Roster at a glance
Plan a week or month by person for a full team view, or by role to check whether each part of the operation is covered.
Publishing gives staff a shared schedule. Later changes can be recorded as call-outs, claims and corrections, so the original plan remains available for comparison.
Plan in the view that answers the question
The board keeps coverage and individual assignments together. Planners can:
- switch between People and Roles;
- filter the roster by workplace or department;
- copy a previous week or apply a shift pattern;
- save named versions of a plan;
- review relative staffing-cost indicators and coverage warnings;
- hold every change in draft until publication.
Warnings inform the planner; they do not make the decision. Once work has started, use Shift correction to record a change without altering the published roster.
Shift swaps stay on the roster
When an employee needs cover before a published shift starts, they can ask a named colleague to take it or propose trading two future shifts.
Vaktos checks eligibility against roles, availability, leave, overlaps and configured work rules. After the colleague accepts, eligible requests at least 48 hours away can be approved automatically; nearer requests go to a planner. Approval reassigns the published shifts.
This is separate from opening a shift on the marketplace for any eligible claimant.
Use assisted scheduling as a first draft
Set the open shift times, then tell Vaktos whether to follow recent patterns, spread weekends, keep particular people on certain shift types or avoid selected assignments. The scheduling model considers recent weeks alongside roles, availability, approved leave and configured work limits.
Accepted assignments are saved as drafts only. Vaktos checks configured assignment constraints before writing them; the planner can edit every result and must publish the roster separately.
Move between staffing and coverage
Some decisions begin with an employee’s week; others begin with a role that must be covered. People and Roles are two views of the same schedule, with week, month and workplace filters available on the board.
- Use one planning surface for weekly and monthly work.
- Copy a proven week when the underlying pattern repeats.
- Apply shift patterns before assigning people.
- Keep drafts private while managers review them.
Publish a schedule people can rely on
Publication makes assigned shifts visible to staff and connects them with the phone clock, shared kiosk and marketplace.
It does not prevent exceptions. Workplace clock-in and colleague cover are still available, while attendance records the work separately from the plan.
Let attendance reflect the actual day
An assigned shift is the usual route into timekeeping. If there is no match, staff can clock in at the workplace or cover a colleague. The roster continues to show the planned assignment while attendance identifies who was present.
Important details
- Assisted scheduling creates an editable draft and never publishes automatically.
- Configured assignment constraints are checked before assisted assignments are saved; other warnings remain guidance for the planner.
- A published shift is the usual clock-in route, while workplace clock-in and cover handle exceptions.
- After work begins, Shift correction records who worked without rewriting the schedule.
Using MarRest? Vaktos can provide the roster while MarRest remains the work-and-rest record. On-duty / resting status from MarRest can guide the planner, but shifts are not blocked automatically. See how the two products work together.
Frequently asked questions
What does publishing a roster do?
Publishing makes the schedule visible to the team and connects assigned shifts to the phone clock. Draft changes remain private until a planner publishes them. Staff can still clock in at a workplace without a matching shift or cover a colleague when the day changes.
Can I schedule by week or month?
Yes. The same board supports week and month views. You can copy an earlier week, apply recurring shift patterns, save named plan versions and publish only when the roster is ready.
How does assisted scheduling work?
You set the shift times and optional planner preferences. Vaktos uses recent schedules, roles, availability, approved leave and work rules to propose assignments. The result is an editable draft: configured assignment constraints are checked before assignments are saved, and nothing is published automatically.