Scheduling – Create and Edit Shifts

The schedule is the heart of the staff module. Staff on the rows, days in the columns, and you add shifts by clicking the cells.

Opening the schedule

Go to Personal ▸ Schema. The tab has two parts: Schema (the planning grid) and Hantera grundpass (your reusable shift templates).

Opening Personal in the admin panel requires one of the module's management permissions. Once inside, Schema is shown with Se schema or Redigera schema. Adding, editing or removing shifts requires Redigera schema. Employees find their own shifts in the staff portal.

Creating a shift

1. Click an empty cell where the person and the day meet
2. A panel opens from the right, headed Schemalägg
3. Fill in what you need:
   • Personal – searchable list. At the top is Öppet pass, for shifts with nobody assigned yet
   • Grundpass – pick a template and the time, break, station and any fixed pay are filled in automatically. Choose Eget pass to enter everything yourself
   • Starttid and Sluttid
   • Rast in minutes
   • Station – Kitchen, Bar, Floor, Dishwashing or POS
   • Fast lön för passet (kr) – optional. Replaces hourly or monthly pay for this shift only. Unsocial-hours pay is added on top
   • Anteckningar – optional, visible to whoever works the shift
4. Click Spara pass

You do not pick the date in the panel — it comes from the cell you clicked. To place the shift on another day, close and click the right cell, or drag the shift there afterwards.

A shift that starts in the evening and ends after midnight is entered exactly like that: start 22:00, end 02:00. The system understands it belongs to the evening before.

Base shifts fill in for you

Base shifts are preset shifts you have set up in advance — for example Kitchen ALC 16:00–23:00 or Lunch floor 10:30–15:00. The list in the shift panel is filtered to the selected person's role; click visa alla to see the rest. A base shift also gives the shift its colour in the grid, so you recognise an evening shift at a glance.

If the base shift has a station, the system checks it against the person's skills and tells you if it does not match — a note, not a block.

Moving, editing and removing a shift

Move: drag the shift to another cell. It changes both person and day depending on where you drop it.

Edit: click the shift and the same panel opens, now headed Redigera pass.

Remove: the button at the bottom left of the panel. What it says depends on the shift's status — and the difference matters:

• A draft nobody has seen yet is genuinely deleted. The button reads Ta bort pass
• A published shift cannot be deleted. The button reads Avboka pass, and the shift stays on as cancelled so the person is told. A shift that simply vanishes is worse than one shown as cancelled

Both take two clicks: the first turns the button into Confirm, the second carries it out.

Open shifts – when you do not know who will work

Choosing Öppet pass in the staff picker creates a shift with no person. You can target it at a Krävd roll, so only chefs see the kitchen shift. When the schedule is published, open shifts appear in the staff portal where staff can request them.

Selecting several shifts at once

The Markera button in the toolbar puts the schedule into selection mode. Click the shifts you want, and you get two actions: Kopiera +1 vecka and Radera. Handy when someone has been off sick all week, or when a weekend pattern should be repeated. Selection mode works in the week view grouped by staff.

Registering absence straight from the schedule

The shift panel has a second tab: Registrera frånvaro. There you enter holiday, sick leave, childcare leave or other absence for the person without leaving the schedule. Give a from and to date plus an optional comment. The absence then shows as a grey marking in the grid, and putting a shift on top of it gives you a red warning.

The tab only appears for those who may edit the schedule.

Navigating

The arrows move you one period forward or back, and Idag brings you back. Click the period label in the middle to switch between 1 week, 2 weeks, a month or a custom range. On mobile you see one day at a time.