You publish the roster,a change needs consent.
You publish the roster on the Publish page. A change to a published roster goes to the employee as a proposal and takes effect only when they accept it on their phone.
Without the employee’s approval a published shift doesn’t change, and every answer leaves an evidence row.
When to use it
When the roster is already published and one shift still has to move to another day, MaRa TES 9 § doesn’t allow the change without the employee’s consent.
Try free for 3 monthsNo credit card.How it works
Publish the roster
On the Publish page press Publish roster and confirm. If the roster still has an undeclared legal violation, publishing is refused.
Notify employees
After publishing, the app notification goes out automatically. You send the email and the share link from the same page.
Propose a change
When you change a published shift on the Plan page, Plana writes a proposed change and notifies that employee. The shift doesn’t change until they answer.
The employee answers
The employee opens the notification on the phone and presses Accept or Decline, after identifying again. You see the answer in Change history.
By hand and with Plana
By hand
You remember yourself that the roster has to be available to employees at least a week before the period starts.
When a published shift has to change, you remember yourself that the employee’s consent is needed.
You keep your own record of who agreed to which change.
With Plana
The Publish page shows whether the roster is published and the status of the four channels.
A change goes out as a proposal, and the shift stays as it is until the employee answers.
Every answer leaves a row you can see in Change history.
Example: the demo restaurant’s published roster
The demo restaurant’s published roster for 7–27 September 2026 (21 days, three weeks; the employees are made up). The first week has 8 employees and 36 shifts.
- 21days (three weeks)Demo restaurant · 7–27 Sep 2026
- 8employees in the first weekDemo restaurant · 7–27 Sep 2026
- 36shifts in the first weekDemo restaurant · 7–27 Sep 2026
- 5proposal statesDemo restaurant · 7–27 Sep 2026
The rules Plana watches
- 7 daysroster brought to employees at the latest before the period startsWorking Hours Act 30 § · MaRa TES 9 §
- 21 daysthe three-week period, always starting on a MondayMaRa TES 9 §
The roster has to be made available to employees at least a week before the three-week period starts, unless agreed otherwise at the workplace.
MaRa TES 9 §The shift roster has to be brought to employees’ attention in writing in good time, at the latest a week before the period it covers begins.
Working Hours Act 30 § 2 mom.The three-week period always starts on a Monday and isn’t broken at the turn of the year.
MaRa TES 9 §TES 30 § lists the 9 § roster among the clauses that can be agreed locally. In Plana the default can be changed in Settings only after the 30 § local agreement is switched on.
MaRa TES 30 §After publishing, the roster may be changed only if the employee consents, or for a weighty reason related to the organisation of work.
Working Hours Act 30 § 2 mom.The roster may not be changed without the consent of the employee and the employer. The clause has no weighty-reason route.
MaRa TES 9 §In Plana every change to a published roster needs the consent of that employee.
MaRa TES 9 §Which prevails in a given case, the TES wording or the law’s weighty reason, is a question of interpretation. A change made with the employee’s consent fits both.
MaRa TES 9 § · Working Hours Act 30 §
Who uses it
- Owner
- Publishes on the Publish page and sees the status of the four channels. Sees the proposed changes in Change history and changes a published shift on the Plan page.
- Manager
- Same as the owner. A custom role can narrow the right.
- Employee
- Sees the published roster in the app, gets the notification and answers proposed changes. Reads the archive under Consents. There is no web access.
- Accountant
- Doesn’t see it.
What it doesn’t do
Publishing doesn’t mean delivered: the best status a notification can show is “accepted by the service”, and there is no per-person delivery or read receipt.
The notification goes only to people with a shift on this roster who have the app. People with no shift, no app or notifications off don’t get it.
The employee can answer a proposed change only in the app. There is no answer view for them on the web.
Answers aren’t queued. Without a connection the employee answers once online, because the identification and the moment of the decision are recorded on the server.
Emergency work doesn’t remove the consent requirement, and only the owner can declare it.
An ordinary proposed change doesn’t ask for a reason. Only emergency work records one, and there it is required.
Only a change to a note and an absence the employee registers themselves don’t go through a proposal.
The publishing deadline reminder shows on screen only. It doesn’t block publishing, and a late publication isn’t stopped.
The consent text exists only in Finnish and Chinese. In other languages, English included, the Finnish original is shown.
The fixed sentences in the roster email are in Finnish and Chinese and don’t change with the recipient’s language. The email goes only to employees with a valid email address.
Where to find it in Plana
- Where to find it in Plana
- Publish → Publish roster · Plan (propose a change) · Publish → Change history
- Where to find it in Plana
- You need the owner’s or manager’s right. If there is no plan after the trial, publishing, notifications and proposed changes are blocked.
Questions
Next stop in the period
Next stop in the periodRun · Clock-in and breaksClock in with the restaurant's QR code, even offline. Breaks show on the roster.
Related features
Every change checked against the law and the collective agreement
36 checks run the moment you change a shift. A shift that breaks the Working Hours Act is not saved. A shift that breaks the collective agreement (TES) gets a mark.
- While you drag, you see whether a shift will save
- Hour and rest limits for employees under 18
- Work permit tied to an occupation: a shift outside it is not saved
Employee app
Employees install the app on an Android phone from a link the restaurant gives them. Their own shifts, calendar subscription and notifications, in four languages.
Cover and shift swaps
When someone is off sick, you offer the open shift to suitable colleagues. They sign up on their phones.
- Shift swapsPlusGive away or swap a shift with a colleague by phone. It applies after a TES check, the manager's approval and both employees' consent.