All Blogs – Sanoplan

Duty Scheduling on Mobile

Admin — Fri, 12 Dec 2025 10:52:37 +0000

In the Sanoplan settings, you will find the button “Mobile”. With this option, different views for mobile use can be activated:

Display of time tracking for all employees
Display of handover notes for all
Display of working colleagues for all
Display of management functions for supervisors

Important: When enabling these functions, always consider data protection and the employee rights that are granted through activation. Once enabled, the corresponding functions will appear on the mobile devices of authorized users.

Time Tracking

Employees can:

View and correct their arrival and departure times via the top input field
Submit a vacation request to their supervisor
Submit a sick leave notification

Handover Notes

If enabled, employees can read the handover notes of their colleagues on their mobile device. Examples: defective equipment or other important information for the assigned staff. Editing or adding notes is not possible.

Duty Schedule

Employees can view their work schedule (shifts and assignments). Editing or changing the schedule is not possible.

Visibility of Colleagues

If enabled, employees can see the list of colleagues working on the same day when clicking on a shift. Normal employees cannot make changes here.

Management View for Supervisors

Supervisors with management rights gain additional functions when the management view is enabled. This allows them to manage the duty schedule even remotely.

Functions for Supervisors:

Shift overview: See who is working, who is sick, and who is on vacation

Duty Schedule Editing:

Create an AI-optimized schedule (same as in the desktop version)
Manual editing:
- Click on a shift or employee name to open a selection window
- Black marking: employee is qualified for the task
- Green marking: employee is qualified and available
- Click on a name assigns the person to the shift
- Click on the -x- at the bottom of the selection list to deliberately leave the shift unassigned.

Short-term Changes:

Click on a name to mark a sick leave
This way, supervisors can fully edit and correct the schedule remotely

Duty Roster Program

Admin — Tue, 15 Apr 2025 12:43:20 +0000

Not all program features are equally important. This article considers other important criteria besides price and time savings. Rather than simply presenting a list, it specifically addresses which goals might be important to the user and which factors are crucial for achieving them.

Goal, what do you want to achieve	How does a program achieve this?
Easy to use	Intuitive user interface, just a few clicks for planning or even drag & drop
Time savings in shift planning	Automatic shift assignment, templates for recurring services
Illness, training etc. recognizable for planning	integrated vacation and absence plan
Transparency for employees	Clear and accessible display of duty rosters
Flexibility when making changes	Real-time adjustments and mobile app support
Integration with other systems	Data export for payroll, time recording, etc.
Low error susceptibility	Validations, automatic calculation of overtime
Cost efficiency	low price per employee, scalability without high additional costs
Compliance with legal regulations	Consideration of working time regulations and rest breaks
Employee satisfaction	Consideration of wishes, possibility of shift exchange
Analysis and reporting	Various reports to optimize planning and productivity
Data protection and security	Encrypted data transfer and storage, GDPR compliant, data storage in Europe
Ease of use for different roles	Customizable access rights for administrators, employees and managers
Automated reminders and notifications	Push notifications, email alerts about shift changes
Mobile-friendliness	Mobile app or responsive web design
Prevent data loss	Automatic backups of several days
Customer support and training	Help center, live support, tutorials for quick training
Cost control and affordable solution	no hidden/subsequent costs
Innovative solution	AI support
Security that fits your own problem	free test with real data for at least 1 month

Team Roster Planner

Admin — Fri, 11 Apr 2025 13:11:16 +0000

As a planner, you benefit from various views of the roster at Sanoplan:

Weekly view – the standard tool

The weekly view provides a classic overview. Here, you can see all shifts and availability for the week at a glance. This view is ideal for weekly coordination and gives you confidence that all shifts are covered.

Day View – For large teams

The daily schedule is particularly useful when many employees and shifts need to be planned. It allows for a compact representation of a single day (e.g., morning on the left, afternoon on the right), providing a clear overview even with multiple shifts.

4-week view per shift – Long-term overview

This view is particularly useful for the big picture: You can see how your resources are developing over a four-week period. This facilitates planning and makes patterns or bottlenecks visible early on.

View per employee – especially for your employees

This view gives your employees an overview of which tasks or shifts are scheduled for the coming weeks. Sanoplan not only supports professional planning but also enables employees to better coordinate their personal lives.

Personal view in the mobile app – always at hand

Thanks to the mobile app, every employee has their individual schedule at their fingertips at all times. This reduces queries and ensures flexibility in their daily work routine.

With these views, Sanoplan helps make planning more intuitive and less stressful, freeing you up to focus on other important tasks.

If you need further details or a specific elaboration for your team, let us know !

Learn more

AI Roster Management

Admin — Tue, 01 Apr 2025 10:45:44 +0000

A roster with AI optimizes your workflows

Someone gets sick?

=> simply drag the name down

AI helps

— AI takes vacation, illness, etc. into account
— AI takes skills into account
— AI takes part-time work into account

In today’s fast-paced workplace, creating and maintaining efficient schedules can seem like a constant struggle. Juggling employee availability, vacation, sick leave, skills, and part-time schedules creates a complex puzzle that consumes valuable time. Sanoplan acts as your secret weapon, offering a self-learning AI solution that simplifies the scheduling process by allowing you to focus on what matters most.
In this article, we’ll explore the benefits of Sanoplan in detail and demonstrate how its integrated artificial intelligence simplifies the creation and management of schedules.

The advantage of a roster with AI: streamlining the planning process

Sanoplan goes beyond traditional scheduling software and integrates a powerful AI engine that learns from your past data. This allows the software to anticipate future needs and automatically create optimized schedules that take into account several factors, including:

Availability of employees

Traditional scheduling methods often rely on manually updating employees’ availability. This can be time-consuming and error-prone. Sanoplan integrates a calendar system to automatically capture employee availability, ensuring you always have the most up-to-date information at your fingertips.

Vacation and illness

Unexpected absences can upset any well-planned schedule. Sanoplan makes it easy for you to make last-minute adjustments. Simply drag down the name of an absent employee and the AI will automatically reschedule the tasks. This eliminates the need to search for a replacement and the tasks remain covered (AI-supported vacation management).

Missing Employees

Let’s face it, life goes on. Employees may leave the company to take on new assignments, or positions may be temporarily vacant. Sanoplan is not fazed by these hurdles. Sanoplan’s AI automatically analyzes your remaining workforce and adjusts the roster to ensure that all tasks are filled with the most suitable remaining staff. This works automatically with the “brain” button or semi-automatically by allowing you to confirm the suggestion.

Employee Skills

A successful duty schedule goes beyond simply filling vacancies. Ideally, you want to assign employees to tasks that match their skills and experience. Sanoplan takes employee skills into account when creating schedules and aims to assign tasks to those who are best suited to them. This helps to optimize productivity and ensures that tasks are completed to the highest standard (skills-based scheduling).

Part-time schedules

Managing part-time employees often requires managing limited working hours. Sanoplan takes the schedules of part-time employees into account when creating the overall schedule. This ensures that tasks are assigned within the available work windows and avoids over-scheduling (part-time employee scheduling software).
These are just some of the ways in which Sanoplan’s AI simplifies the planning process. By automating these tasks and taking these critical factors into account, Sanoplan:
– Reduce planning time: Spend less time fighting with spreadsheets and more time focusing on strategic initiatives.
– Minimize errors: Manual data entry opens the door for human error. Sanoplan’s AI and integration capabilities reduce the risk of error by automating data entry and schedule creation.
– Optimize team performance: Matching employee skills to tasks results in a well-oiled machine. Sanoplan’s AI ensures the right person is assigned to the right job at the right time.
– Improve employee satisfaction: Optimized scheduling reduces stress for managers and employees. Sanoplan promotes a sense of trust by ensuring fair and balanced schedules.

Self-learning for continuous improvement (planning of machine learning)

The Sanoplan duty roster with AI is self-learning, which means that the AI gets better the more you use it. If you use the schedules generated by Sanoplan and simply overwrite them with your preferences, the AI will take this information into account the next time. Over time, the AI develops a deeper understanding of your specific workplace needs and preferences and creates increasingly optimized and personalized plans (AI-powered workforce optimization).

More than just planning: a collaborative ecosystem (employee scheduling app)

Sanoplan not only automates planning, but also promotes communication and collaboration within your team. Through the user-friendly interface, employees can easily access their plans, review changes and request adjustments when needed. This open communication ensures that everyone is on the same page and avoids misunderstandings.

Sanoplan: A Time-Saving Scheduling Software

Sanoplan offers much more than just a fancy scheduling tool. Its AI-powered approach transforms the way you manage your workforce. By automating tasks, reducing errors, and optimizing resource allocation, Sanoplan enables you to create a more efficient, productive, and happier workplace.
Want to see Sanoplan in action? Visit our website and discover the innovative solution that will revolutionize your workforce scheduling. Let AI take the wheel and focus on what matters most: growing your business and empowering your team.

Efficient Scheduling for Shifts

Admin — Wed, 26 Mar 2025 12:57:30 +0000

It’s that easy

Move sick employees or users who have a day off to one of the absence lines for the day.
You can drag employees who would like to take over specific shifts from the employee list on the right to the desired shift. If necessary, you can also overwrite an already entered name.
Click on the head/ brain button and the program will then enter the layers.
If you want to change the suggestion, simply drag the desired employee from the right column into the shift.
Alternatively, you can move the mouse over the desired layer, whereupon the names will be displayed in a small window on a black or green background.
- Preferably choose a green name ( qualified and available employees for this shift ).
- You can also select a name on a black background. This employee is qualified for this shift but is already scheduled for another shift. However, in certain situations, you may need to select this employee.
Shifts with a red dot indicate duplicate shifts for the employee in question. Drag another responsible employee from the right-hand employee column or use the function above to assign the appropriate shift if both shifts cannot be covered by the same person.
Hovering over the top weekday button will display all employees who are available and unscheduled for that day.

Tips:

For better recognition, you can set a color for each person by double-clicking on the name in the right-hand employee column

The goal is to have no gray matter (all shifts are scheduled). If you intentionally don’t want to staff a shift, move the -x- employee to that shift.

Note: You can ONLY move names up and down (not horizontally to the next day). This ensures that the person’s sick note is only sent on the scheduled day.

Experience Absence Solutions and Planning Strategies

Admin — Wed, 12 Feb 2025 14:40:16 +0000

Info from an eye clinic

We really liked the Sanoplan vacation plan right from the start because all entries can be made quickly and easily using drag and drop – without any tedious typing.

Of course, the vacation planner is not just for vacations, but a versatile tool for all absences.

Particularly noteworthy is the flexibility with which the Sanoplan team fulfilled our individual special requests during the coronavirus pandemic. Categories like “quarantine” were easily added, alongside the many existing categories like “child sick,” “training,” or “overtime reduction,” etc. To help us keep track of our large number of employees, a recurring calendar date was also integrated into the plan. This way, everything remains clearly visible, even when scrolling through the long list of employees—without losing the intuitive mouse planning.

Employees can now enter their vacation requests directly, and management is immediately notified in the system. This reduces email traffic, and conflicts can be avoided early on thanks to the clear presentation. Last-minute sick notes can be entered directly into the roster using drag-and-drop, without having to open the absence plan separately, and are still synchronized.

A small highlight is the personalized app notification, which informs employees about all relevant changes. And if you don’t want to allow apps on your phone, you can turn it off.

Even more importantly, there are numerous reports on working hours and absences, which enable seamless collaboration with the administration. This allows us to easily communicate absence data, which affects various payment or health insurance subsidies.

And as a little bonus: there is not only the absence list, but also the attendance list, which shows us, with so many employees, who came in and when, who is on break or has already left, or who is sick today, etc.

How to Edit Personal Data

Admin — Sun, 05 Jan 2025 16:07:03 +0000

After accessing your database using the bookmark you received via email, log in with your password in the top left corner.
After logging in, you can access the settings via the gear button (top right).
The page that opens has a navigation in the blue area on the left side.
Click on “Employees” to view the employees on the right side.
To edit a username, double-click the name, make your changes, and press Enter.
To edit working days per week, working hours per week, or the start or end of a contract, double-click, make your changes, and press Enter.
To add a user, enter the name in the empty field below, edit the number of days and click the green [+] button on the right.
To delete a name, click the red [-] button next to the employee’s details.

Note: You only need to change the details for working days per week and working hours per week if you plan to use the time tracking feature. You only need to change user passwords if employees view their schedules on their mobile phones or enter their daily start and end times themselves. Otherwise, leave it as is.

Important: DO NOT delete the owner ‘test1’ until you have specified a different name as the owner and assigned a corresponding password. Otherwise, login will not be possible without our assistance.

Edit or add shift names

Log in with your password at the top left.
Then click on the gear button (top right) to go to the settings.
On the page that opens, the title “Layers” is displayed on the left side.
For example, double-click to enter “Nurse OT1” or whatever you need as the shift name and “7:00” or “Night” or whatever you need as the start/shift time.
Enter 1 in the Number column (or 2 if you want to assign a second person to the same shift).
You can change the order of the moves by clicking on the move, holding the mouse button for one second (it turns green), and then moving it to the desired position.
In case you want to assign two or three people to the same shift (e.g. for telephone service), there is a check mark for the split view in the left blue area on the settings page, where you can decide whether the names should be arranged above or next to each other.

P.S. Adding a new shift works similarly to the previous steps: simply enter the new shift data in the top row. When you’re done, click the green [+] icon on the right.

Please note:

If you haven’t done anything in the last 10 minutes, you may be automatically logged out to prevent unauthorized changes.

AI Planning and Scheduling for Work-Life Balance

Admin — Wed, 04 Dec 2024 11:28:26 +0000

In general, AI systems work by ingesting large amounts of labeled training data, analyzing the data for correlations and patterns, and using those patterns to make predictions about future states.

This is exactly what sanoplan does with the data from previous duty rosters.

Registration is required to access AI usage. AI helps you plan effectively and save time.

1. Checking employee availability

AI can easily check who is working on which day and who is qualified for certain tasks and shifts.

2. Secondary planning support

AI can be used as a secondary aid in workforce planning and scheduling.

3. Display of available employees

You can see who is available and who is not yet scheduled on that day by hovering over the date (don’t click). You can see who is available and who is not yet scheduled by hovering over a shift.

4. Shift assignment and qualification

If you hover over a shift, you’ll see names on a green or black background. Black means this employee is qualified for that shift but already scheduled for another shift (so think twice about having them work both shifts). If you click on their name anyway, their name will be added to the selected shift, but highlighted with a red dot. Red dots indicate all employees who are scheduled twice that day (this warning can be disabled).

5. Simple shift assignment

Green names mean these people are qualified and available (not sick, not scheduled for another shift, the user is willing to work weekdays). You can select them by simply clicking on their name, and they’ll be hired for that shift.

6. Drag and Drop

Alternatively, you can drag someone from the staff list (on the right side of the screen) to a shift that is needed in case a new employee starts work and needs training before appearing in the skilled workers list.

7. Full use of AI

Full AI utilization means that the AI handles all scheduling and resolves conflicts where possible.
Simply click on the blue head in the date field, and the AI will fill as many shifts as possible with available and qualified employees.
If you have a wish list (someone wants a specific shift because they have to see the doctor in the morning or something), drag that person to the desired shift, then move the -x- to the shifts that are intentionally not needed, and then click on the blue brain.

8. Optimization of the layers

The brain then optimizes the shifts as much as possible (selecting one person for one shift and keeping the right second person with the right skills for the second shift), reducing the complexity and normal back-and-forth to staff as many shifts as possible. Typically, there is more than one qualified person for that shift, but not everyone can perform every task. If there aren’t enough people available due to sickness or similar, the brain leaves the shift empty (red) and makes the decision manually.

9. Review of the planning

After the brain has done its work, you can check it again by hovering your mouse over the top date. In most cases, the list will be empty because resources have been used up. If someone is left, either a red cell is open with no solution, or there are more people available than necessary, so someone can take a day off (simply drag them down to “Away” and mark them with the correct color code).

How to Change Contracts in Sanoplan

Admin — Sun, 27 Oct 2024 16:20:30 +0000

How to change contracts in Sanoplan

To change an employee’s employment contract, for example the termination date, vacation days or weekly working hours, please follow these steps:

Avoid clicking the right button as this will delete all of the employee’s data.
Enter the contract change date: In the End column, enter the new contract end date and press Enter.
Follow the program’s instructions: The program will guide you through the necessary steps.

Future shifts and vacations: If any are scheduled, the program will ask if you want to remove them. If the contract doesn’t end, they should generally remain. In this case, select “No.”
Contract end date in the future: If the end date of the contract is in the future, it will automatically end on that date.
Past contract changes: If the change occurred in the past (e.g., yesterday), you will be asked if you want to create a new follow-up contract for the employee. If you only want to adjust the number of hours and leave the rest unchanged, select “Yes.” A new follow-up contract will be automatically generated; the employee’s name will remain unchanged. The old contract will be marked with the date of the contract change. To view old contracts, click the funnel icon above the name.
Time tracking: Changing a contract will automatically reset time tracking, as vacation and overtime calculations may need to be recalculated.

Important note: When viewing absence reports after a contract change, two contracts will be displayed for the employee: an old one marked with the contract end date, and a new one with only the name visible. This is critical for accurate absence calculations, as absences from the old and new contracts must be combined.

Tip: You can switch the visibility of new and old contracts at any time using the funnel symbol above the name.

Explore Rota Features

Admin — Tue, 23 Jul 2024 12:43:01 +0000

Shift planning can be a time-consuming and challenging task. It’s important to factor in vacations and holidays to avoid staff shortages while maintaining a clear overview. Sanoplan makes planning much more efficient, transparent, and incredibly easy.

1. Quick start with Sanoplan

Simply sign up using the provided Sanoplan link and add it to your bookmarks or favorites.

Sanoplan provides you with a clear table that displays the start and end of shifts, as well as the days of the week with dates. You can drag and drop employee names into the corresponding shifts. A special feature: You can assign a unique color to each name, which further improves clarity.

Easy navigation allows you to return to previous months and review past plans. Your data is always securely stored and password-protected for maximum security. A handy message box provides additional information about specific icons and their meanings.

2. Vacation and absence planning made easy

By clicking on the airplane icon , you can directly view or edit the vacation or absence plan. Click on the corresponding name and date to add the vacation – or simply drag and drop the entries. This intuitive feature ensures smooth vacation planning.

3. Easily record shift times

You can record working hours by clicking on the clock icon . Select the employee on the right side of the screen, then click BEGIN at the beginning of the shift and END at the end . Break times can also be easily entered.

Time tracking is documented in real time and can be adjusted as needed by the administrator or the user (depending on permissions). This keeps everything transparent and flexible.

4. Reports and notifications

Sanoplan also offers the option to view reports or get support if needed via the question mark icon . Send shift schedules to the responsible persons via email or print the overview directly.

Additionally, an automatic logout after 5–10 minutes of inactivity ensures your data remains secure. If you want to return, you can easily return to the latest status using the link.

5. Intuitive drag & drop operation

Sanoplan works completely without tedious typing – all actions are performed via drag & drop. Text input is only required for specific settings. A pop-up window appears to support you during your first use with helpful tips on the next steps (e.g., requesting help, configuring settings, assigning users to a shift). These tips can be deactivated at any time.

6. Support through artificial intelligence

The integrated AI optimizes your scheduling by identifying which employees are qualified and available for specific tasks. After a learning phase of 1–2 weeks (or longer, depending on requirements), scheduling becomes increasingly precise, requiring minimal manual adjustments. This reduces errors and saves valuable time.

With Sanoplan , shift planning becomes efficient, stress-free, and reliable – try it today!