Set up roles

A role is the kind of work a shift needs, such as Waiter, Chef or Forklift Driver. This page is for planners. You need to be a Planning Administrator. Do it once, then adjust when your team changes.

Roles matter in three places: a shift can only be taken or auto-assigned to someone who holds its role, the role's colour decides the colour of shift bars on the schedule, and the role's Hourly Cost gives the planned cost of every shift.

Create a role#

1. Open Planning → Configuration → Roles and press New.
2. In Name, type the role. Names must be different within one company; saving a second Waiter gives "A planning role with this name already exists in this company."
3. In Code, type a short code if you want one, for example CHEF. It is shown where the full name does not fit.
4. Choose a Color. Planning picks a random colour for a new role; change it if two roles on the same schedule look alike.
5. In Hourly Cost, type the planned cost of one hour of this role in the company currency. The cost cannot be negative: you would see "The hourly cost of role Waiter cannot be negative."
6. If you work with several companies, Company decides who can use the role. Leave it empty to share the role across companies.
7. Press the save icon.

[planning-role-form]

Say who holds the role#

You can do it from the role or from the person. Both change the same list.

From the role

1. Open the role and open the Employees and Materials tab.
2. Press Add a line and choose a person or a material. Repeat for each one.

From the person

1. Open Planning → Configuration → Employees (needs the Employees right Officer: Manage all employees) and open the employee.
2. On the Work Information tab, in the Planning group, add the role to Planning Roles.
3. If this is the person's usual role, choose it in Default Planning Role. New shifts for the person start with this role, and Auto Plan prefers them for open shifts of this role. The default role is always added to Planning Roles for you.

For a material, open Planning → Configuration → Materials and use the Planning Roles and Default Planning Role fields of the material. See Add materials.

Add extra fields to every shift of a role#

The Shift Properties tab lets you define extra fields that appear on every shift with this role, for example a required certification or the site where the person reports. Add a property in the definition area, name it and choose its type. People fill the values on the shift form.

Find the shifts of a role#

The Shifts button on the role form opens the schedule for that role. With the Sales bridge installed, a Services button and tab list the plannable services that use the role. See Plan sold services.

Archive a role#

Open the role, choose Archive from the action menu (the gear). An archived role disappears from choices but keeps its history. The list has an Archived filter to find it again.

Next#

• Create a shift template
• Create a shift