Within the Planday Schedule, you can create a draft version of your weekly or biweekly Shifts and publish it after everything has fallen in place, as you need it.
With Draft shifts, you can create the schedule you need ( and assign the shifts), then publish it and notify your employees at once about their schedule for the upcoming period, in one go.
Draft shifts (or Drafts) include the functionality of Hide week, from Schedule. This means that Drafts won't be visible to your employees until you, or your scheduling managers, publish them.
Create and use Draft Shifts
Simply tap on the Schedule, on the time slot you want, and fill in the info needed, including:
- start and end time
- shift type (more about shift types: here).
- whether it's assigned or open
When you're done with the Shift details, simply tap the Save Draft button. That will mark the Shift you just created as a Draft, which will appear in the schedule as an orange shift.
The picture below shows a series of Drafts (Wed. to Sat.) and an Open shift (Sun.), for reference.
You can edit Drafts (move them around or assign them, etc), as you would normally do with Open shifts.
And when you've set up all of your Draft shifts, find the Publish drafts button at the top right corner of the Schedule view.
A confirmation message will appear, tallying the number of draft shifts that will be published and giving you the option to notify your employees:
- as a message through Planday: this will trigger a notification on the Planday App for your scheduled employees and/or send an email notification.
- by SMS: a similar notification will be sent via SMS.
You can read more about messaging using Planday in this article.
This means that no matter how many Draft shifts you've added to your Schedule, each scheduled Employee will be notified only once (compared to the notifications that can be triggered for each newly assigned shift, otherwise).
Draft shifts in Templates
You can save your Drafts in a Schedule Template, which can be pretty useful if your schedule tends to be similar from one week to another.
You can read all about Templates, here.
Applying a Template that contains Drafts enables 2 options for you:
- either Apply the Template as it is, which will automatically publish the Drafts contained in the template
- or Apply as Draft, which will keep the Shifts as drafts in your Schedule. This also means that you will have to publish those shifts at a later point.
The same behavior happens through the Copy week feature, from Schedule > Templates > Copy week.
Draft Shifts in the Planday App
Similar to the web version, Drafts will be shown with an orange color.
Through the mobile app, you can also edit and publish Drafts (that were previously created through the web platform). The Save as Draft option will maintain the shifts as Drafts, in your Schedule.
One key difference, to keep in mind, between the Schedule on web and the Schedule on the App, regarding the Drafts, is that you cannot create a new Draft shift through the App. To create Draft shifts you will need to use the desktop version (web).
This includes applying Templates, which means that any Draft shift included in a Template applied through the Planday App, will be published automatically.
Differences and similarities between Draft shifts and. Open/Assigned shifts
Draft shifts are a bit different than Open or Assigned shifts, in the sense that:
- You or your employees cannot punch in/out for a Draft Shift. Punch Clock can be used for those shifts after they have been published.
- Your employees cannot sell or swap Drafts, as those Shifts might not be visible for them before they are published.
However, they are also similar to Open or Assigned Shifts, in some ways:
- In order to edit or create a Draft shift, you would need to have a Schedule manager permission or higher. (More details about permissions can be found here.)
If you need to tweak how your schedule managers can view/edit Drafts, please reach out to our support team, for assistance.
- When assigning Draft shifts, the Contracted availability set per Employee will be visible. (Read more about Contracted availability.)
- You can notify your employees about the new schedule after the Drafts are published, with only one message
- Draft shifts can be included in Payroll reports. Simply select one of the options including drafts from Payroll > Payroll export > Payroll reports > Shifts.
- Draft shifts can be accessed through our API if you have a custom application that requires this. More details on developer.planday.com.
Here's a quick video to sum it all up: