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.

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

1. Avoid clicking the right button as this will delete all of the employee’s data.
2. Enter the contract change date: In the End column, enter the new contract end date and press Enter.
3. 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.

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Here are the simple steps:

Without logging in you can

a. By clicking on the week arrow in the top left you can go back or forward one week at a time
b. By clicking on the table button in the top right you can view the 4-week plan – in the normal layout or by clicking again on the assignments/absences per employee
c. By double-clicking on a name in the Employee column a color selection window opens in which you can assign a color to an employee to make the name easier to recognize throughout the week
d. By clicking on Print you can print the plan (you have to set the landscape format manually)
e. By clicking on the “airplane” symbol in the top right you can view the vacation and absence plan
– You can browse through the months
– by swiping on a trackpad
– by scrolling with the mouse wheel
– by dragging the navigation bar horizontally

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As a user you can also

a. See which changes affect you.
b. Request vacation yourself by double-clicking on the desired vacation day in the vacation list and then dragging it as far as you want the vacation to last.
c. You can also log in on your mobile and view your shifts. To do so, open your browser and enter the URL https://www.sanoplan.com/sanoplan/mobilelogin.html. Enter the name of your database and your personal password.

As an administrator, you can also

a. Move names with the mouse by clicking on them and moving them to a different shift within the same day. If possible, the system will assign a replacement immediately.
b. Select names from a self-learning list of suitable and available employees. The list is displayed when you hover over a shift.
c. You can also click on a name in the “Employees” column and move them to a shift to solve specific problems.
d. You can drag the name of a sick employee down into the absence area highlighted in blue. The replacement’s name will then be automatically inserted into that shift if a replacement has been defined. If the replacement is also absent, the name of the second replacement is inserted. If the second replacement is also absent, the field remains blank and is highlighted in red as a warning.
e) If someone is assigned to multiple shifts or is scheduled and absent at the same time, the name will be highlighted with a red circle. Either correct this (e.g. in case of illness) or accept that the employee is assigned to multiple shifts by leaving the marking as it is.

As a supervisor, you can

of course also edit holidays and absences

a. Request vacation (red)
b. Approve vacation (green); you can extend or shorten the vacation by dragging.
c. Delete absences
d. Approve overtime withdrawals (turquoise)
e. Plan training (brown)
f. A red dot in the airplane button indicates when employees have requested vacation but it has not yet been approved, requiring your intervention.
g. You can also complete the entire setup here (see below).

As an owner, you can also

Create new databases. To do so, click the gear icon in the top right corner to open the settings. Then go to the user list and click the database icon in the top left corner.

Settings for your roster

a. Log in as a supervisor or owner
b. Click on the settings icon in the top right corner
c. You can select the language on the left
d. Enter your username
i. Delete all names you no longer need by clicking on the red [-] button (the mobile app will then no longer be accessible)
ii. Add new names by clicking on the green [+] button
iii. Enter your name and password and select rights (administrators can change appointments and vacation plans)
iv. Make sure that you have entered AT LEAST one owner, as this is the only way to change the rights
v. Name and password are also required if the employee wants to view the shift schedule on their mobile phone.

Rooms and functions

a. delete all rooms/functions that you do not need by clicking on the red [-] button
b. add new rooms/functions by clicking on the green [+] button
c. enter the room and function. If necessary, select fixed representatives (you can also add representatives later if necessary)
d. You can change the order of the rooms/functions by clicking on the corresponding room with the mouse and then dragging it up or down into the order that you would like to see in the normal planning.

Basic plan

Click on Base Plan on the left, there you can specify whether the plan should repeat weekly or only after 2, 3 or 4 weeks (important for rotating shifts).

In the base plan, you can also specify the shifts (marked with an -x-) in which work should not be carried out (e.g. certain functions on Friday afternoon)

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Training: Vacation Planner – Sanoplan

In this training, you will learn how to easily use the vacation planner – even without a roster or time tracking.

Open vacation planner

Click on the airplane icon at the top of the page to open the vacation and absence planner.

Scrolling in the plan

• To scroll left or right : Drag the horizontal scroll bar or use the mouse wheel when the mouse is over the date range.
• To scroll up or down : Use the mouse wheel when the mouse is over the name area.

Enter or edit absences

• Click on the cell that corresponds to the name and date.
• Select the absence type (e.g., vacation or illness) from the drop-down menu .
• For longer absences: Click and drag from the start to the end date.
• To shorten : Click on a white cell next to the absence and drag back to remove it.

Vacation requests

• Employees mark requested vacation in red .
• The manager changes it to green for approval .

View past absences

Double-click on an employee’s name to see absences for the past 12 months. A small window with different colors will open.

Synchronization with timesheet and duty roster

• All absences are automatically recorded in the duty roster and timesheet.
• Changes to the roster are also displayed in the vacation planner.

Company holidays

It is recommended to define company holidays in the settings , not in the vacation planner (although it is possible).

Advantage: All shifts in the roster are automatically marked with “-x-” – no one has to work on these days.

You will learn here

• Log in and out
• Change user
• For advanced users (warnings, holidays, overtime, user login with password, mobile use, RFID, QR code)

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For advanced learners

Beginners can skip this for now unless you are looking for information on

• Warnings
• Overtime calculation
• Holidays
• Mobile use
• RFID
• QR-Code

Warnings: If a user forgets to enter a start or end time for the day, the missing data will be highlighted in orange the next day for easy identification.

Overtime: Directly next to the recorded times, the program calculates the overtime in all details.

• First, the duration of the time block
• Then the total time of the day
• Then the recorded pause
• The break time is then corrected (if someone has not recorded a break, the legally prescribed times apply, e.g. 30 minutes after 6 hours of work, special night shift counting, etc.).
• Then the resulting working time (total time of the day minus the corrected break)
• Then the overtime of the day (calculated from working time minus the required daily time)
• And the last column counts the total overtime (overtime until yesterday plus overtime from today)

Public holidays are marked orange in the left date column. Half-marked days, such as December 24th or the last days of the year, are counted as half holidays in some countries.

If you need to set additional holidays for your company or country, there are two options:

• You can set this either by double-clicking in the left date column (a small window will open in which you can enter the name of the holiday and whether this day of absence should repeat annually).
• Or you can do it via the settings: Open the settings using the gear icon. There you’ll see the employee list. Click on “Holidays” on the left and you’ll see a page with all known holidays for the next 12 months. If this holiday doesn’t exist in your country, click the red minus sign to delete it.
• You can also set a custom holiday for your region or company by entering it in the top row and don’t forget to click “Annual” if you want to keep it for the next year.
• There is another way to get all the holidays for your region. You can use a standard ICS holiday calendar for your country. You can find several of them online by searching for “Download ical ‘Your Country'”. Download the correct calendar and save it to your hard drive (the German holiday calendar is already loaded by default). Then click the “Select Download” button to tell the system where you saved the calendar. Then click “Import” to import it into sanoplan. Delete unnecessary data using the red minus button as described above. Please check the holiday settings at least once a year, especially if you have entered your own days off.

Settings for mobile use, RFID time recording and QR recording

An employee can track their own working hours if they are granted permission to do so. There are four ways to do this, all of which are configured on the employee page under “Settings.”

1. Time tracking in Sanoplan Desktop: The user requires a password, which they can enter in the same field where their supervisor enters their supervisor password. The supervisor can set the user password in the right-hand password column of the employee table. The password can be freely chosen. After logging in with this password, the regular user can no longer make any changes, but they can use the start and end buttons in time tracking and edit their times from the last few days.
2. Time recording can also be started and stopped on a private mobile phone using the same password.

To use this mode, the user must  open the page https://www.sanoplan.com/sanoplan/mobile.html.

He then has to get his access code (which he receives from his supervisor).

He must then enter his personal password and click on “Login” to display his personal mobile page.

The user should either save this personal page as a bookmark in the browser or, ideally, “save it to the home screen” (accessible via the browser menu). The advantage of “save it to the home screen” is that the user saves an app and no longer has to enter the access code and password. They can then open their time tracking by clicking on the app icon.

On their personal app, the user sees their roster table at the bottom and their time recording at the top. They can use the “Start” and “End” buttons as usual and also edit their last four working hours, provided their supervisor allows this (this is recorded in the settings).

Time recording with RFID:

If you prefer to work with RFID chips, that’s also possible. The most cost-effective way is with a simple RFID reader connected to an Android tablet (DO NOT use “Android Go”) and powered by a USB hub (the hub must be able to simultaneously supply power and process the USB signal).

1. Once you’ve assembled the equipment, log in again as a supervisor and then click the RFID button in the top left corner of the employee settings page. This button will take you to the RFID login page. You should open this link on your tablet (mobile and desktop will also work) with the USB reader connected.
2. If you now hold an invalid RFID chip in front of the reader, an error message will appear informing you of the number of the unknown RFID chip. Enter this number in the employee settings table in the RFID column to the left of the Name column for the user of this chip.
3. After saving the RFID number and updating the RFID login page, hold the chip in front of the RFID reader. The time tracking page opens (as shown above in the mobile phone image), and the user can enter times.

Time recording with QR code:

1. To use the QR code feature, you must first create the QR code. You can do this yourself in the employee settings. Select the employee row and click the QR icon in the first column (QR title). A QR card will appear on the screen.
2. After printing, you can use this card with the sanoplan QR Reader (it does not work with standard QR readers for security reasons).
3. If you want to print all QR cards at once and not just one, do not click in the name bar, but on the printer icon at the top.
4. After printing the QR code, please open https://www.sanoplan.com/sanoplan/qr_scanner.html   on   a PC, tablet, or mobile phone with internet access. You will then be asked to grant access to the camera.
5. Hold the card so that the QR code is in the square on the screen. This should open the time tracking/roster page (as in #2c), allowing you to start or stop tracking.
6. Prevent users from entering data: If the controller wants to grant users access to their data but prohibit them from entering and editing data, they can do so by deactivating the “User time editing” option in the blue area at the bottom of the settings page.

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Basic training

Welcome!
This basic training will guide you through the software step by step.

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1. Get help!

Email support:
Click the envelope icon in the top right corner to submit a support request or suggest improvements. You don’t need to open a separate email program.

Help icons:
Look for question marks (?) on various pages. Click them to see helpful instructions for that page.

Tooltips:
Hover over buttons (e.g., funnel, red minus, or printer icon) without clicking. A brief explanation of the button’s function will appear.

2. Add new employee:

Click the gear icon (⚙️) in the top right corner to open the settings.

• Go to the “Employees” section.
• Enter the following information:
  • Name: Enter a unique name (e.g. Adam or Eve).
  • Days per week: Number of working days (e.g. 5).
  • Weekly hours: Number of working hours (e.g., 38.5). (Numbers only – no text.)
  • (Optional) Vacation days, start date and end date according to contract.
• Click on the green [+] to save the employee.

Note :
When a user’s contract ends, they will be removed from the active list but will remain in the system for three years. You can view previous users by clicking the funnel icon and adjusting the filters.

To correct an error:
Double-click the cell you want to correct, edit it, and press Enter to save.

3. To create a new shift:

Click on “Shift” in the blue menu on the left.

• For example, enter the following data in the empty input fields above:
  • Name: test66 as shift name
  • Start time: 10:00
  • Duration: 7:00 hours
• Leave other fields (group, number) blank
• Click the green [+] to save the shift.
• Create a free text row (for information to colleagues or similar)
  • Add another row with the following information:
  • Name: Free text
  • Start type: zzz (or any text)
  • No.: 1
  • Check the ‘Free text’ checkbox.
  • Leave the rest blank.
  • Save the row with the green [+] button.

Note :
The free text row is used for writing short notes (e.g., “Meeting” or “Special Instructions”).
To write a note, click in the field for the desired day of the week and start typing. The note will be saved automatically.

4. How to use the roster:

After you have closed the settings ([x] button in the top right corner), you will return to the main view of the roster.

You now see:

• Your newly added employees (e.g. Adam and Eve).
• The shifts you created.

To assign a shift:

• Drag and drop an employee’s name onto today’s shift (today is marked with a green dot).

How to report an absence (e.g. sick leave):

• Drag the employee’s name down to the “Absence” row (highlighted in blue).

5. Manage absences in the vacation planner:

Click on the airplane symbol ✈️ in the top center to open the vacation planner.

Find the correct date by scrolling horizontally with the mouse or using the scroll bar.

To change the absence type:

• Click on the yellow cell.
• A drop-down menu will appear. Select a new absence type (e.g., turquoise for “Overtime Withdrawal”).

To set an absence for multiple days:

• Click on the colored cell.
• Hold down the mouse button and drag the mouse pointer over the next few days.
• Release the mouse button – the new absence type will be applied to all selected days.
• If you want to extend an absence such as illness, it works the same way
• If you want to shorten an absence, click in the next white field to the right or left of the absence field. Then drag the white area into the color-highlighted absence up to the day you want to delete.

Back to the roster:

• Click “Exit” in the top right corner to return. The marked absence days will now also be displayed in the blue-highlighted absence area at the bottom of the schedule.

6. Important to know!

If you are logged out of the system (after 5–10 minutes of inactivity), simply log in again using your password.
(The default password is “admin” until you change it.)

That’s it! You’re ready to start.

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Welcome to Sanoplan – your quick guide!

This guide will help you get started with Sanoplan. It’s easy—follow these simple steps and you’ll be up and running in no time!
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Step 1: Log in

• Log in with your email address and password.
• Or use the bookmark link if you have one saved.

Step 2: Open the roster

• Open the roster form.
• Find the small box with the -x- in the top right corner.
• Drag and drop it onto a shift.
• -x- means that the shift was intentionally left empty (e.g. on weekends or holidays).

Step 3: Open Settings

• Click on the gear icon in the top right corner.
• You will now see options for users, shifts, and other settings.

Step 4: Add Shift

• For example, enter “test55” in the first shift column.
• For example, enter “5:30 PM” or a label like “Night” in the “Start Time” column.
• Enter 1 in the Number column (important if multiple people work on this shift).
• Click the green plus sign (+) to save the shift.

Step 5: View list

• Close the settings page.
• You should now see the test users and the names you entered previously.

Notice of inactivity

• If the system is unresponsive, you may have been automatically logged out (after about 10 minutes of inactivity).
• Simply log in again with your password in the top left corner.

Step 6: Plan shifts

Goal: No empty dark gray fields!

• Assign people to shifts.
• To assign a shift:
• Drag a name from the employee list into a gray cell.
• It is not possible to drag to past days (before yesterday).
• You can also drag an -x- into a shift to intentionally leave it empty.

How Sanoplan works

• Everything works via drag & drop.
• No input required – except when setting up new users or shifts.
• A helpful popup guides you through the login process.
• You can disable this popup if you no longer want to see it.

Do you need help?

Use the search box at the top of every page – enter a keyword to quickly find answers.

Use AI functions

Sanoplan’s AI takes about 1-2 weeks to learn your team’s preferences.

Then it can help you assign the best employees to the right shifts!

Contact us anytime

Do you have a question? Click the envelope icon in the top right corner.

You can send us an email directly from the app – without any additional software.

We will get back to you as soon as possible!

That’s it! You’ve taken the first steps.

Explore the app, plan shifts, and don’t worry—you can’t break anything.
But you should definitely do at least the basic training , where you’ll learn the benefits.

Good luck!
Your Sanoplan team

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