> For the complete documentation index, see [llms.txt](https://docs.paledo.de/7doD8BRz3n5IiVGP4B0G/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.paledo.de/7doD8BRz3n5IiVGP4B0G/english/modules/aufgaben/schichtubersicht.md). # Shift overview The shift overview in Paledo is a central tool for planning and managing employee assignments, absences, and additional information (info entries). It provides a visual representation in the form of a timeline and enables both individual editing and efficient bulk operations. The goal is clear and powerful scheduling. This documentation describes how end users operate the shift overview. Configuration (e.g., creating teams, shifts, or templates) is not the subject of this guide and is covered separately.

shift overview

*** ## 1. Accessing the shift overview In the Paledo web access, you can reach the shift overview via the following navigation path: * `Tasks` → `shift overview` *** ## 2. Structure and layout of the view The shift overview presents data in a combined timeline and hierarchy view. ### Timeline (horizontal) * **Top row:** Shows the months (e.g., May, June). * **Middle row:** Shows the calendar weeks (e.g., CW 18, CW 19). * **Bottom row/columns:** Represents the individual days. The display is compact; each day is shown as a box per employee. * **Public holidays/special days:** Are highlighted by color (e.g., pink column). When hovered over with the mouse, the name of the holiday is shown in a tooltip. ### Employee structure (vertical) The view is structured hierarchically: 1. **Shift plan:** The top level (e.g., "Workshop"). Shift plans can be expanded and collapsed to keep the overview clear when there are multiple plans. 2. **Teams:** Within a shift plan, the teams are listed (e.g., Team 1, Team 2). 3. **Employees:** Within each team, the individual employees are listed. ### Visual highlighting * **Selected employee:** When you click an employee in the list, their row is highlighted by color and the font is shown in bold to make orientation in the timeline easier. *** ## 3. Entry types and rules In the shift overview, three main categories of entries can be managed per day and employee: ### Shifts * Describe the planned working time (e.g., early shift, late shift, night shift). * Are displayed using abbreviations and colors (see legend for examples). ### Absences * Document periods when an employee is not working (e.g., vacation, sick leave, business trip, training). * Are also displayed using abbreviations and colors. ### Info entries * Represent additional information that can exist alongside a shift or absence (e.g., on-call duty, meeting, overtime). * Are additive, i.e., multiple info entries per day are possible. * Are often displayed as small markers or separate symbols/colors in the box (e.g., brown bar for on-call duty). ### Rules for entries * Per day and employee, **only one shift OR one absence** can be entered. These are mutually exclusive. * In addition to a shift or absence, **one or more info entries** can be present on the same day. *** ## 4. The legend The legend is a central element for displaying and controlling the shift overview. ### Access and display * The legend is located in the **burger menu** on the left side of the screen. * It can be expanded and collapsed via the burger menu. * Within the menu, the legend area itself can also be expanded and collapsed separately. ### Content of the legend The legend clearly displays all configured entry types, grouped into the three categories: * **Shift types:** Shows the abbreviation, full name, and color of each shift (e.g., FS: early shift, green; SS: late shift, yellow; NS: night shift, orange). * **Absence reasons:** Shows the abbreviation, name, and color of each absence (e.g., VA: approved vacation, light red; DR: business trip, light blue; (␣) for sickness, black). * **Info entries:** Shows the abbreviation, name, and color of each info entry (e.g., RB: on-call duty, brown; ME: meeting, mint green; EW: overtime, turquoise). ### Legend functions (bulk editing) The legend is not only for information, but is the main tool for bulk edits: * **Selection/editing (✏️ pencil icon):** By clicking the pencil or the entry itself, it is selected for bulk assignment. The mouse pointer changes to a crosshair in the planning area. * **Targeted deletion (❌ X icon):** Activates delete mode *only* for the selected category. * **Comment:** Allows mass creation or editing of comments. * **Clear entries:** Allows removing *all* entries in a marked area. *** ## 5. Working with entries (individual editing) You can edit entries for individual days and employees directly in the overview. ### Create or change an entry (right-click) 1. Click with the **right mouse button** on the box for the desired day and employee. 2. A context menu opens with the available options, grouped by: * Shifts * Absence reasons * Info entries * Create comment 3. Select the desired entry (e.g., "Late shift" under Shifts or "Vacation" under Absence reasons). 4. The entry in the box is updated immediately (abbreviation and color change). An existing entry is replaced by the new one (except for additive info entries). ### Show details (left-click / flyout menu) 1. Click with the **left mouse button** on a box with an entry. 2. A **Flyout menu** appears and shows detailed information: * Employee name * Date * Team affiliation * Type of entry (shift or absence) with details * If applicable, the originally planned shift (see next point) * Any comment that may be present ### Original shift in case of absence * If you enter an absence (e.g., vacation), the system remembers the shift that was originally planned for that day. * This information is shown in the flyout menu for the absence ("Original shift"). * This makes it easier to restore the original plan if the absence is removed. *** ## 6. Working with comments In addition to shifts, absences, and info entries, you can add comments to individual days. ### Create comment * **Via right-click:** Right-click the desired box and select the option to create a comment from the context menu. A small dialog opens for text entry. * **Via legend:** Comments can also be created in bulk via the legend function (see the bulk editing section). ### Recognize and display a comment * An existing comment is indicated by a **red triangle** in the upper-right corner of the box. * The content of the comment is shown in the **Flyout menu** that opens when you left-click the box. ### Edit or delete comment * **Via flyout menu:** Open the flyout menu (left-click). There you will find options (e.g., pencil icon) to edit or delete the comment directly. * **Via legend:** Comments can also be deleted in bulk via the legend function. *** ## 7. Bulk editing functions The legend enables efficient editing of entries for multiple days or employees at the same time. ### Assign entries (via legend) 1. In the legend, click the **pencil (✏️)** next to the desired entry (e.g., "Approved vacation") or directly on the entry. The entry is highlighted in the legend. 2. The mouse pointer changes in the planning area to a **crosshair**. 3. Click and drag the mouse over the desired area (several days for one or more employees). You can also select individual days by clicking. 4. Release the mouse button. The selected entry is applied to all marked boxes. 5. End bulk edit mode by clicking the **red X** in the legend (next to the active entry) or by selecting another entry. ### Delete entries (via legend) 1. In the legend, click the **red X (❌)** next to the entry you want to delete (e.g., "Approved vacation"). The entry is marked with a red outline in the legend. 2. The mouse pointer changes to a crosshair (or similar symbol for delete mode). 3. Mark the area (days/employees) in which the entries are to be deleted by clicking and dragging or by individual clicks. 4. Only entries of the selected category are deleted. Other entries in the marked area remain untouched. (Example: mark a week, only the vacation days are removed, existing early shifts remain.) 5. End delete mode via the red X in the legend. ### Manage comments in bulk * Analogous to assigning and deleting shifts/absences, comments for multiple days can be created or deleted at the same time using the corresponding functions in the legend ("Comment"). ### Clear entries * The legend offers a function "Clear entries". * If this function is activated and an area is marked, **all** types of entries (shifts, absences, info entries, comments) in the marked area are removed. Be careful when using this function. ### Undo last change * At the top of the main shift overview there is a **"Undo"** button (often an arrow icon). * This function reverses the **last action performed** (individual or bulk edit). * Only the *last* change can be undone. *** ## 8. Shift assignment via assistant (pattern planning) For advance planning of shifts over longer periods or for entire teams, there is an assistant that automates the assignment of shift patterns. ### Purpose and access * The assistant is used to efficiently apply recurring shift sequences (patterns) to selected employees and time periods. * You can access the assistant via a button in the top bar of the shift overview (e.g., "Shift assignment"). ### Define planning parameters In the upper area of the assistant, you define the framework conditions: * **Shift plan:** Select the shift plan for which the assignment should apply (e.g., "Workshop"). * **Shift template:** Choose a predefined shift pattern (e.g., a three-shift model like `FFSSNN--` or a pure day shift `TTTTT--`). These templates are defined in the configuration. * **First day/template:** Specify on which day of the pattern the assignment should begin. This allows teams to be planned offset from one another (e.g., Team A starts with day 1, Team B with day 3 of the pattern). * **Start and end date:** Define the period for which the pattern should be applied. The number of days is calculated automatically. ### Select employees In the lower area of the assistant, select the employees: * **Team selection (left):** Select one or more teams. The associated employees appear in the right area. * **Employee selection (right):** By default, all employees of the selected teams are selected. Here you can deselect individual employees or add them manually. A filter/search function makes it easier to find specific people. ### Execute assignment * Click the button **"Assign"** (usually at the bottom right of the assistant). * The selected shift pattern is applied to all selected employees within the specified period, taking the chosen options into account. * The changes are immediately visible in the shift overview. ### Important options The assistant offers additional options to control the assignment: * **Clear:** Removes all existing entries in the selected period before assignment. * **Overwrite shifts & absences:** If activated, existing shift or absence entries are overwritten by the new pattern. If deactivated, existing entries (e.g., already approved vacation) are retained. * **Overwrite info entries:** Controls whether existing info entries should be deleted. * **Plan public holidays:** Determines whether the shift pattern should also be applied on public holidays. ### Undo change * Even after an assignment via the assistant, the **"Undo"**-function is available to undo the entire assignment action (only the immediately last action). *** ## 9. Navigation in the timeline Several controls make navigation along the timeline easier: ### Navigation buttons These are usually located above the timeline: * **`Today`:** Jumps to the view starting with the current date. * **`Next month`:** Switches the view to the following month. * **`Previous month`:** Switches the view to the previous month. * **`This month`:** Sets the view to start with the 1st day of the current month. ### Dropdown options * The buttons `Next month` and `Previous month` often offer a small arrow icon for a dropdown menu. * This menu allows you to jump directly to one of the next or previous months (e.g., the next/last 6 months) without having to click multiple times. ### Scrolling * You can use the horizontal scrollbar at the bottom of the timeline to move freely forward and backward in time. *** ## 10. Adjusting view options Via the burger menu on the left, you can control not only the legend but also additional view options. ### Accessing options * Open the burger menu on the left. Below or next to the legend you will find the view options. ### Select/filter shift plans * **Control display:** You can choose which shift plans should be shown in the overview (provided you have permission to do so). * **Select all:** A checkbox to quickly display all available plans. * **Filter field:** An input field allows filtering by the name of a specific shift plan (e.g., "Workshop") so that only that one is shown. ### Additional displays (groups, totals) * **Show groups:** A checkbox to show or hide the display of the team structure (Team 1, Team 2, etc.) below the shift plans. * **Show totals:** If enabled and configured, aggregated values are shown below the shift overview (e.g., the number of employees on the early shift per day/week, vacation days per week, etc.). This is useful for capacity planning. ### Permission concept * The visibility of shift plans and employee data is subject to the Paledo permission system. * Users only see the data for which they are authorized. This can be restricted to certain shift plans or teams. *** ## 11. Print function Paledo offers the option to print the shift schedule as a PDF document. ### Available printouts * A button in the top bar (e.g., "Print duty roster") provides access to the print functions. * Typical options include printing a **monthly duty roster** or a **year overview**. ### Display in the printout * The generated PDF shows the schedule in a calendar view. * Public holidays and other special days are highlighted by color in the printout to improve readability. *** ## 12. Summary The shift overview in Paledo is a powerful tool for planning personnel resources. It visualizes shifts, absences, and additional information on a timeline and offers flexible editing options—from individual entries to bulk operations via the legend and the shift assignment assistant. The intuitive operation and customizable views support planning managers in efficiently and transparently organizing staff deployment. *** ## --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.paledo.de/7doD8BRz3n5IiVGP4B0G/english/modules/aufgaben/schichtubersicht.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.