Flexible Timetables and Shifts v.18
The tool to plan, share and control employees shifts in a form of weekly timetables. Work schedule. Work shift calendar
This is the Odoo app to organize teamwork when employees have flexible timetables. The tool allows and forces users to plan shifts in advance. Peers know their colleagues working time, while HR managers control attendance.
- the core app to plan shifts and control timetables. Its price is 148€.
- the optional free extension that introduces the Odoo Enterprise Gantt view for shifts. The features assumed by this add-on are marked by the icon
Comfortable shifts planning
The app introduces the innovative work calendar where users create shifts just by choosing a period and update those by merely dragging a card. A minute to plan a whole week. As flexible as needed
Team collaboration
Employees can access each other shifts calendar. Work schedule can be also printed to be physically stuck in the office. Thus, users always know where and when their colleagues are available
Work calendar interface
Find a specific user shift using the built-in calendar filters by employee, department, context, or company. Analyze a single user or the whole team. Control shifts on the Odoo Enterprise Gantt view
Odoo weekly timetables
Shifts are auto-combined into weekly timetables from Monday to Sunday. There, employees check themselves while HR managers control the correctness and completeness of plans
HR control
Based on the Odoo attendance features, HR administrators supervise shift fulfillment right in employees' timetables. Turn on the approval option also to force users to get a confirmation for their shifts
Working context (reasons)
For both attendance and planned shifts, users may be asked to choose a context. The list is up to you: 'distant', 'office central', 'office west', and so on. The features let quickly understand where or why employees work
Timetable reminders
Configure Odoo to remind employees to plan shifts for the next week. Notify users of being late if they have not checked in but were previously planning to work
Multiple companies and timezones
The app fully supports multi-timezones and multi-companies environments. Perfect for geographically distributed teams where cooperation becomes really crucial.
Team Work Schedule
Shifts and working calendar
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The app's key idea is that employees may independently and flexibly plan shifts for the next or a few next weeks
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In this way, all team members always know when (time) and where (context) to find their colleagues. Ordinary users can access anybody else schedule but, surely, can change only their own
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Shifts are organized in the Odoo calendar interface with instant filtering by employees, department, context, and company. To register a new shift, that's enough to choose a period and a reason. To update a shift just drag it and drop it to another time slot
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The interface fully supports multiple timezones, so the module is perfect for geographically distributed teams
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The tool allows printing a work schedule of a specified period (up to 31 days) to have a physical copy on a whiteboard, for instance. The layout is configurable: for example, make it A3 or A4, add or remove a company logo
Timetable interface
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Planned shifts are automatically combined in weekly timetables from Monday to Sunday
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There, employees can control themselves on how much working time is planned in comparison to how much it should be according to the contract
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The timetable interface groups shifts by working contexts. It makes analysis much more comfortable and lets make corrections in time. For example, if you had certain restrictions on the 'distant work', here it is under full control
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To simplify shifts planning, employees are allowed to save any timetable as a template, so they can re-use the same schedule for other weeks
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It is possible to export a specific timetable as an Excel table to share or print out
Managerial control and attendance
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Besides the owners, timetables are available only for this employee department manager and for all users with the access group 'HR administrators'
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The app relies on the Odoo attendance functionality. When checked in, a user might be optionally forced to choose a working context (reason)
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Thus, HR administrators not only see planned shifts but also control their fulfillment: when a user actually checked in and out, how much work time is planned, how much is actually spent, and what calculated overload is
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Superiors and subordinates might discuss any scheduling issues and set up activities right under each specific weekly timetable
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The app supports multi companies. Users can access only their real colleagues' shifts. If a user has an employee in a few companies, he/she controls timetables of all of those but the app makes sure there are no overlappings
Approval workflow
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The tool lets optionally introduce the approval workflow for timetables based on the states update Planning > To approve > Approved
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Then, after planning shifts, an employee should send a weekly timetable to their department manager for confirmation (the button 'Send for approval')
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Department managers and any HR administrators subscribed for this employee 'Timetables and shifts' subtype would get a notification that a timetable state has been updated
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Such managers or any user with the right 'HR Administrator' may confirm (the button 'Approve') or refuse (the button 'Refuse') the shift schedule. The decision principles are fully up to you
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As a weekly timetable is sent for approval or has been already approved, ordinary employees cannot any more update shifts for that week. In this way, team collaboration becomes much more predictable and might be planned beforehand.
Configuration and Installation Tips for Flexible Timetables and Shifts Odoo v.18
Contexts (reasons) for shifts and attendances
The app allows to configure an unlimited number of working contexts on the Odoo HR configuration page.
One of those contexts should be set as default. Then, it would be entered as the first choice for planned shifts and attendances.
When a user plans shifts, he/she would be asked to introduce a context.
It is possible to turn on context selection also when a user checks in Odoo. Otherwise, default context would be entered to attendances.
Timetable combines shifts and attendances by contexts. In case you have rarely used contexts, mark those as 'Do not show if empty' to avoid too many lines.
Notifications to plan shifts
Reminders to create timetables are sent for the next week. Configure days of the previous week when to notify employees on the configuration page.
Only employees with the flagged setting "Timetable Notifications" would receive reminders.
To change the reminder email, go to the Odoo technical settings > Email > Templates. Find there 'Timetable for the next week'. You are welcome to introduce any changes to subject or body and to update translations.
Change time of the reminder through the Odoo technical settings > Automation > Scheduled jobs > 'Notify employees to plan working time for the next week'.
Notifications of being late
Reminders of being late is sent if a user at this particular moment has a planned shift, but he/she has not checked in.
Only employees with the flagged setting "Being Late Notifications" would receive reminders.
To change the reminder email, go to the Odoo technical settings > Email > Templates. Find there 'Timetable: you are late'. You are welcome to introduce any changes to subject or body and to update translations.
Set up frequency of the reminder through the Odoo technical settings > Automation > Scheduled jobs > 'Notify employees of being late'. By default check is done once an hour.
Hours to plan (contract hours)
How many hours should be planned for a week is defined per each user individually. Define contract hours on an employee form.
Odoo demonstration databases (live previews)
For this app, we might provide a free personalized demo database.
No phone number or credit card is required to contact us: only a short email sign up which does not take more than 30 seconds.
By your request, we will prepare an individual live preview database, where you would be able to apply any tests and check assumptions for 14 days.
Bug reporting
In case you have faced any bugs or inconsistent behavior, do not hesitate to contact us. We guarantee to provide fixes within 60 days after the purchase, while even after this period we are strongly interested to improve our tools.
No phone number or credit card is required to contact us: only a short email sign up which does not take more than 30 seconds.
Please include in your request as many details as possible: screenshots, Odoo server logs, a full description of how to reproduce your problem, and so on. Usually, it takes a few business days to prepare a working plan for an issue (if a bug is confirmed) or provide you with guidelines on what should be done (otherwise).
Public features requests and module ideas (free development)
We are strongly motivated to improve our tools and would be grateful for any sort of feedback. In case your requirements are of public use and might be efficiently implemented, the team would include those in our to-do list.
Such a to-do list is processed on a regular basis and does not assume extra fees. Although we cannot promise deadlines and final design, it might be a good way to get desired features without investments and risks.
No phone number or credit card is required to contact us: only a short email sign up which does not take more than 30 seconds.
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