Shift Planning

Shift planning is the core of EVENTRA's workforce management. You can access it via Schichtplanung in the sidebar under "Event planen". This section covers the shift overview table, creating shifts, assigning employees, and managing organizational units.

Shift Overview (Table View)

Navigate to Schichtplanung in the sidebar. The main shifts page shows a data table titled Schichten with all shifts across the selected event.

Table Columns

Column	Description
Status	Shift status badge: Offen (outline), Eingeteilt (secondary), Bestaetigt (default/green), Abgelehnt (destructive/red)
Mitarbeiter	Assigned employee name with profile hover card
Event	Event name
Tätigkeit	Task name, with a green "V" badge for volunteer positions
Beschreibung	Shift description text
Datum & Uhrzeit	Date and time range (e.g., "08:00 - 16:00" with date below)
Moegliche Konflikte	Conflict badges: same-day conflicts, same-event conflicts, rest period (ArbZG) conflicts, minijob limit warnings
Aktionen	Link icon to navigate directly to the shift in the unit detail view

Filters

Click the filter button to reveal filter options:

• Event -- Select a specific event or "Alle Events".
• Tätigkeiten -- Multi-select filter for tasks, with "Alle Tätigkeiten" as default.
• Einheiten -- Hierarchical multi-select for organizational units (only available when a specific event is selected).
• Mitarbeiter-Info -- Filter by employee attributes (jobless, main job, student, favorite, blacklisted).
• Konflikt -- Filter by conflict type: "Schichten am selben Tag", "Schichten im selben Event", "ArbZG Konflikt", "Minijob-Grenze", or "Keine Konflikte".
• Datum -- Date range filter with available event dates.

Status Badges

Below the filters, clickable status badges let you quickly filter by shift status:

• Alle -- Total count of all shifts.
• Offen -- Unassigned shifts (shows count / total).
• Eingeteilt -- Assigned shifts.
• Bestaetigt -- Confirmed shifts.
• Abgelehnt -- Rejected shifts.

Action Buttons

Above the table, two buttons are available:

• Express-Erstellung (with lightning icon) -- Opens the express shift creation dialog.
• Einheiten verwalten (with gear icon) -- Navigates to the unit management page.

Export

Below the table, a shift export button allows you to export filtered shift data.

Creating Shifts -- Express Creation

The express creation dialog lets you create many shifts at once across multiple units and dates.

Opening the Dialog

1. Click Express-Erstellung above the shifts table.
2. A dialog titled Express-Erstellung von Schichten opens with the description: "Erstelle viele Schichten schnell und einfach. Waehle die Tätigkeiten, Einheiten und Daten aus und erstelle die Schichten."

Step 1: Task Groups (Tätigkeitsgruppen)

Each task group defines a set of identical shifts:

Field	Description	Required
Anzahl pro Einheit	Number of shifts per unit (1-100)	Yes
Tätigkeit	Select a task from the dropdown (placeholder: "Auswaehlen")	Yes
Startzeit	Start time in hh:mm format (optional)	No
Endzeit	End time in hh:mm format (optional)	No
Beschreibung	Shift description (placeholder: "Schichtbeschreibung eingeben...")	No

• Click Tätigkeitsgruppe hinzufuegen to add another group.
• Click Entfernen on a group to remove it (only if more than one group exists).

Step 2: Unit Selection

• Einheiten der Schichten waehlen -- A hierarchical multi-select showing all organizational units. Select one or more units where shifts should be created.

Step 3: Date Selection

• A calendar shows available dates. The event date range is highlighted in gray.
• Click Eventzeitraum auswaehlen to select all event dates at once.
• Selected dates appear as badges below the calendar.
• Click Auswahl leeren to clear all selected dates.

Preview and Submit

At the bottom, a preview message shows: "Es werden [X] Schichten in [Y] Einheiten an [Z] Tagen erstellt".

• Click [X] Schichten erstellen to create all shifts.
• Click Abbrechen to close without creating.
• Success message: "[X] Schichten erfolgreich erstellt!"

Unit Detail View (Shift Planning per Unit)

Clicking on a unit in the sidebar or navigating via the shifts table takes you to the unit-specific shift planning view. This view shows shifts for a single unit on a specific date.

Date Navigation

A date carousel at the top lets you navigate between event dates -- with jumps Zur vorherigen Schicht / Zur nächsten Schicht. Next to it you switch between Tagesansicht, 3-Tage-Ansicht and Zeitstrahl; in the timeline Alle Tage anzeigen and Überlappungen hervorheben can be toggled. On narrow screens (portrait tablet, phone) the day view always applies and the employee list moves into a drawer.

Shift Cards

Each task is a group with its shifts as cards in a grid. A card shows slot number, time range, description and the assigned person; Weitere Schicht für task hinzufügen and Tätigkeit hinzufügen create directly in the grid. Via the card menu you put a shift online, edit the task or delete the shift.

Employee Sidebar

The sidebar shows applicants and their application data, sortable by Name (A-Z) or Bewerbungsdatum, with Entfernungsfilter (maximum distance) and Nur verfügbare anzeigen. The Vorschläge section names matching people for the opened shift.

Assigning works two ways:

• Drag & drop -- "Mitarbeiter hierher ziehen" onto a free slot.
• Tap to assign -- tap the person, then the slot ("Name ausgewählt -- jetzt auf einen freien Schichtplatz tippen"). This is how planning works on tablets and phones too.

A warning icon on the slot means "Konflikt oder fehlende Qualifikation -- die Zuweisung ist trotzdem möglich".

View Settings

The gear Ansichtseinstellungen above the grid adjusts the presentation -- per user, stored on the account and identical on every device:

Group	Options
Kartenbreite	Schmal, Mittel (default), Breit, Volle Breite (eine pro Zeile)
Dichte	Normal, Kompakt
Schichtkarten	Platznummern, Besetzungsfortschritt, Aktionen immer sichtbar
Mitarbeiterliste	Entfernung, Teamwunsch, Notizen, Konfliktpersonen

Auf Standard zurücksetzen restores the defaults. To use the full width of the screen, additionally switch on Volle Breite in the user menu -- see User Account.

Managing Units (Einheiten verwalten)

The units page is accessible via Einheiten verwalten in the sidebar under Schichtplanung, or via the button in the shifts table.

What You See

The page is titled Einheiten verwalten with the description: "Verwalten Sie die Organisationsstruktur per Drag & Drop". A badge reading "Drag & Drop aktiviert" confirms the interactive mode.

Unit Tree

Units are displayed as a drag-and-drop sortable tree. You can:

• Reorder units by dragging them up or down.
• Nest units by dragging them onto another unit to create parent-child relationships.
• Rename units via the context menu (three-dot icon): select "Name & Icon bearbeiten".
• Delete units via the context menu: select "Löschen".
• Change icons when editing a unit name, click the icon button to open the icon selector.

Icon Suggestions by AI

While you edit a name, EVENTRA searches for a matching icon in the background ("Passendes Icon wird gesucht …") and suggests it as soon as you stop typing -- from a fixed pool of around 100 icons in categories such as Organisation, Sicherheit & Medizin, Gastronomie, Technik & Versorgung or Logistik. Via Icon wählen you change the choice by hand at any time.

For a whole tree without icons there is the button Icons für n Einheiten vorschlagen at the top: it fills every unit without an icon at once and reports "n Icons zugewiesen." or "Keine passenden Icons gefunden."

Team Lead

Via a unit's context menu choose Teamleitung zuweisen ("Für ‚unit' und alle Untereinheiten"). A team lead sees the team of this unit and its sub-units -- without planning rights: in the crew app they get the Dein Team area with the day's roster and who is already on site. Assigned people appear as a Leitung badge on the unit; clicking the X removes them.

See Supervisor Features.

Users with Partial Access

On the right, the panel Benutzer mit Teilzugriff lists all HR users holding the permission Planung in zugewiesenen Einheiten: "Ziehen Sie Benutzer auf Einheiten um ihnen Berechtigungen zur Planung dieser Einheit (und dessen Untereinheiten) zu gewähren". The unit shows the assignment under Planung ("Darf diese Einheit und ihre Untereinheiten planen"). If the list is empty, grant the permission first under Einstellungen → Berechtigungen.

Sidebar Unit Management

Units can also be managed directly in the sidebar:

1. Expand Schichtplanung by clicking the chevron.
2. Hover over any unit to see the three-dot menu.
3. Select Name & Icon bearbeiten to rename, or Löschen to delete.
4. At the bottom of the unit list, click Einheiten verwalten to open the full management page.

Error Messages