A user-friendly shift planning system that can free your rota from Excel
Plan your shifts with peace of mind. Manage your staffing needs and easily keep track of employees’ requests, hours, and absences. Smartplan helps put the puzzle together.
Fill in your staffing yourself and maintain full control over the planning...
If you prefer to manage how employees are assigned to shifts yourself, we recommend creating your rota this way.
...Or set up your staffing need and let Smartplan Assistant fill out the rota for you...
If you want to save time on staffing shifts in your rota, you can let Smartplan Assistant handle the work for you.
...Or add available shifts and let your employees take them themselves.
Set up available shifts and let your employees claim them on a first-come, first-served basis.
Shift planning has become much easier because you can use the template to copy rotas from month to month, so you don't have to sit and create everything manually.
Anna Grantland
/
Founder & Co-Owner
Locked
It’s this easy to create your rota in Smartplan
1. Choose a period and use a template
In Smartplan, all rotas are organized into periods. This means you first need to choose the dates your rota will cover. Most of our customers typically create rotas for one or two months at a time, but the choice is entirely up to you. If you have the same staffing needs across multiple rotas, you can create the rota using a template. You only need to add shifts to the template once, and then you can use the template for as many rotas as you like.
2. Plan based on the employees' skills
For each shift in the rota, you need to assign a position. The position indicates the task at hand and the skills required for the employee to take the shift. This ensures that the employee is capable of performing the work that needs to be done.
3. Copy shifts if your needs repeat
If you need the same staffing at multiple times in your rota, you can quickly fill it using the copy function. In the planning tool, you can copy time spans, days, weeks, and employees. This way, filling out your rota doesn’t have to take much time.
4. Maintain an overview of hours while planning
In the planning tool, you can continuously keep track of how many hours you’ve added to your rota, as well as how many hours each individual employee has. In the list, simply choose whether you want to view all employees or a specific person. Then, you can click on each week to see how the hours are distributed.
You get all these features in the planning tool
In the planning tool, we’ve gathered all the features you might need when creating your rotas online. You decide whether to use all of them or just select features.
Choose period
All rotas in Smartplan are created in periods. You choose how long your rota period should be.
Reuse templates
If your staffing needs are recurring, you can use a template. This way, you can simply reuse the template the next time you create a rota.
Create new employee
You can create employees directly in the planning tool, allowing you to get started with scheduling quickly.
Quick copying
In Smartplan, you can copy time slots, days, weeks, and employees. This allows you to fill out your rota with just a few clicks.
Complete hour overview
In the planning tool, you can monitor employees' hours in the current rota. This way, you can always see if the hours are distributed evenly.
Filter
If you want a quick overview of all shifts with a specific position, you can use the filter to highlight them in the rota.
Set up rules
By setting rules for your employees’ working hours, you can ensure they are followed while you're planning.
Keep track of rule breaks
If your rules are broken, the Assistant will notify you. You can then decide whether to adjust the shift or not.
Receive requests
You can open the rota for requests from the employees to ensure they are available during the times you assign them shifts.
Suggest staffing
With a single click, you can have the Assistant suggest staffing for your rota, saving you a lot of manual work.
Change location
If you create a rota under the wrong location on your account, you can quickly and easily change it directly in the planning tool.
Publish the rota
Once you’ve finished the rota, you can publish it to your employees. You can always take it back into the planning tool if needed.
I sat down and made a rota yesterday for the end of the year, it took 25 minutes. It's easy to get an overview of who I have available. It just works. It just runs smoothly.
Rasmus Kroer
/
Operations Manager
Hantwerk
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