Effective communication of the work schedule to employees is crucial for smooth workflow and employee satisfaction, especially when it comes to shift work which can be a burden on employees' family lives and requires a lot of coordination and scheduling. Employers can alleviate some of the negative effects of shift work by providing employees with a work schedule for an extended period and promptly notifying them of any changes to the schedule.

The shiftplan.io application contains tools for managers and employees that allow for the new schedule to always be available within the specified time frame, and employees will be notified of the schedule through various communication channels.

Alerts for Unpublished Schedule

When creating and changing the schedule, it is unpublished until it is published and becomes visible to employees. The shiftplan.io application alerts department managers if the schedule has not been published within the predetermined time frame. For example, if the application specifies that the schedule must be published at least three weeks in advance, and the manager has not yet created and published the schedule for the appropriate period, they will receive a notification in the application and via email. The same applies to changes to the schedule; if the manager has made changes to an existing schedule but has not published them, they will also receive a notification via email.

The alert for an unpublished schedule is also taken into account when displaying the summary of published schedules in the schedule overview and on the dashboard. If the alert for an unpublished schedule is active, the button for publishing a new schedule will turn yellow, and the button for publishing changes will turn red. If the button is green, the entire schedule for the specified period has been created and is visible to employees.

The alert period can be set for each department separately. This way, depending on the nature of the work, you can determine the period for which creating a schedule in advance makes sense.

You will be alerted if the new schedule is not published within the expected time frame, as well as if certain schedule changes have not been published.

Notifications to employees about the new schedule

When the schedule is published, an email with the new schedule is automatically sent to the employees. When changes to the schedule occur, the days to which the changes apply are clearly marked in the message. The notification is also displayed to employees the next time they check in at the registration terminal or in the Employee Portal. This way, department managers can always be sure that their employees are informed of the latest work schedule, and they do not need to inform and check each employee individually.

The work schedule is always within reach of employees, which is extremely helpful for organizing family obligations. The work schedule is easily accessible on their smartphones in the Employee Portal, as well as in their email inbox (which is useful when they do not have internet access). Since employees always receive a notification when there is a change in the work schedule, there is no need to repeatedly check the schedule for any changes - if there is a change, they will receive a new notification, otherwise the existing schedule remains valid.

Employees receive a notification immediately via email when the schedule is published, and are informed of changes at the next check-in at the registration terminal.

Archive of published schedules

Every published schedule is automatically archived, and the archive is accessible to users with appropriate permissions. The archive displays a snapshot of the schedule at the time of publication, where changes and updates are appropriately highlighted. If there are any discrepancies in the performance of work tasks, supervisors can easily verify whether the employee was notified of the schedule change within the appropriate time period, reducing the possibility of conflicts in the team.