Configuration
Every Planning setting, scheduled action and email template, with defaults, limits and effects, and what to prepare before the first shift.
This page is for administrators. It lists every option that changes how Planning behaves. All options below belong to the company: in a database with several companies, set them in each company. They apply to SmartERP Planning 17.0.3 and its bridges.
Before the first shift#
- Install the SmartERP Planning application from Apps. It needs the module
web_timeline(from the OCA community), plus Employees, Mail, Portal, Resource and Digest. The bridge modules install themselves when the application they connect to is also installed. - Set working calendars. Each employee's Working Hours decide their available time. The company's Working Hours decide the time of open shifts. Check them first; see Concepts.
- Set the time zone of users, employees and the company calendar.
- Create roles, then give them to people: Set up roles.
- Give access: Roles and permissions.
- Set the options below.
Where the settings are#
Open Planning β Configuration β Settings, or Settings and choose Planning on the left. You need the Settings administrator right. The Planning block appears to Planning Administrators. Press Save after any change.
Schedule#
| Setting | Field | Default | Effect | Limit |
|---|---|---|---|---|
| Recurring shifts (months) | Recurring Shift Horizon | 6 | How far ahead repeating shifts are created. The daily job tops up open-ended series to this horizon. | At least 1: "The recurring shift horizon must be at least one month." |
| Default break (minutes) | Default Break (minutes) | 0 (off) | A break added to new shifts longer than the threshold. Editable on each shift. Zero turns it off. | Not negative: "The default break cannot be negative." |
| Default break (hours) | Break After (hours) | 6 | Shifts longer than this get the default break. | |
| Workload colours (Busy from) | Busy From (%) | 80 | Below this a person is shown with spare capacity. | Not negative; a negative value gives the same message as the next row. |
| Workload colours (overloaded above) | Overloaded Above (%) | 100 | Above this a person is overloaded. | Not below Busy From: "The overload threshold must be at or above the busy threshold." |
| Approve changes to published shifts | Approve Changes to Published Shifts | Off | A change by someone who is not a Planning Administrator waits for the shift manager. See Approve changes. | |
| Fallback approver | Fallback Approver | empty | Receives the approval request when a shift has no shift manager. Shown when approval is on. |
Employee self-service#
| Setting | Field | Default | Effect | Limit |
|---|---|---|---|---|
| Allow unassignment | Allow Unassignment | Off | Employees can give up a published shift, which becomes open. When on, switch requests are not offered. | |
| Allow unassignment (days) | Unassignment Deadline (days) | 1 | Employees can give up a shift only this many days or more before it starts. Shown when unassignment is on. | Not negative: "The unassignment deadline cannot be negative." |
| Schedule links (weeks) | Schedule Links Valid (weeks) | 8 | Emailed schedule links stop working this many weeks after the end of the period they were sent for. | At least 1: "Schedule links must stay valid for at least a week." |
Notifications#
| Setting | Field | Default | Effect | Limit |
|---|---|---|---|---|
| Shift reminders | Shift Reminders | Off | Email each employee before a published shift starts. Send shift reminders. | |
| Shift reminders (hours before) | Remind Before (hours) | 12 | How long before the start. | Not negative: "The reminder time cannot be negative." |
| Also by SMS (uses paid SMS credits) | Reminders by SMS | Off | Also text the reminder (SMS bridge). | |
| Broadcast open shifts | Broadcast Open Shifts | Off | Email qualified, free people when an open shift is published. Broadcast open shifts. | |
| At most ... people per shift | Recipients per Open Shift | 20 | Most emails for one open shift. | |
| ... emails per person per day | Broadcasts per Person per Day | 5 | Most broadcasts one person receives in a day. |
Attendances (Attendances bridge)#
| Setting | Field | Default | Effect |
|---|---|---|---|
| No-show grace time (minutes) | No-Show Grace (minutes) | 15 | A shift with no check-in is a no-show this long after it ends. Lateness under it is ignored. |
| Alert on missed start | Alert on Missed Start | Off | Tell the shift manager when nobody has checked in after a shift started. |
| ... minutes after the start | Alert After (minutes) | 30 | How long after the start to alert. |
Timesheets (Timesheets bridge)#
| Setting | Field | Default | Effect |
|---|---|---|---|
| Draft timesheets from shifts | Draft Timesheets from Shifts | Off | Propose a draft timesheet when a project shift ends. A project can override: Company Default, Propose, Don't Propose. |
| List for managers when unconfirmed after (days) | Unconfirmed After (days) | 7 | Timesheets to Confirm lists drafts older than this. |
Scheduled actions#
Under Settings β Technical β Automation β Scheduled Actions (developer mode). All are active when the module is installed. Do not deactivate them unless you want the feature to stop.
| Name | Runs | Does |
|---|---|---|
| Planning: generate recurring shifts | Every day | Extends open-ended repeating shifts to the horizon. |
| Planning: send shift reminders | Every 15 minutes | Sends reminders for shifts that start soon. |
| Planning: rebuild utilisation figures | Every day | Recomputes the Utilisation table for 62 days back and 184 days ahead. |
| Planning: compare shifts with attendances | Every 15 minutes (Attendances bridge) | Matches shifts with attendances and sends missed-start alerts. |
| Planning: propose draft timesheets from finished shifts | Every hour (Timesheets bridge) | Creates draft timesheets for finished project shifts. |
Two housekeeping jobs run with Odoo's vacuum: empty repeat series are removed, and open shift broadcast logs older than 30 days are deleted.
Email templates#
Edit them under Settings β Technical β Email β Templates (developer mode). Changes are kept when the module is updated.
| Template | Sent when |
|---|---|
| Planning: shift published | A shift is published to an employee. |
| Planning: schedule sent | Publish and Send emails the schedule link. |
| Planning: shift reminder | A reminder is due. |
| Planning: open shift available | An open shift is broadcast. |
The sender is the company's email, or the sending user's if the company has none.
Master data you maintain#
| Data | Where |
|---|---|
| Roles, hourly costs | Planning β Configuration β Roles |
| Shift templates | Planning β Configuration β Shift Templates |
| Who holds which role; default role | The employee or material form, Planning group |
| Materials | Planning β Configuration β Materials |
| Plannable services | The product form, Plan Services |
| Skills | Employees and Skills types (Skills bridge) |
| Draft timesheet override | The project form |
First-use tour#
A guided tour that creates a role and opens the schedule is offered to planners when onboarding tours are on. Replay it from Settings β Technical β Tours (developer mode).
Next#
Last updated: 2026-10-16