How to organize a workforce using Raspisanka employee schedule maker

Dec 25, 2017

Raspisanka service aims to make employee scheduling as seamless as possible for any number of workers and shifts. We achieve this thanks to the “Project settings master” that is available for employers.

First, a user must set up a company profile and send invitations to their employees. If some of them are already registered on Raspisanka service and have a confirmed phone number, an invitation will be sent to their email address. 

When employers get to invite users, they can simply copy-paste their phone numbers in provided fields. Our system will automatically determine their country code. In some cases the country code can be selected manually out of a list. A phone number must be provided in all cases, with email addresses being optional.

Those without registration will get their invitations via phone numbers. Note that there are different priority levels displayed next to each user on the “Users” page. It determines the order in which users will be assigned shifts on the schedule. A user with a high priority level will always get his timetables first.

Once all workers have been added, an employer can start working on his first project.

Initial settings of the employee schedule maker

First users have to name the project and assign workers to it. To better differentiate between various projects on the company  schedule, the service allows assigning a specific color to the project from a list. The “In what Time Zone will users work on your project?” and “Public Holidays” fields play a part in schedule creation.

The first option allows to have the users work according to the project’s time zone. For example, a US company has remote workers in Malaysia, India, Japan, and Russia. If these employees are to work together, they can be assigned a project time zone, for example (GMT -8:00 America/Los Angeles).

The second field allows setting a number of countries the public holidays of which are going to be set as project holidays during the final stages of timetable creation. Now it's time to make our first schedule.

Schedule employees using the Project Settings Master

The first option allows to create a work schedule template with or without days off. If the former option is chosen, users will be able to select workdays and days off set  working hours for each weekday. There is also an “All day” option available if employees have to work 24 hours, usually in two 12 hour shifts, on certain days.

  • With or without days off

Next, they have the option of avoiding user day off settings, by clicking “Yes” in the “Do employee days off coincide with project days off?” menu. For example, if there are people who set up Saturday and Sunday as their days off, they will have to work on those days and rest on others, for example on Tuesdays and Fridays.

Next, the number of shifts the project has (from 2 to 12) or lack thereof is selected. In the latter scenario, users are taken to schedule generation, the last part of working with the Master. The former option allows to set up various shifts, determine their duration, break time and color on the schedule panel.

  • Worker settings

The Master next asks to state the number of available workers, days or hours that should be met in a 30-day period. Employers and admins have the option to adjust the data for each individual shift. For example, if there are two shifts, 4 workers can be assigned to the first one and 6 workers to the second. Same can be done with other settings

The exact options can be picked, should the user chose to have a project with no days off, but will have their employees work in shifts. All settings can be changed until the “Generate templates and add a schedule” button is pushed.

  • Final adjustments and schedule creation

Once it is, users will be able to name the schedule, set its period (preset to a month based on the date of creation). If the project has shifts, there will be templates available. In case there aren’t any, the schedule will be based on the primary settings.

Additional features of our work schedule maker

Should you create a project with shifts, they will be available as shift templates under the “View templates” button. These templates are separate from a created schedule and can be edited in terms of shift and lunch time duration, the number of required employees and work hours/days for a 30-day period. A template’s name and color can also be changed. Additionally, users can set overloaded weekdays for each shift template.

Note that if project settings are changed, some of these templates will become incompatible with the project. For example, if a project is changed from a shift-based to workday-based. In this case, the only option is to delete them. Users are free to use existing shift templates or create new ones to generate additional project schedules.

Existing timetables can be edited whenever necessary. Users can alter their duration (expand or shorten),  delete or add users to the schedule. Shifts previously owned by deleted users are automatically sent to the dashboard where they can be appointed, taken by other employees or deleted. When a schedule expires, it can be deleted from the list along with user shifts.

Try Raspisanka free employee scheduling software and you will see how much time and work it will save you and your employees.

Tags: Staff management

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