Use shift planning to prepare a roster and publish it to employees. Anyone with planning access to the unit can work on its drafts. Employees see their own shifts only after publication.
Choose a unit and date range
Open Team → Shift planning. Choose a planning unit and the date range you want to work on. You can display two, three, four or six weeks at a time.
The grid has dates in columns and employees in rows. Before assigning shifts, check absences, shift preferences and staffing needs.
Add and edit shifts
- Select a shift type and click the date you want to fill. Drag across cells to fill several dates.
- Use Day off to mark a day off. Erase removes an entry, and Ad hoc shift lets you enter custom times.
- With no entry tool selected, click a shift to edit it. You can also drag a shift to move it. If the destination already has a shift, Kelomo asks you to confirm the swap.
Use the Whole group row to assign a shared shift. A shift or day off on an employee’s own row takes precedence over the group entry for that employee. An empty individual cell does not necessarily mean a day off.
Reuse rosters and generate suggestions
The Fill menu lets you copy the previous week, repeat a period or use a saved week template. You can save a recurring week as a template for later use. Copying does not replace published shifts.
The same menu provides rotations and automatic filling when enabled. Automatic scheduling produces a suggestion for you to review before applying it. It explains its assignments and why any staffing needs remain unfilled. You still need to publish the resulting shifts separately.
Review and publish
Select Publish period. Review the shifts to be published, recipients, empty days and warnings in the preview. Correct errors and resolve conflicts before publishing.
Planning rule violations appear as notices by default. Your organisation can also choose which violations block publication. Missing statutory qualifications have a separate publication block. If publication is blocked, correct the issue shown and review the roster again.
Kelomo’s checks support planning; they do not guarantee that a roster meets every obligation that applies to your workplace. See Planning rules and automation weights for the settings.
Published shifts become visible to employees. Their effect on working time targets depends on each employee’s working time model. Publication does not confirm actual working time.
You can also schedule publication for later. Check its status: a failed scheduled publication leaves the shifts unpublished.
Change a published roster
Changes to a published shift require a reason. Kelomo records the change in the history, sends the employee a notification and requires a new acknowledgement where applicable.
If you published the wrong period, open Undo publish from the additional actions menu. Check the date range and enter a reason. Shifts return to draft and employees receive a change notification. Shifts released as open shifts to cover an absence remain published; check the result summary.
You can review individual changes under Tracking → History. Use Undo where it is available for the change.
Arrange cover for an absence
Approved leave can leave a published shift without an available employee. Absence gaps lists these shifts. Find a replacement or release the shift as an open shift for employees to sign up for. Releasing a shift does not mean that cover has been found.
If the absence is later cancelled and a replacement has already been assigned, check the roster and remove the unnecessary duplicate shift. Leave decisions are handled separately: see Handle leave requests.
Print the roster
Use the planner’s print action to create a roster you can share. The printout includes published shifts only, not drafts.