In the staffing calendar, we have three work calendar views that give you an overview of which employees have project shifts during a period. What makes the work calendar extra useful is that it is easy to get an overview of the logged and unlogged hours. Further on in this article, we go through the three work calendar views and explain a little about the options available.
Work calendar - Employee per month
If you select the view Work calendar - Employee per month, you get a list of all employees with shifts in the selected month. In the example below, we have chosen September 2024 as the period.
As we can see from the image above, all employees are listed on the left and all shifts are shown as dots.
To the right, under Total, is the sum of hours an employee has on shift in a selected month.
The small clock next to the name shows that the employee can register hours themselves.
The shifts can have four different color codes:
- Green dot – Work is logged on shift.
- Red dot – A shift without logged work.
- Blue dot – A future shift without logged work.
- Yellow dot – The employee has registered that they did not work this shift.
If you press one of the dots, you are taken to the Register work screen so that you can register work on shifts for the employee.
If you mark one or more employees, you get additional options. Here you get the opportunity to download the shifts in Excel or PDF format with different overviews and to send e-mails to the employees.
Work calendar - Week
This overview shows all shifts for employees in a selected week, sorted by day.
In the overview itself, all the shifts of the week and employees who work on these days are listed.
In addition, which project the shift is associated with, the time period, break, the number of hours, the name of the working day, a dot plus the status of the hours and buttons with additional functions are shown.
When you select one or more employees, you get more options.
- By pressing the first button, you can download an Excel list of all the shifts with extended information about the shifts.
- The second button allows you to download a PDF document with some limited information about the shifts.
- The third button allows you to manually mark the shifts as logged.
- The fourth button allows you to delete the shifts.
On the far right of the shift, there are some buttons that allow you to navigate to various modules connected to the shift:
- Note (bubble)
- Log work (clock)
- View/edit job (gear)
- Edit working day (pen). Here you can enter and edit hours, the name of the working day and the note that is displayed.
Work calendar - Employee per week
This overview shows all shifts for employees in a selected week, sorted by employee.
On the left, you have a list of all employees who have shifts in the selected period (week). In the weekly overview itself, you can see whether the employees have a shift that day and the time of the shift. As in the other two overviews, the colors in this overview show whether there is logged work on shift or not. On the far right you can see the total number of hours of shifts for an employee in a given period. The sum on the bottom line is the total number of hours per day for all employees.
Filtering and searching in the work calendar
The Status filter allows you to display all employees and filter on those who have logged work on shifts during the period or possibly those who have not logged work on shifts. This means that you can easily send, e.g., an e-mail to those candidates that they must remember to keep their hours.