Configuration

Company Data

Input the company data in module "Our companies". You can register unlimited number of companies.

Module "Our Companies"

Departments

Input the departments in module "Departments". You can register unlimited number of departments.

Module "Departments"

Positions

Input the positions in module "Positions". You can register unlimited number of positions.

Module "Positions"

Employees

In the "Staff" module, you can import data using the "Data Import" option located in the left-hand side menu.

Module 'Staff'

Upon selecting this option, a pop-up window will appear.

Module 'Staff'

Initially, you'll be prompted to download a template, which is provided as an Excel file. Once downloaded, ensure to complete all mandatory fields, including names, email addresses, corporate numbers, departments, positions, and managers.

It's important to note that in the template file, managers should be listed at the top, and departments should be included beforehand.

Additionally, there's a backup feature available for updating records. You can download a backup file in Excel format from the left-hand side menu.

Module 'Staff'

For manual entry of employee data, navigate to the "Employees" module and click the "Create" button located in the top-right corner of the screen.

Module 'Staff' > Create

It's essential to note that before creating employees, you must first create departments, with the initial employees designated as managers.

Module 'Staff' > Create

Planning Lock Strategies for Modifications

Overview

The system allows organizations to control when modifications to shift planning, overtime requests, vacations, and home office requests can be made. This is done using a setting called planning_lock_strategy, which determines when the schedule becomes locked.

There are three possible strategies for locking the schedule:

1. lock_planning_first_working_day – Locking happens on the first working day of the following month.
2. lock_planning_first_of_month – Locking happens on the 1st of the following month.
3. lock_planning_final_working_days_restriction – Locking happens in stages during the last few working days of the month.

Each option ensures that schedule changes follow company policies while maintaining flexibility where needed.

1. Lock Planning on the First Working Day of the Month (lock_planning_first_working_day)

How it Works:

• The last day to make changes is the first working day of the following month.
• After this day, all modifications are blocked.
• If an employee or manager needs an exception, they must contact HR.

Example:

• If an employee requests a vacation for March 15, changes to this request are allowed until the first working day of April.
• If April 1 is a weekend, the deadline extends to April 2 (Monday).

Who Can Still Make Changes?

• Certain privileged roles (as defined in system settings) can bypass the lock.
• HR has the option to temporarily unlock the schedule if needed.

2. Lock Planning on the 1st of the Month (lock_planning_first_of_month)

How it Works:

• The last day to make changes is the last day of the current month.
• The schedule becomes fully locked on the 1st of the new month.
• After that, changes require manual intervention by HR.

Example:

• If an employee submits an overtime request for March 20, they can still edit or cancel it until March 31.
• As soon as April 1 arrives, no more changes are allowed.

Why Use This?

• This is the simplest locking method.
• It prevents last-minute adjustments that could disrupt planning.

3. Lock Planning in the Final Working Days of the Month (lock_planning_final_working_days_restriction)

How it Works:

This method gradually locks the schedule as the month comes to an end. The process is as follows:

1. On the fourth-to-last working day of the month, changes are restricted.
2. Between the third and last working day, a temporary unlock period allows last-minute adjustments.
3. After the last working day, the schedule is permanently locked.

Example:

• If the last working day of the month is March 29 (Friday):
  • Changes start being restricted on March 26 (Tuesday).
  • A brief unlock period is allowed between March 27 and March 29.
  • After March 29, the schedule is permanently locked.

Why Use This?

• This method provides structured flexibility, allowing final adjustments before a complete lock.
• HR can still manually unlock the schedule if needed.

What Happens If Someone Tries to Modify a Locked Schedule?

• The system will display a message explaining why the schedule is locked.
• If necessary, HR or an administrator can manually override the lock.

Choosing the Right Strategy

Strategy	Last Day for Changes	Can HR Unlock?	Best For
lock_planning_first_working_day	First working day of next month	Yes	Ensuring all changes are finalized at the beginning of the month
lock_planning_first_of_month	Last day of the current month	Yes	A simple approach with a clear cut-off date
lock_planning_final_working_days_restriction	Fourth-to-last working day, with final unlock period	Yes	Allowing last-minute flexibility while maintaining structure

Final Notes

• The default setting can be adjusted in system settings.
• HR or administrators have the ability to unlock schedules manually when needed.
• These rules apply to shifts, overtime, vacations, and home office requests.

This structured locking system helps maintain clear deadlines, ensures fairness, and prevents last-minute disruptions to planning.