In the Staffing calendar, we have three work calendar views that give you an overview of which employees have project shifts for a period of time. What makes the work calendar extra useful is that it’s easy to register work; for example, if an employee is unable to access/can not register their work electronically, you can make this easier from those views. Further in this article, we will review the three Work calendar views and explain the possibilities you have.
Filtering and searching in the Work calendar
The first thing we will look at is the search filter that applies to the Work calendar views. The Status filter allows you to view all employees and filter on those who have logged work on a Project shift during the period or possibly those who have not logged work on a Project shift. For example, this allows you to quickly send an email to the candidates to remind them about their hours.
Work calendar – Employee pr month
If you select the view Work calendar – Employee pr month, you will get a list of all employees with Project shifts in the selected month. In the example below, we have chosen November 2022 as a period.
As we can see from the picture below, all staff are listed to the left, and all shifts are shown as dots. On the right side, we can see the number of hours an employee has for the selected month. The dots you see in the overview mean that the employee has a shift on this date. These dots can have three different color codes:
- Green dot – Work has been recorded for the shift.
- Red dot – Work has not yet been recorded for a shift with a date earlier than today's date.
- Blue dot – Work has not yet been recorded for a shift in the future.
- Yellow dot – The employee did not work this shift.
Pressing one of the dots takes you to the Log work screen so that you can easily register work on the shift. The goal here should be that all these dots are green after a period of time. There is also a search criterion for the work calendar called Status; for example, you can search for all shifts that are not yet logged.
If you select one or more employees, you will get more options (see picture below). The first button allows you to download an Excel list (this gives you lots of information about all the shifts of the employees), the second button generates a PDF document with information about the different shifts, and the last button allows you to send the shift list to the employees by email.
Work calendar – Week
This view is similar to Work calendar – Employee pr Month, as explained in the section above, but has some other features and shows information differently. The main difference is that the accrual in this view is per week and not per month (see picture).
In the overview itself (item 2 in the picture below), all weekdays are listed with all project shifts and employees working on these days, as well as the project shift it is attached to. This gives a very good overview of the employees at work in the chosen week, the time of the shift, breaks, and the total number of hours. As in the month view, we also have dots that explain whether work is registered or not.
When you select one or more employees (item 1), you will get multiple-choice options (item 2 in the picture above):
- By pressing the first button, you can extract an Excel list of all shifts with expanded information about the shifts. This Excel list is quite similar to what you can take out in the Month view.
- The second button allows you to extract a pdf document with some limited information about the shifts. Similar to the pdf list in the month view.
- The third button lets you manually mark the shifts as registered. This feature is useful if the shift is at a point of time (e.g., 7:00 – 15:00), while the employee will make chords when registering their work (so that they do not register the work on the shift itself). Then it will not be registered as assigned to the project shift, and you can manually register it.
- The fourth and last button allows you to delete the employee shift.
At the far right of the Work calendar – Week (see item 3 in the picture above), you have a few buttons that allow you to navigate to different modules associated with the project shift: Log work screen (clock), view/edit work / employee agreement (gear) and edit workday (pen). If a note is registered on this project shift, this will appear as a text box.
Work calendar – Employee pr week
This overview is accrued per week and displays all shifts to employees on a chosen week.
To the left is a list of all employees who have guards in the chosen period (week). In the week overview, you will see if the employees have shifts 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 the shift or not. To the right, you can see the total number of hours of project shifts for an employee for the given period. The sum that is on the bottom line is the total number of hours per day of all employees.