reservation Integration

Prerequisites

• Vehicle Reservations module must be active
• At least one vehicle must be available for reservation
• Team must have vehicle reservation enabled
• User must have Level 15 rights

Creating Reservation

1. Click Reserve Vehicle button at employee/date cell
2. Dialog opens with pre-filled applicant and date
3. Select vehicle and specify time range
4. Confirm with Save

Confirmed Reservations Display

Confirmed reservations show vehicle designation and license plate. Click X icon to cancel reservation.

Print and Export

Printing Process

1. Click Print button in top right
2. Print preview opens in new window
3. Print dialog appears automatically
4. Select printer or Save as PDF option
5. Confirm print

Printed Version Contains

• Table with all employees and days
• Headers with day names and dates
• Color coding of cells
• Text descriptions of activities
• Vehicle reservation information

Bulk Email Distribution

Sending Process

1. Set correct time period
2. Click Send by Email button
3. Select one or more employees from list
4. Confirm with Send

Email Content

• Subject - "Work Schedule" with date range
• Introduction text about prepared schedule
• Table with date range and direct link
• Link pre-fills team and period automatically

FAQ

Why dont I see any team?

You dont have access to any schedule. Contact administrator for access rights assignment.

How do I create a new team?

Only administrators can create teams. Go to Settings - Work Schedule, click Create Team.

Can I have multiple teams?

Yes, you can create unlimited teams. Each functions as independent schedule with own settings.

How do I change the time period?

Edit Planning Date fields at top of schedule. Changes load automatically.

Can I display more than a month ahead?

System supports up to 50 days display. For longer periods, create separate schedule views.