Fristrupminde’s shift planning becomes easier with Smartplan templates

Shift planning can take time away from other parts of running the business, but Smartplan’s template simplifies the process and saves time. With the copy function, Mike avoids repeating himself in parts of the rota with similar time slots or staffing needs, while maintaining a clear overview of hour distribution and unstaffed shifts. Mike Timmermann shares:

When Mike has multiple time spans in the rota that need to be the same, he simply clicks on the time span and drags it to the day of the week that should have the same schedule. For example, if the time span 11:30–15:30 needs to be added to Tuesday, Thursday, and Friday, Mike only needs to enter this time span once. He can then drag and drop it onto the other two days, and the time span will be added to all three days.

The template also helps Mike when the rota repeats itself, whether it’s every week, every other week, or every third week. Once a rota is created using a template, it can be reused as a template and easily copied across multiple weeks.

With its 235 dairy cows, two owners, three full-time employees, and two helpers, Fristrupminde has many elements that need to be coordinated to ensure the farm runs smoothly. Before Fristrupminde started using Smartplan, Mike used paper schedules, which were handed out to the employees. However, these slips were often lost, leading to misunderstandings and a lack of overview. Today, the employees can view their rota on their phones, keeping it right at their fingertips, which makes perfect sense for Mike and Fristrupminde:

One of the things that Mike enjoys most about Smartplan is that it is available on the phone, so everyone at Fristrupminde has their rota right at their fingertips. The employees can quickly and easily get an overview of their upcoming shifts and swap shifts with each other directly on the phone. With Smartplan, the employees at Fristrupminde can also get an overview of their hours and register changes using Smartplan's hour overview. So when the working day is over, the employees can register whether the working hours are appropriate, whether they have worked overtime or have fewer hours than planned. Mike can then easily export the overview from Smartplan and send it to the payroll office so that the employees' salary calculation is correct.