Planning shifts

Unit admin

The Periods view: what next?

Where to find it:RosterPeriods

Open Roster. First you see the Periods tab. Each row tells you what the period needs next.

Periods

1PeriodsPlanningActuals & hoursWishes & requestsTemplates

Period	Weeks	2Status	3Wishes	4Planning	5Findings
wk 35–37	353637	Closed	4 / 4	19 / 19	0
wk 38–40	383940	Published	4 / 4	19 / 19	2
wk 41–43	414243	Blocking findings	3 / 4	15 / 19	16
wk 44–46	444546	Wishes open	2 / 4	0 / 19	–

The sketch shows where things are on the screen. Knuut looks a little different, but the names are the same.Scroll the sketch sideways to see all of it.

1Tabs: Periods, Planning, Actuals & hours, Wishes & requests and Templates.
2Status: for example Wishes open, Blocking findings, Published or Closed.
3Wishes: how many have filed and when the deadline is.
4Planning: how many Workers are planned and how many hours of the target.
5Findings: blocking (red) and warnings.

The planning view

Where to find it:RosterPlanning

Click a period or choose the Planning tab.

Period wk 41–43DraftPrint PDF6Publish the period

PeriodsPlanningActuals & hoursWishes & requestsTemplates1This week‹Wk 41Wk 42Wk 43›

2MonTueWedThuFriWeek

✓WishesAll groups ▾TemplatesCopyFull screen

3Staffing need and planned staff

Worker06 · 08 · 10 · 12 · 14 · 16 · 18Weekly hours

4Ahonen Liisa30:00 / 30:40

Anttila Minna37:30 / 38:20

Hakala Antero0:00 / 38:20

Heinonen Hannele38:00 / 38:20

Week at a glance

5Findings

Employees missing between 16:00 and 16:20: 1.

Järvinen Veikko: the daily rest is 10 h.

5 employees over need between 06:30 and 14:30.

The sketch shows where things are on the screen. Knuut looks a little different, but the names are the same.Scroll the sketch sideways to see all of it.

1Weeks: the period is planned one week at a time. Switch weeks here.
2Days and tools: choose a day or the whole week. Here are also Wishes, the group filter, Templates, Copy and Full screen.
3Staffing need and planned staff: the bars are the planned adults, compared with the number the children’s care times need. A child temporarily placed in another unit counts toward the host unit’s need on the placed days, not the home unit’s. Red is understaffed, green good and blue overstaffed. How the ratio is calculated
4Shift rows: one row per Worker. On the right the weekly hours: planned / target.
5Findings: the results of Knuut’s checks, day by day. A red dot is a blocking error, orange a warning.
6Publish the period: once the shifts are ready.

Adding and editing a shift

Click an empty spot on a Worker’s row to add a shift, or click an existing shift to edit it. You can also drag a shift longer or move it with the mouse.
Check the start and end time, the Shift kind and the group.
Press Save.

Shift kind	When to use it
Work shift	Ordinary work in a group.
Planning time (SAK)	Planning time away from the group. Usually does not count toward the ratio.
Absence	Holiday, sick leave, training or another absence, with its reason.
Agreement day off, day off	Days off under the collective agreement and ordinary days off.

The Counts toward the ratio box tells whether the Worker counts toward the child-to-staff ratio during that time.

Copy and templates save time

Copy copies a day’s or a week’s shifts elsewhere. Templates saves a week that works as a roster template and applies it to a new week later.

All of the unit’s roster templates are on the Templates tab.

Findings

Knuut checks the shifts all the time. Findings tell you, for example:

when adults are missing or over the need,
whether a shift is outside the opening hours or over eight hours,
whether the daily rest is too short,
whether a part-timer’s period goes over their contract hours (extra work) or over full time (overtime).

Show on the chart shows the spot on the staffing chart. Open a substitute shift turns the missing time into a substitute shift that substitutes can apply for.

Extra work or overtime? Example: part time 30 h a week, 3-week period

Extra work: between the contract and full time. A warning, needs the Worker's consent.Overtime: over full time. A blocking error.

If a part-timer is planned 100 h in the period, 10 h of it is extra work. If they are planned 120 h, 25 h is extra work and 5 h overtime. A full-timer has no extra work: everything over full time is overtime.

Full screen

Full screen hides the menus so the shifts fit the screen better. The button in the top right corner takes you back.

Publishing the period

Go through the findings and fix the blocking errors if you can.
Press Publish the period in the top right corner. The window shows each week’s errors and notes.
If errors remain, write why you are publishing anyway.
Press Publish. Workers see their shifts in the app straight away.