How to fill in a calendar shift schedule

In the Calendar Shift Schedule module, you link a specific schedule to the correct employee. Additionally, you set a start date. It is important that the chosen start date is on or before the date of the first time registration. If you choose a start date in the future, it will not be possible to book hours for 'today' or in the past.

Creating a calendar shift schedule

Open the module and click New 

• Employee: Select the employee's name from the list.
• From: Choose the start date of the shift schedule. No hours can be booked before this date.
• Shift schedule: Choose an existing shift schedule from the list. If the desired shift schedule is not listed, you can read here how to create a new shift schedule.
• Start on: Choose the day of the week that corresponds to the chosen start date. For example, if the start date is July 1, 2025, and that day falls on a Tuesday, select 'Tuesday' here.

Click Save 

If an employee is linked to one schedule, this schedule is active by default, depending on the chosen start date. A schedule is automatically marked as historical when a new schedule starts for the same employee. This new schedule will then be marked 'Active', considering the start date.

Creating a deviating daily schedule

If it is known before the first time registration of a particular day that the employee will deviate from the regular calendar shift schedule, you can register this on the 'Deviating daily schedules' tab.

This is useful, for example, when two colleagues agree to swap their shifts once. This change is known in advance and can therefore be registered in a deviating daily schedule. If deviations occur during the day, for example when an employee has to leave earlier, you can only manually change the daily schedule via the time registration before the hours are provisionally processed.

When filling in a deviating daily schedule, you need the fields below. If you do not see them in the list, you can add them using the Field Selector. You can read more about the Field Selector here.  

Check the following fields and fill in data where necessary:

• Employee: The employee is preselected on the left of your screen. This field is therefore prefilled and not editable.
• Service date: Determine which day the deviation applies to.
• Daily schedule: Enter the new daily schedule that applies for this deviation.
• Description: Optionally enter additional explanation here.