Your roster on your phone,in the language you chose.

How it works

1. 1

   Open the invitation

   The owner or manager sends an invitation link. Press Open in the Plana app and set a password.

2. 2

   See your own shifts

   The Shifts tab shows one week at a time, only published shifts. Today shows today’s shift or, if there is none, the next one.

3. 3

   Answer the notification

   The publishing notification takes you to the right week in Shifts. A proposed change opens the consent screen, where you press Accept or Decline.

4. 4

   Subscribe to your calendar

   On the Me tab open Calendar sync and press Add to calendar. Only your own published shifts go into the calendar.

By hand and with Plana

The rules Plana watches

• The roster has to be brought to employees’ attention in writing in good time, at the latest a week before the period begins.

  Working Hours Act 30 § 2 mom.

• The roster is made available to employees at least a week before the three-week period starts.

  MaRa TES 9 §

• On request an employee has the right to a written statement of the entries about them in the shift rosters and the working-time records. The Hours tab shows your own entries at any time, but that is a product feature, not the same as the statement given on request.

  Working Hours Act 32 § 4 mom.

• The amount of surplus or deficit hours in the balancing period has to be available to the employee. When the balancing period is in use, the top of the Hours tab has a row Balancing period n/N · balance ±x h.

  MaRa TES 12 § 1

• A change to a published roster needs the employee’s own consent.

  MaRa TES 9 §

Who uses it

Owner

Installs the same app and is notified when someone signs up to cover a shift. Planning and publishing are done on the web.

Manager

Same as the owner.

Employee

Uses it every day: Today, Shifts, Hours and Me, notifications and calendar sync.

Accountant

Can’t get into the app.

What it doesn’t do

• You can’t plan, publish or run payroll on the phone: those are on the web only.

• There is no pay or take-home screen on the phone. The Hours screen doesn’t judge overtime or split the time into bands.

• Show co-workers lists the names of colleagues working the same day, but not their shift times.

• The default language is Finnish, and the app doesn’t read the phone’s language. You change it on the login screen or the Me tab.

• Not everything is in four languages. The consent text is in Finnish and Chinese, the roster email in Finnish and Chinese, and the invitation page in Finnish, Chinese and English.

• Without the app the employee has the share link (7 days, names and shift times only), the email and the printout on the wall. Answering a change, the calendar, clocking, time-off requests and your own hours all need the app.

• The calendar link works like a password: anyone who gets it can see your shifts. A leaked link can be changed in the app.

• The calendar has only your own published shifts, not colleagues, breaks, notes or shifts marked as absences.

• A notification isn’t guaranteed: without notification permission there is none, the publishing notification goes only to people with a shift on the roster, and the Publish page shows only “accepted by the service”.

• Only clocking (breaks included) is resent after the app is restarted. A consent answer, a shift wish, a cover sign-up and a time-off request need a connection.

• The app doesn’t use location: clocking is based on the location’s QR code, and continuous GPS tracking isn’t used.

Where to find it in Plana

Where to find it in Plana

App: Today · Shifts · Hours · Me → Calendar sync

Where to find it in Plana

You need the invitation link from the owner or manager (valid for 14 days, works once). Calendar sync shows only on an account linked to an employee record.

Questions

• How does an employee get into the app?

  The owner or manager sends an invitation link.The link is personal, valid for 14 days and works once. Press Open in the Plana app and set a password. Login is phone number or email plus password, with no SMS code.If the button does nothing, the app isn’t installed on that phone yet. The page tells the employee to ask the owner or manager for the install link.See:The invitation link

• Which languages does the app have?

  Four: Finnish, Chinese, English and Vietnamese.The language is chosen on the login screen or the Me tab and is saved to the account. Notifications and calendar event titles use the account’s language.The default is Finnish. The consent text and the roster email are only in Finnish and Chinese.See:Me tab: Language

• What can be seen of the roster?

  Only published shifts.Shifts shows one week at a time on seven rows, a day off getting its own row, and the header gives the publishing time. Today shows today’s shift or the next one (looking 14 days ahead), with a row of things waiting.Colleagues show by name only. There is no pay or take-home screen.See:The Shifts and Today tabs

• How do I get my shifts into the phone calendar?

  Calendar sync on the Me tab gives you a link.Press Add to calendar, and on Android the Google Calendar add-by-URL page opens. You can also share the link to another calendar app. Change link asks for confirmation, and the old link stops at once.The calendar app refreshes on its own schedule, Google Calendar with up to a day’s delay. The link works like a password.See:Me tab: Calendar sync

• What notifications does an employee get?

  Six kinds: five from the server and one from the phone itself.Roster published · A shift change is waiting for your consent · Can you cover a shift? · The shift is yours · Cover no longer needed · and the phone’s own break reminder. The language is the account’s, then the location’s, then Finnish.A notification isn’t guaranteed: none without notification permission, the publishing notification goes only to people with a shift on the roster, and only a real phone registers.See:The Publish page and the app’s notifications

• Does the app work without a network?

  Only in part.The app stores what it has read on the phone for at most 7 days, separately for each logged-in user. Only clocking (breaks included) is resent after the app is restarted.A consent answer, a shift wish, a cover sign-up and a time-off request aren’t queued and need a connection.See:The app: Shifts and Today

• Does the employee pay for the app?

  No.The employer buys the subscription on the web. The app sells nothing and links to no purchase. Pricing follows the number of active employees on the account, not how many have installed the app.QR clocking, breaks and auto-approval in the app belong to the Plus plan.See:Pricing

• What if the employee doesn’t install the app?

  They can still see the roster, but not much else.The share link is valid for 7 days and shows only names and shift times. Email arrives if the employee has an address, and there is the printout on the wall.There is no way to answer a proposed change on the web. The calendar, clocking, time-off requests and your own hours need the app.See:The Publish page: Share link and Printout

Next stop in the period

Next stop in the period4Run · Clock-in and breaksClock in with the restaurant's QR code, even offline. Breaks show on the roster.

Related features

• Fri 11.9.

  16–2316–24Sali ilta

  Nieminen, Laura

  Shift length changed

  Waiting for employee✓ Accepted

  Before

  16.00–23.00

  After

  16.00–00.00

  Publishing and changes

  The roster goes to phones in one click. A change to a published shift applies when the employee accepts it.

  Example: Nieminen, Laura's Friday shift 16–23 becomes 16–24. The change applies only after Laura accepts it.

  • Publish by email and share link
  • Calendar subscription on the employee's phone
  • Owner exception for emergency work, kept on record
• Example

  Korhonen, Aleksi✓ Approved automatically

  Planned 9–17 · Actual 8.56–17.04 · +0,13 h

  Rahman, Sami○ Waiting for your approval

  Planned 15–23 · Actual 15.02–23.40 · +0,63 h

  Clock-in and actual hours

  Each employee clocks in on their own phone. You see planned and actual hours side by side.

  • QR clock-in, even offlinePlus
  • Breaks in the plan and in clock-insPlus
  • Matching clock-ins approved automaticallyPlus
  • Fix a clock-in with a reason, or add a missing one
• Fri 11.9.Virtanen, Mikko · Sick leave

  ＋ Open shift 15–2315–23Kokki ilta · Mäkinen, Jari

  MJMäkinen, Jari signed up

  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.