Roster planning in Knuut

This guide shows how to start using roster planning and how one roster period runs from start to finish: from wishes to the roster, and from worked hours to the payroll export. You can go one step at a time and tick off what is done.

What does roster planning do?

• You plan the roster one period at a time, for example three weeks at once.
• Knuut compares the shifts with the children’s declared care times and tells you when there are too few or too many adults.
• Knuut checks collective agreement rules, such as rest times, shift length, and extra and overtime work.
• Workers see their own shifts in the Knuut phone app and can send wishes.
• At the end of the period the worked hours are checked, the period is closed, and the hours go to payroll as a CSV file.

Who does what?

Role	Tasks
Organisation admin	Manages the whole organization and all its units. Sets the defaults units use when they have none of their own: the tolerance and the wage types. Can make one payroll export for every unit at once, and do everything a Unit admin does.
Unit admin	The manager who runs their own units. Workers and contracts, following wishes, planning and publishing shifts, changes, hours tracking, checking worked hours, closing the period and reopening it when needed, wage types, the payroll export and adjustments.
Worker	Uses the Knuut app: sees their own shifts and hours, sends wishes, asks for a change to a shift, answers proposed changes and reports when a day’s hours are wrong.

Where to find it:Settings›Users

A user’s role is chosen on the Users page. Only an Organisation admin sees the page.

How one period runs

1. WishesWorkers send their wishes in the app by the deadline.
2. PlanningThe manager lays out shifts and fixes the findings.
3. PublishingThe roster is confirmed and Workers can see it.
4. Actuals & hoursStamps are compared with shifts and exceptions are checked.
5. Close periodThe hours are locked as the period's result.
6. Payroll exportThe hours go to payroll as a CSV file.

Periods overlap: while one period runs, the next one is being planned and wishes are open for the one after it.

Good to know

Each set of instructions starts with a Where to find it line. It tells you what to choose from the menu and the page, with the same names and icons as in Knuut. Words in a grey frame are buttons or menus.

Where to find it:Roster›Planning

The sketches are simplified, and their names and numbers are made up. You can switch the guide’s language and colors in the top right corner.