The Scheduling module lets you plan variable working hours for your entire organization or selected employees and teams. You can create schedules for specific employees and, optionally, assign the functions they perform during a particular shift. As long as the schedule remains a draft, employees cannot see it. It becomes the official work schedule only after you publish it.

Scheduling module uses employee data and your organizational structure already available in Calamari. This means you can plan schedules using your existing teams and employees without creating a separate employee list specifically for scheduling.

If you also use other Calamari modules, Scheduling works with them automatically:

If you want to define not only who is working, but also what function they perform during a particular shift, you can first configure the available functions.

Go to:

Configuration → Functions

Add the functions used in your organization, for example:

A function doesn't have to match an employee’s permanent job position.

You can use functions to specify what an employee is responsible for during a particular part of their schedule.

For example, Anna can work:

Go to the Scheduling module.

Start by selecting the period you want to schedule.

You can plan a schedule for any date range you need, for example:

You can also narrow the view down to a specific team or group of employees.

This means one team can work a variable schedule while other teams continue using their standard work plans.

For the selected day, add the hours during which the employee is expected to work.

For each shift, you can specify:

For example:

John Smith
Monday
​8:00 AM–4:00 PM
Function: Warehouse

The schedule can vary day to day and doesn't have to follow a recurring weekly pattern.

For example:

While preparing a schedule, you work on its draft version.

Changes saved as a draft aren't visible to employees yet, and employees don't receive notifications about them.

While the schedule is still a draft, you can:

This allows you to prepare the complete schedule first and publish it only when it is ready.

Once the schedule is ready, you can publish it.

You can publish the entire prepared schedule or only a selected part.

Publishing is an important step because only a published schedule:

Each employee receives information only about their own schedule.

After publishing, employees can see their current schedule in Calamari.

Currently, employees can view schedules in the web application. Mobile support is planned for the future. If you use the Time & Attendance module, published schedule hours also become the employee’s planned working time in attendance records.

This means you do not need to enter the same working hours again in the standard work plan section.

You can also change a schedule after publication. For example, you may need to make an update when:

You can update the schedule and publish the new information again.

Employees affected by the change are automatically notified, so you do not need to communicate schedule changes separately by email or chat.

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For example:

Imagine that you are preparing a schedule for a café.

Each day, you need:

First, configure the functions under:

Configuration → Functions

Add:

Next, open Scheduling and prepare the schedule for the following week. While planning, assign specific employees to shifts and functions. If an employee already has approved time off, you will see their absence while preparing the schedule.

Once the whole week is ready, review staffing in the functions view and publish the schedule.

From that moment:

A standard work plan works best when an employee follows a regular, recurring schedule, for example:

Monday – Friday, 9:00 AM–5:00 PM

Scheduling is designed primarily for employees whose working hours change over time, for example:

Different working models can coexist within the same organization.

Some employees may continue using a fixed standard work plan, while others can work according to a variable schedule created in Work Scheduling.

Creating and managing a work schedule can be summarized in a few steps:

By connecting Scheduling with other Calamari modules, you can use one schedule as the source of information about when an employee is expected to work, when they are absent, and what working time to record.