A rota says who works when, week after week. Real weeks do not follow it exactly: somebody needs Thursday off, the night shift is one person short, a colleague asks to work the morning instead. Beelocity lets the person who runs the shifts change one day of one person’s plan without touching the rota, and every count follows the change as it follows the rota: the days a leave spends, the attendance sheet, the rest-day premium and the twelve-hour day. Two colleagues can swap a day, somebody can move their rest day, a colleague can cover a leave, each shift can say how many people it needs, and the month, changes and all, prints for the notice board.
This page is for the shift supervisor or the HR officer. The rotas and crews themselves are on Shifts and rotas.
Change one day
Open the person’s record, choose the Changes of plan tab and press New, or click the day on the roster (From the roster). The form asks:
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Day — the day that changes. A night shift belongs to the day it starts: a night from 22:00 on Tuesday to 06:00 on Wednesday is Tuesday’s.
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Planned before — what the person’s rota gave that day, so you can see what you are changing. This is filled in for you.
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What changes — the choices the day allows. On a day the person was to work:
- Another shift, to work a different shift that day;
- Day off, to rest that day.
On any day, it also offers Swap with a colleague and Move the rest day (Swap a day with a colleague, Move a rest day).
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Shift — for another shift, the shift worked. Pick it from the list.
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Notes — anything worth keeping, such as who asked for the change.
Press Save. The change’s page then shows the day, what was planned before, the Kind of change and the shift. The Changes of plan tab lists every change made to the person’s plan, newest first.
A day off is not leave. It is a day the business gives, so it costs no pay and spends nothing from the person’s leave balance.
Beelocity refuses a change it could not count:
- a day the person is on approved leave. They are away, so there is nobody to plan. If the leave is approved after a change, the leave wins: it is recorded, and the change stays where it was;
- a second change on the same day. Undo the first one, then make the new one;
- a day before the person was hired or after they left;
- a day in a month payroll has closed, because that month’s pay was counted on it;
- a shift that would run into the one before or after it. Somebody who works a night ending at 06:00 cannot start a morning at 05:00 the next day. The message names both days.
A change is never edited, except its notes. To change it, open it, press Delete and confirm Undo this change of plan?: the day goes back to what the rota gives. Then make the new one. Undoing either half of a swap undoes both: the other day goes back too.
Call somebody in
On a day the person was to rest, What changes offers Call-in beside the two swaps, and never another shift or a day off. Choose Call-in, pick the Shift they come in for and press Save.
A call-in leaves the day a rest day. The law gives everybody who works a legal rest day the overtime premium, and rest of the same length on another day (loi 90-11 art. 36). So Beelocity never turns a rest day into an ordinary working day by itself: the call-in says the person was on the shift, and the day is still counted as their rest day. Record the hours they worked as overtime on that day, and the payslip pays them at the rest-day premium: press Record the extra hours on the call-in’s page, and the entry opens with the person, the day and the shift’s hours filled in. Tick Night hours yourself; the form says how many of the shift’s hours fall at night. Once the entry is saved, the call-in says its hours are recorded.
A public holiday is a legal rest day too. Somebody who does not normally work on it, and comes in, is called in.
Swap a day with a colleague
Two colleagues can exchange one day: Karim works Yacine’s morning on Tuesday, and Yacine works Karim’s night. Open the record of either of them, choose the Changes of plan tab and press New. Pick the Day, and in What changes choose Swap with a colleague. The Colleague list offers the people free to swap that day, each with what they were to work: pick the one you want and press Save.
One save changes both days. Each person’s record then shows the shift they now work, the Kind of change Swap, and Swapped with, which opens the other person’s half.
The list leaves out whoever cannot swap that day: somebody on approved leave, somebody whose day already has a change, and somebody planned exactly as the person is, since two nights alike swap nothing. Both days are then held to every rule a change is: Beelocity refuses a swap that would make either person’s shift run into the one before or after it, or put somebody on a night the law forbids them (Night work).
Move a rest day
A person can rest on another day than the one their rota or the week gives: Amel rests on Friday instead of Sunday. Open her record’s Changes of plan tab and press New. Pick the rest day as the Day, or the working day the rest moves to, either way round. Choose Move the rest day in What changes, pick the Other day and press Save.
The two days exchange what they were: the rest day takes the other day’s shift, and the other day becomes the rest. This works for somebody on no rota too. An office worker who rests on Fridays and moves the rest to Sunday works that Friday as an ordinary day, and the attendance sheet asks about the Friday and not the Sunday.
A moved rest day is still the weekly rest, taken on another day as the law allows (loi 90-11, art. 37). So unlike a call-in, the day it lands on is an ordinary working day: hours worked there beyond the day are overtime at the ordinary premium, not the rest-day one.
Beelocity refuses two days planned alike, because moving a rest onto another rest changes nothing. For somebody on a rota, it also refuses a day that would become an ordinary working day: a crew’s day is a shift or a rest.
Cover a leave
Somebody’s leave leaves their shifts empty. Open the approved leave request, from Human Resources › Leave requests or the person’s Leave requests tab, and press Cover the shifts. Pick the Colleague: the list offers the people employed over the whole range and not on leave themselves. From and To open on the leave’s dates. Narrow them to cover part of the leave, and cover the rest with another colleague. Press Cover the shifts.
Beelocity plans the colleague on every shift the leave leaves empty, one day at a time:
- on a day the colleague works, the absent person’s shift replaces their own;
- on a day the colleague rests, it is a call-in, and the day stays their rest day worked (Call somebody in).
The leave’s Covers tab lists every day, with the colleague and the shift. Each day is a change of plan like any other: it shows on the colleague’s Changes of plan tab, and one day can be undone on its own.
Each day is held to the rules of a change. Beelocity refuses a cover that would make the colleague’s shift run into the one before or after it, or put them on a night the law forbids them, and the message names the day. Cover the shifts is greyed out until the leave is approved.
Cancelling the leave removes its covers automatically. Each colleague goes back to their own plan, and nobody has to remember which days were for the leave.
Change the plan from the roster
A week is easiest changed where it is read. Open Human Resources › Roster, find the person and click the day: the change’s form opens with the person and the day filled in. Save it, and you are back on the roster at the same month, the change drawn in its box with its mark. Click a changed day to open its change, read it, or undo it.
The days of approved leave and the days off a person’s crew are not buttons: a day of leave takes no change, and a day off the crew is somebody else’s row. Whoever may read the roster but not change the plan sees the same marks with nothing to click.
How many people a shift needs
A change moves people between shifts, and the question behind most changes is whether a shift still has enough people. Say it once on the shift: open Human Resources › Setup, choose the Shifts tab and the shift, press Edit and type the People needed. Leave it empty for a shift that is never short.
The roster then counts, under everybody, each day the shift runs: everybody planned on it, whether
by their crew, a change, a swap, a cover or a call-in, less those on approved leave that day. The
box reads 2/3 — two there of the three needed — and is marked when the shift is short. The count
takes leave off even for a reader who may not see leave: it names nobody, and a shift counted full
when it is not is the mistake it exists to prevent.
Human Resources’ home lists the shifts short of people today and in the next six days, soonest first. Each row opens the roster at its month, where a click on a day starts the change that puts somebody on it (From the roster).
Print the roster
The roster prints for the notice board. On Human Resources › Roster, pick the month, and a Crew if only its people should print. Choose the Document language and press Print the roster, or Download the roster to keep the file.
The sheet is an A4 page in landscape: a row per person under each crew and under Not on a crew, a column per day, and a week’s total after each Friday. A night’s mark is bold, a day a change made is underlined, a rest is blank, and a public holiday’s column is lightly shaded. A legend under the grid repeats each.
A day of leave prints as Absent, shaded, and never says which leave: the sheet is posted where everybody reads it, and what kind of absence somebody has is their business. So printing the roster takes the right to read leave on screen as well as the roster; without it, the buttons are not there.
A print of one crew names the crew under the title and carries the month’s reference, because it is the same planning.