Planning a performance with shifts
From the event in the calendar through the shifts per craft to the committed duty roster and the notice board printout
Situation
A production has three performances in the Main Hall. Each performance needs stage, lighting, sound and front of house with fixed staffing; the technical team also has a set-up on each performance day. In the end, everyone should know when they are on duty, and the plan should hang on the notice board.
People and permissions
| Who | Does | Needs |
|---|---|---|
| Room scheduling | creates the events | Plan events directly |
| Production management | maintains the project, possibly the events in the schedule | project team with write permission |
| Shift planning per craft | creates shifts, assigns staff, commits | Plan shifts as planner of the craft, Commit duty rosters |
| Staff | read their operational plan, accept or decline | View own roster |
Workflow
Create events. In the calendar or in the project's schedule, create the three performances with the event type Performance and the set-up with Set-up – each in the Main Hall and assigned to the project. A series is a good fit for the run of performances. Creating events · Event list in the project
Check shift-relevant event types. For the events to appear in the project's shifts tab, Performance and Set-up must count as shift-relevant there – globally in the shift settings or in the sidebar of the shifts tab. Shift information in the project
Create shifts. In the shifts tab, create the shifts per craft on each event with times, break and demand per function. With three identical performances, a template group ("Performance Main Hall") covering all crafts pays off – one click instead of twelve dialogs. Creating shifts · Planning many shifts with templates
Assign staff. In the duty roster, open the week, set the craft filter and drag people from the workforce panel onto the shifts. The conflict check reports absences, double bookings and rule violations; the staffing traffic light per craft shows what is left. Assigning staff
Close the remaining gaps. Switch on Only show shifts that are not fully staffed or use the list view; for declines, use Find replacement. Find replacement
Commit. Per calendar week and craft, Commit duty roster – or, with the workflow active, Submit for approval. Staff are notified and, if set up, can accept or decline. Committing & approval
Notice board and subscription. The PDF export Rooms by day for the notice board, Personnel overview for the question "who works when"; staff subscribe to their operational plan on their phone. Exports
Pitfalls
- Event missing in the shifts tab: the event type is not shift-relevant, or the event has no project.
- Person missing in the workforce panel: work profile without May be assigned to shifts or without this craft.
- Change after committing: possible, but it appears in Changes after commitment and must be acknowledged – the people affected are informed. Changing a committed shift
- Set-up on the previous day running past midnight: shifts across midnight occupy both days; rest period rules check this.
Variants
- Without a project: shifts can also be created freely in the room cell of the duty roster, for example for building services. Shifts without a room or event
- With the approval workflow: the craft lead submits, operations management approves; the Week status shows which weeks are still open.
- With working time planning: contracts and work time patterns turn the plan into time accounts and overtime. Contract & working hours
Last updated on