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Schedule: Setting up the Position view

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In Planday, employees are organized into Departments and Employee groups. This information offers different overviews of your schedule in the three views available to you: Employees, Groups, and Positions.

The Position view lets you subdivide an Employee group into Sections and Positions, providing you and your employees with better information in the schedule.

Below we’ll walk you through how to set up the Position view. For an overview of how Departments, Employee groups, and Positions work together, see this diagram of the Structure of Planday

How the Position view works

To help clarify how the Position view works, we’ll use an example. Imagine you manage a chain of restaurants. You have a Department for each of your locations (e.g. Restaurant 1, Restaurant 2). Your Employee groups organize your staff based on their role (e.g. Hosts, Bartenders, and Waiters).

Positions help you:

  • label shifts based on what tasks or responsibilities the shift comes with
  • easily allocate your Employee groups across the different areas of your business where you need them
  • ensure you staff your schedule with the right roles and functions needed to operate every unique area

The Position name appears directly on a shift so your employees know more specifically what they will be responsible for. Only one Employee group can be set to a Position, however you can assign the same Employee group to multiple Positions.

Positions_view.png

In the above screenshot, you can see that three Positions have been created all with the 'Waiter' Employee group assigned to them. The Positions have been named “Waiter table 1-5”, “Waiter table 6-10,” and “Waiter table 11-15,” so the waiters know where they will work their shift inside the restaurant.

For a Position that is temporary (e.g. extra holiday assistance), set the date period the Position is valid from when you create or edit the Position. This will result in the Position only appearing in the Position view of your schedule until the end of the period you have set.  

Adding Positions

  • Go to the Position view of your schedule, by selecting Positions in the left navigation
  • Click +Add on the left side of the page
  • Choose Position
  • Enter the details for the Position you are creating and Save.

Use cases for Positions

  1. Specific area: To identify where a shift will take place within a location, such as a an area of your restaurant where the employee will work their shift.
  2. Skill/action: To tell employees more specifically what they will do, for instance to specify the various types of fitness classes that will be taught.
  3. Period or time of day: For shifts that are for a particular time of day but don’t run for an exact period of time, two Positions could be created with the same Employee group set to both to specify the “Opening” and “Closing” shifts.

Organizing Positions into Sections

A section is a label used to organize a selection of your Positions together. Sections allow you to easily view all Positions under a particular Section label. An example might be a Section named “1st floor” to group together the Positions that cover shifts on the 1st floor: Host, Bartenders & Waiters. This gives an overview in your schedule of the shifts for those Positions within the Section labelled ‘1st floor’ (see below screenshot). A Position can only be added to one Section.

Sections_added.png

The total hours scheduled and the amount you’ll pay in salary for all the shifts in a Section are displayed to the far right of the Section name.

Drag and drop Sections and Positions to reorder and organize your schedule in an order that gives you and your team the best overview. To further customize your Schedule, add a color to your Positions and Sections.


Adding Sections

  • Go to the Position view of your schedule, by selecting Positions in the left navigation
  • Click +Add on the left side of the page
  • Choose Section
  • Enter the details for the Section you are creating and Save.

 

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