Frequently Asked Questions And Answers About Scheduling
1. What is my schedule for the whole week?
- You can check the schedule by going to Sanoplan account in the first page. You can edit it by logging into the account.
- To see your personal 4 weeks plan, click reports => 4 weeks user plan.
2. How many days off do I have?
- Days off can be determined based on the whole week’s staffing and you can see it at the bottom in the absence section
- Alternatively you open the vacation plan and check the dates you are looking for .
3. How to plan my vacation that would not affect the staffing?
- Planning vacation is crucial, but with Sanoplan everything is smooth and easy. Simply click the airplane icon to open the vacation planner
- A single left-click on a specific date will display all the options that you want to apply for. Click the desired one.
- You can see other employees’ schedules above and below your row.
- For example, if you want to apply for a longer vacation, left-click on a specific date to select red-marked “Vacation Applied” day. For an an even longer vacation, click on the red field and drag to select as many days as you want to apply for.
4. How many shifts do I have before my first day off?
- You can see your shifts for the whole week in the primary page of Sanoplan.
- Or you can log in and then click top right on reports => 4 weeks user plan
5. Who is with me during the shifts?
- By checking the names of the employees on the right side of the screen, you can drag names to the date that they are on the shift. Final names per day is in the primary screen of the schedule.
6. How do I check my overtime?
- Checking of overtime, you need to click the clock icon, wherein Sanoplan can roll over and count your overtime.
7. How to punch my breaks?
- Breaks can be punched by going to clock icon, just hit the BEGIN button to start the time of your break and END if you are done with the break.
8. Is there an app that I can access my schedule?
- yes, if you supervisor approves you can use an app to record your time and to see your next shifts.
9. How can I see my used and unused vacation leave and sick leave?
- currently only the supervisor can see it
10. Can I make my own schedule?
- Yes you can as long as your company allows you to do and they will give you the unique passcode to manage your own schedule.
11. How can I use RFID for time tracking?
- here is an article how to install rfid equipment and what to consider
12. Here are more detailed answers to some frequently asked questions.
a) How to process personal data
- After accessing your database via the bookmark you received in the email, log in at the top left with the password ‘admin’.
- After logging in, click on the gear wheel button (top right) to access settings.
- The page that opens will display employees on the right side.
- To edit a username, double-click on the name, make your changes, and hit ‘enter’.
- To edit workdays per week, work hours per week, or the start or end of a contract, double-click, make your changes, and hit ‘enter’.
- To add a user, enter the name in the empty field at the bottom, edit the number of days, and click the green [+] button on the right.
- To delete a name, click the red [-] button next to the employee’s data.
Note: You only need to edit workdays per week, work hours per week, or the start or end of a contract if you plan to use the time recording function. You only need to modify user passwords if employees will view their schedules on their mobiles or enter their daily start and end times themselves. Otherwise, leave it as it is.
Important: Do NOT delete the owner ‘test1’ before setting another name as the owner and assigning a corresponding password. Otherwise, you will not be able to log in without our help.
b) How to edit or add shift names
- After accessing your database via the bookmark you received in the email, log in at the top left with the password ‘admin’.
- After logging in, click on the gear wheel button (top right) to access settings.
- The page that opens will display shifts on the left side.
- Double-click to enter “Nurse OT1” and “7:00” or whatever you need as the shift and start time. Enter a 1 in the Number column (or a 2 if you want to assign a second person to the same shift – an example is set for you on Monday, 7.3.2022, in the ward 7:00 shift).
- You can change the shift position by clicking on the shift (which will turn green) and dragging and dropping it to the desired position.
- In case you want to assign 2 or 3 persons to the same shift (such as for telephone duty), there is a splitview checkmark in the left blue area on settings page where you can decide to arrange the names above or beside each other.
PS: Adding a new shift is similar to the previous steps: Simply enter the new shift data into the top row. When you are done, hit the green [+] icon on the right side.
Please note:
- If you have not done anything for the last 10 minutes, you will be automatically logged out to prevent unauthorized changes.
- You cannot change shifts on past days, so make sure you have switched to the correct week (top left).
c) How to assign an employee to a shift
To assign an employee to a shift, drag their name from the right employee column to the desired shift. You can as well overwrite a filled name by dragging and dropping a name from the right employees shift
If someone gets sick, drag their name from the shift down to one of the “absent” rows of that date.
The goal is to have no grey cells (all shifts are planned). If you intentionally do not want to fill a shift, move the -x- employee to that shift.
Click the blue head in the date row, and it will fill shifts automatically.
d) 4 tips for making life easier, frequently asked questions
1. you need to login top left with password ‘admin’ before you can do anything. In case it does not work or you cannnot switch weeks hit the refresh button
2. you can ONLY move names up and down (not horizontally to the next day). This is to make sure that sick leave is only on the planned day for that person.
3. you can set a color for each person by double clicking on the name in the right employee column
4. the fastest way of planning is to login, then do the following
- move sick employees or users who have a day off down to the absent rows of the day
- hit the head/brain button, the program will then fill out the shifts
- In case you want to change the suggestion, just drag the desired employee from the right column to the shift
- Alternatively you can hold the mouse above the desired shift and a small window will show names on black or green background.
- Preferably select a green name (=skilled and availble employees for this shift)
- you can select also a name on black background. This employee is also skilled for that shift however already planned for in another shift. But you may need to select this employee anyway in certain situations
- shifts with a red dot are double shifts for that employee, drag another competent employee from the right employee column or with the above feature to the corresponding shift in case both shifts cannot be done by the same person.
- Holding the mouse above the top weekday button shows all employees which are available and not scheduled for that day.