Shift planning is a grid: the columns are days and the rows are people. You paint the shifts for a period and publish them, at which point they become visible to employees. Before publishing, the roster is a draft that nobody else can see.
Kelomo calculates and shows rule violations, but the supervisor makes the decision.
Choose the unit and the period
Open Team → Shift planning. Choose the planning unit and the period: two, three, four or six weeks.
Paint the shifts
- Pick a tool from the palette and click or drag cells. Drag across cells to paint several days at once. While you paint, the grid tells you: Painting… release to save.
- The tools are the shift types plus Day off, Clear and Ad hoc shift. With no tool selected, a click opens editing directly in the cell.
- Move a shift by dragging: Drag to another cell to move. If you drop a shift on top of another shift, Kelomo asks Swap the shifts?
The top row is Whole group, and the person rows sit beneath it: The top row plans the whole group; a person row overrides the group shift (– = day off). The recurring backbone is planned on the group row and the exceptions on the person rows.
For recurring work there are helpers: Copy previous week, Repeat period…, Fill the row for the visible period and New shift template. Copying does not overwrite what has been published. The Shift setup, Wishes & availability and Tracking boxes open the background information for planning.
Publish the period
Publish period opens a preview showing Shifts to publish, Recipients, Empty days and Conflicts. The deadline information comes with it: Announced in time (by {date}, Working Hours Act §30). or Late: the period should have been published by {date} (Working Hours Act §30).
Publishing does two things: the shift becomes visible to the employee and it becomes an input to the day’s expected value.
By default, nothing blocks publishing. Staffing and coverage, empty days, conflicts, exceeding the deadline in section 30 of the Working Hours Act, and fairness are always advisory only. The shift roster must be announced no later than a week before the period starts (the Working Hours Act, section 30) — Kelomo flags the delay, but does not block publishing.
If you want a harder gate, go to Settings → Shift scheduling → Planning rules and turn on Block publishing on rule violations (your choice). The separate settings Treat daily rest as a blocking rule and Block publishing on competence shortfall (your choice) only define what counts as a hard violation: publishing is blocked only if “block publishing” is on as well. All of these are off by default.
Print the roster for the wall
Print → Shift roster produces a roster you can share. Only published shifts make it into the printout; a draft is not printed.
If something goes wrong
A published shift needs to be changed. Publishing does not lock the shift. Edit the shift as normal, but the change requires a reason: You are changing a published shift. Give a reason — employees are notified of the change. The change stays published, writes an immutable revision, resets the employee’s acknowledgement and sends a notification.
I published by accident. Publishing cannot be undone. An individual change can be undone with Undo under Tracking → History.
The roster has empty days or conflicts. The preview shows the counts, but does not force you to fix them. Go back to the grid and fill them in, or publish and fix later with a reason.
An employee’s leave is missing from the grid. Shift planning does not decide absences. See Handle leave requests.