Planning schedules and shifts

In Schedules you plan each team member’s month, week by week, and see at a glance who is missing a schedule.

Orquiva doesn’t tell anyone you’ve changed a schedule. That part is on you.

Before you start

You need two things: the permission and the team. With the schedules permission (the default Manager role has it) you edit the schedules of the people who have you as their direct manager, and only theirs. The administrator edits everyone’s. Without the permission, the screen doesn’t open, even if people report to you.

The screen is the monthly planner, and it is an add-on. Schedules needs the Advanced schedules add-on, which is included in Enterprise and bought separately on the other plans. Without it, the menu entry doesn’t appear.

The base schedule lives on the employee record. The working week that repeats every week is saved on each employee’s record, Schedule tab, Base schedule section. What you plan here is a weekly exception on top of that base: the week you change is marked Override active.

Without the add-on, the administrator changes schedules. Without Advanced schedules, the employee record is the only place to change a schedule, and among the default roles only the administrator can do it there. With the Manager role, you can open the records of the people on your team, but only with Overview and History: the Schedule tab doesn’t show up for you. The HR role does see it, but it doesn’t load and HR can’t save, because saving a schedule takes the schedules permission and being that person’s direct manager, or being the administrator. Ask the administrator for the change.

Seeing your team

When you open it, you see your team listed with Department, Planned hours, Working days for the month and Status. You can filter by department and change the month. It is the quick way to spot who is missing a schedule. Select View detail to open someone’s schedule and Back to the list to return.

Planning someone’s month

Copying to other people

When several people work the same schedule, plan one and, in the Weekly view, select Copy this week to other people. The button only shows in that view, so you can see which week you’re copying. You choose who, and that week becomes the usual schedule of the people you picked, the one on their employee record. Weeks they have planned separately don’t change. If the week couldn’t be loaded, Orquiva doesn’t copy it and asks you to reload it.

To load many schedules at once, the list has Import schedules from CSV: one row per person and day, which can load both the base schedule and specific planner days. Before applying, you see how many rows go through and which are rejected, with the reason.

Undoing what you planned

What happens next

The schedule applies as soon as you save. There is no separate publish step and no prior review, and the person sees it as soon as they check their schedule and shifts.

Orquiva sends no schedule-changed notification, neither in the inbox nor by email. If the change matters, tell the person yourself through your usual channel. Nothing checks whether the day you save is reasonable, either: go over the hours before saving.

Changing a week that’s already past

You can save the schedule of a past week: nothing stops you. The clock-ins for those days aren’t touched; the recorded ins and outs stay as they were. What changes is the theoretical hours, because Orquiva doesn’t store them: it works them out every time from the schedule in force for that day. Changing a past week’s schedule changes, for those days, the theoretical hours and the overtime shown in time tracking, and everything generated from them afterwards, such as the Working-time register in PDF or CSV. Anything you already downloaded doesn’t change.

The same goes for the schedule on the employee record. Orquiva doesn’t keep previous schedules, so the new base schedule also applies to past weeks that have no planning of their own. If someone changed working pattern and you want to keep the earlier theoretical hours, first plan those past weeks in Schedules with the old schedule, then change the record. Without the add-on, there is no way to keep them.

If something goes wrong

I don’t see Schedules. Your company doesn’t have the Advanced schedules add-on, or you don’t hold the schedules permission. Without the add-on, ask the administrator for schedule changes.

I changed a past week’s schedule and the overtime changed. Theoretical hours are worked out from the schedule in force, including for days already worked. If you didn’t mean to change them, put that week back as it was and save.

I can’t edit someone’s schedule. You only edit schedules for people who have you as their direct manager. If they should be on your team, ask HR to check their record.

I applied to the month and the employee sees nothing. You didn’t select Save. Apply again and save.

I copied to other people and one of their weeks didn’t change. Copying changes their usual schedule, but leaves alone the weeks they already had planned separately. If that week should change too, edit it by hand and save.

I want to go back to the record schedule for just one week. Restore record schedule doesn’t work by week: it deletes everything planned from today onwards. For a single week, edit it by hand and save.