Get to know the shift plan and shift calendar

Before you get started, it is useful to know the difference between shift plan and shift calendar:

Shift calendar

The shift calendar is displayed for all employees. It shows who is at work and who is absent. Here, you change the guards in case of absence, for example, and substitute staff. Absences recorded by employees or managers will automatically enter the roster calendar. The watch calendar becomes available after publishing a schedule.

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Shift plan:

A shift schedule can be created for the entire enterprise or for each department. In the plan, you define how many guards should be available per day, and then you place employees into the various shifts. A roster can be put on repeat, so that it rolls after a given number of weeks. Once a roster schedule is published, employees will see this in the roster calendar.  

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Permissions

In order to create or change guards, employees must have the necessary permissions. These permissions can be granted regardless of user role in the system.

There are three levels:

• Administration — Full access to the creation, modification and assignment of permissions.
• Shift scheduling — Can create and exit schedules and make changes to the calendar.
• Staffing — Can make short-term changes such as inserting a substitute or changing the time.

Administrators automatically have all permissions.

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Read more about granting permissions here:

support.mentorpluss.no/help-staff/permissions

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‍Create schedule plan

A schedule plan defines how many employees are needed at various times during a period of time, and who will staff the various shifts.

The schedule can be created for the entire business or for individual departments, and you can set it to repeat automatically — for example, every 2 or 3 weeks. A shift plan is a tool to ensure good staffing, provide employees with an overview of working hours and make it easier to manage absenteeism and temporary work.

Once a roster is published, employees will see this in the roster calendar.

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Read more about creating a roster here:

support.mentorpluss.no/help-staff/roster

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💡 Tip: Save as draft before publishing

When working on a new schedule plan, we recommend that you saving it as draft if you're not quite done. Then you can come back and resume work later.

When a roster is first published, it gets locked for editing. That means you:

• still can change start and end date,
• but not can edit the content, such as guards, time, or which employees are assigned.

If you need to make changes to a published roster, you have two choices:

1. Copy the plan, and make changes to the copy.
2. Create a new roster from scratch.

For adjustments along the way, such as inserting substitutes in case of absence, you can use watch calendar. There you can make the necessary adjustments without changing the roster itself.

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Use the shift calendar for ongoing updates

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The shift calendar is displayed for all employees. It shows who is at work and who is absent. Here, you change the guards in case of absence, for example, and substitute staff. Absences recorded by employees or managers will automatically enter the roster calendar.  

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Changes in shift calendar

The shift calendar is a flexible tool used for ongoing adjustments in everyday life.

Here you can:

• Inserting temporary workers in case of absence
• Change time on single shift
• Moving employees between shifts (e.g. changing night shift with day guard)
• Delete single guards
• Registering temp workers as external person if they are not in the system
• Manage absences that are automatically synced in

Important: Changes to the shift calendar do not affect the shift plan, and does not affect salary unless the absence or plus time is also recorded in Mentor Personal.

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Read more about using the shift calendar here:

support.mentorpluss.no/help-staff/watch calendar

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Note: Important about salary and absence

• Changes to the shift calendar does not affect salary automatically
• Absence and plus time must register in Mentor Personal to join the salary calculation

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