Workforce planning
Plan utilisation, working hours, leave and the working day in the team and keep an eye on them.
The page is in the sidebar under Workforce planning. It shows who can work when (target), who is scheduled for which project (plan), what was measured (actual) and whether this matches the quota of the projects (demand). Planning still takes place in the calendar; the page does not create blocks of its own.
Who sees what
| Role | View |
|---|---|
| Admins | All people, all leave requests, contracts and settings |
| Project leads | The people of their projects, whose leave requests they decide. With the permission ‘Staff scheduler’ also the planner |
| Everyone else | Only their own plan (‘You see your own plan’) |
Sick notices are only visible to the person themselves and admins; those who plan see ‘Free’. Contract data and the time account are visible to the person themselves and an admin.
The tabs
Team
A timeline for each person. With Day, Week and Month you change the display; with the arrows and Today you change the period. On the left are utilisation (planned time in relation to target time: up to 60 % free, up to 100 % good, up to 105 % full, above that overbooked) and a menu per person for Working time, Contract and Absence. A click on a day enlarges it. Above the timeline are the Setup, the Leave requests and Notes.
Notes flag conflicts, such as overbooking, a block during an absence (error), on a public holiday, on a day off, outside working hours or very long days. Resolve in calendar jumps to the calendar.
Projects
For each project, an expandable card with participants, quota, plan against demand and suggestions of who still has free time (most first). Suggestions create nothing; the project lead plans the block in the calendar. The demand is formed by the quota of the current campaign (otherwise the monthly quota), spread evenly across the working days. You set the quota in the calendar under Project quotas.
My time
- Working day: Start working day, Break, End break and End. From this and your target time, your time account arises. With the pencil icon you correct a working day (yourself up to 14 days back, admins at any time). The working day does not end automatically: a forgotten day shows a note and can be corrected.
- Time account: opening balance plus worked time minus target since the start date. It only counts if your working day is stamped.
- Leave: entitlement, approved, requested, remaining for the year. Only working days without public holidays count.
- My absences: your entries, deletable with the bin or (for requests) withdrawable.
The Help button at the top shows blue markers with explanations, including who may set what.
Planner (admins and staff schedulers)
Admins see and change the planner. A project lead does not need to be an admin for this: in the area Staff scheduler of Roles and permissions there are the levels View and Plan. Whoever has the permission sees and plans the people and projects from their own projects; free rows without a person are open to everyone with the permission; rows and bars of other teams remain invisible. Linking to foreign people or projects is not possible. With ‘View’ there are no editing buttons. Adopting the staffing of a project additionally requires the permission ‘Edit project’ in this project; the calendar checks telephony blocks as usual. The permission does not open personnel files, remuneration data or administration, and a bar does not grant access to the CRM.
The fourth tab is a draft plan for several weeks: on the left the people as rows, on the right the time axis with freely labelled bars. It serves planning, not billing. People do not need an account, bars do not need a CRM project.
- Create: Person creates a row. A click on an empty day in the row creates a bar: label, colour, from, to, optionally a project.
- Move: drag bars, extend or shorten them at the left or right edge, place them in another row. The handle at the left of the row sorts rows; the bars stay with their person. Esc cancels the drag.
- Keyboard: focus a bar, then Arrow left/right moves by one day, Shift additionally changes the end, Alt+Shift the start, Arrow up/down changes the row, Enter opens the dialog. At the handle of a row, Arrow up/down sorts.
- Period: default six weeks. With Period from, the arrows, Today and the week selection (4 to 52) you choose the look-back and look-ahead freely.
- Overlaps: if bars of one person overlap, they lie one below the other and carry a yellow marker; the row shows the number and a note appears at the top. Nothing is blocked.
- Linking (later, deliberately): in the menu of the row, Rename or remove, you choose Employee and Link; in the bar dialog, Project. Both require a confirmation. A person appears in at most one row; no duplicate bars arise.
- Absences: for rows linked to an employee, the planner shows leave, sick, day off (requested leave dashed) and public holidays as hatching. If a bar lies in an absence, it receives a red border and a note appears at the top. Nothing is blocked.
- Take over into operations (separate, confirmed step): in the bar dialog Take over …, possible if the bar has a project and the row is linked to an employee. You choose Add to the project as sales (the person then sees the leads and data of the project) and/or Create call blocks (start, end, weekdays). Beforehand it states what will happen: no blocks arise in the past or on days without work (weekend, public holiday, leave, sick, day off); blocks run through the normal calendar with all checks, for example overlaps. Afterwards, the bar carries the note Taken over and cannot be taken over again. The bar itself remains a draft: later changes do not change the project and calendar, and neither performance nor actual time arises.
A draft grants no project access, creates no contract, invites no one and generates no actual time or key figure. Linking only changes the assignment in the plan; access and blocks only arise through the confirmed takeover. The drafts feed neither utilisation nor the demand of the other tabs. The tools planning_board_* are available via the AI interface.
Setup
The card Setup (for admins and project leads) names step by step what is still missing, with a button to the matching place:
- Store working hours: without their own working hours, planning assumes Monday to Friday, 9 to 17 (30 minutes break).
- Add contracts: weekly hours, leave days, federal state.
- Choose the federal state for public holidays: without a federal state, only nationwide public holidays count.
- Set the quota per project: without a quota there is no demand to compare with.
- Staff projects.
- Plan telephony blocks.
- Use the working day.
Working time
In a person’s menu, Working time (admins for everyone, each person for themselves): switch Own working hours with working days, start, end and Lunch break. Below it, Leave and single days with Add entry (type, from, to; for ‘Different working hours’ start and end).
Contract (admins)
Contract and leave account: Weekly hours (empty: length of the working day), Leave days per year, Federal state for public holidays, Stamp working day (by employment type, yes, no), switch Keep time account with Time account from and Opening balance in hours.
Settings (admins)
The gear Workforce planning settings: federal state of the organisation, Warning for days over (hours) and for which employment types the working day is stamped (employees, mini-jobbers, working students, interns, freelancers).
Absence and leave
The button Absence at the top (or Enter absence in ‘My time’) opens the dialog. Choose the type: Leave, Sick, Day off or Different working hours, plus from and to.
- Leave that you enter for yourself is a request (button Request). It goes to the project lead or to admins and counts as unavailable until the decision. Admins enter directly.
- To decide: in the block Leave requests with Approve or Reject. Approving your own request is not possible. The person sees the decision immediately.
- Appointments that already lie within the leave period remain in place.
Limits
- The page does not check statutory working-time and rest-period rules, only the adjustable warning threshold for long days.
- For admins, a dot shows who is ‘on duty’.
- Public holidays apply per federal state, without municipality-dependent days.