Schedule your team

Quick guide
How do I add new team members and shifts?

How do I add a new team member?

  1. Tap on the “+”-button in “Persons”.
  2. Now you can edit name and email address as well as change the image and role.
  3. Confirm your entry with “Apply”.

Video instructions

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How do I add new shifts?

  1. Tap on the “+”-button in “Shifts”.
  2. Now you can edit name, colour, time as well as weekdays and choose an iPad Calendar.
  3. Confirm your entry with “Apply”.

How to transfer the assigned shifts in the Apple or Google Calendar is explained here.

Video instructions

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How do I assign a team member to a shift?
  1. Select the desired person in “Persons”.
  2. Select the desired shift in “Shifts”.
  3. Now select the day in the calendar you want to assign the person.

Now select the day in the calendar you want to assign the person.
If you want to change a persons shift, choose the desired person. You will now see all workdays and assigned shifts of this person. To deselect a day, you just tap again on the day.

Video instructions

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How do I assign a team member to multiple shifts on the same day?
  1. Select the desired person in “Persons”.
  2. Tap on the desired calendar week. Now you see the weekly overview of all assigned shifts.
  3. Select the desired shift in “Shifts”.
  4. Simply drag or tap the person into the desired shift within the weekly overview. In this way multiple shifts can be assigned to a person. These multiple shifts are now presented in multiple colours.

The amount of persons who work together in the same shift appears as a number in the weekly overview.

If you want to change a persons shift, choose the desired person. You will now see all workdays and assigned shifts of this person. To deselect a day, you just tap again on the day.

Video instructions

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How do I manage absences?
  1. Select the desired person in “Persons”.
  2. Select the required absence in “Absences”.
  3. Now select the day in the calendar the person is absent.

If you want to change a person’s absence, select the person. You will now see all the days of absence of this person in the calendar. To deselect an absence day, you just tap again on the day.

Video instructions

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How do I generate a weekly schedule for my team?
  1. Open the desired calendar week. You now see the weekly overview with all planned shifts and team members.
  2. Drag or tap a team member into the desired shift within the weekly overview.

Video instructions

Calendar Week Overview

With the Calendar Week Overview you are able to check the weekly schedules in an instant. Even with “closed” weekly overview you are able to see planned shifts and the shifts that still need to be planned of the calendar weeks of your interest.

With the Calendar Week Overview you can even copy and delete entire weekly schedules.
See here

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How do I copy an already planned shift pattern? How do I copy an already planned calendar week?
I) How to copy an already planned shift

You can duplicate/copy already assigned shifts as follows:

  1. Open the weekly overview by tapping the Calendar Week Overview.
  2. Drag the assigned shift in the weekly overview and drop it into the desired day.

To delete an already planned shift just drag the desired shift of the weekly overview and drop it into the trash can. The shifts of all involved team members are now deleted.

II) How to copy an already planned week

To copy an already planned week

  1. drag a selected Calendar Week Overview
  2. and drop it into the Calendar Week Overview of a calendar week not yet planned (empty).

To delete an already planned calendar week just drag the desired Calendar Week Overview and drop it into the trash can. All shifts of the selected calendar week are now deleted.

Video instructions

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How do I change the data of a team member?
  1. Select the desired team member with a prolonged touch (about 2 seconds) in the left menu bar.
  2. You enter the “Edit”-mode. You can now edit your name, email address, photo and role. Confirm your entry with “Apply”.
  3. Do you want to add a new role?

  4. Tap on “Role”. All predefined roles you can assign to the team member are shown now.
  5. To add a new role tap on the “+”-button.
  6. Name the new role.
  7. Confirm your entry with “Apply”.

Video instructions

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How do I delete shifts or team members?
  1. Drag the desired person/shift from the left side and drop it into the trash can.
  2. If the person is already assigned to several shifts an animation shows how the deletion of this person would affect the shift schedule.
  3. To confirm the deletion tap again on the trash can. Data are now permanently deleted and no longer appear in the statistics.
  4. To cancel the operation, just tap somewhere outside the trash can.

Video instructions

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How do I change the sorting of persons, shifts and absences?

The sort order can be controlled by simply tapping the new sorting symbols.
Persons can be sorted alphabetically or by assigned role. Shifts can be sorted alphabetically or by time of day. Absences can be sorted alphabetically or by relevance.

Sortierung
How many shifts/team members can be added?

Add as many shifts and team members as you want – however the display of persons and shifts is optimized for teams of up to 20 individuals.

Is it possible to enter split shifts?

An explicit split shift that is counted as "one" shift is not yet possible.

You can add another shift with the required time in the left menu bar. However this shift is counted as a separate shift.

How do I use the statistics?

By tapping on “Statistics” you get in the analysis view.
Here you can find detailed information on rendered shifts, vacations and sick days of a desired person. You may specify a period of time over which to run the statistics.

If you want to change to the evaluation of another person just swipe left or right or tap on the points below.

Video instructions

How do I recognize an updated shift schedule, which has not yet been sent?

With Dienstag App, it is possible to receive an indication of a shift already sent. By default, a little mark (“point in a dog-ear”) is set on every “re-planned” day.

If you send or share the “re-planned” day, the little mark disappears. This is an indication for you that the current shift schedule has already been sent/shared.

If you edit a certain day after sending, the little mark appears again.

Video instructions

How do I select week parts?
  1. Settings > Dienstag > Plan (Display).
  2. Use the slider in “Select Week Parts”.

If you restart Dienstag App now, you can select the weekdays at the end of a month without being able to select the weekdays of the new month.

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Share/Send

How do I issue shift schedules in different presentation layouts? How do I get to the Absences Overview?

To change the presentation layout of a shift schedule and to get to the Absences Overview please proceed as follows:

To send the assigned shift schedule/Absences Overview, tap on the “Preview”-symbol in the menu bar below. Depending on the settings the shift schedule or the Absences Overview of the selected period of time is shown as a preview screen.

Please tap on the “Edit”-symbol with a prolonged touch (about 2 seconds).

Now you can choose between 2 different presentation layouts of the shift schedule and an Absences Overview.

How do I send the assigned shift schedule?

By default, the month on focus on the iPad™ screen is going to be sent.

Would you like to select individually the weeks you want to send?

Check mark the desired weeks. Switch to the preview screen. Now only the weeks which are check marked are shown as a preview screen.
Once everything is configured to your satisfaction send or share the shift schedule.

Tip: Do you want to remove all check marks?
With a prolonged touch (about 2 seconds) on any check mark all check marks will be deleted.

  1. To send the configured shift schedule, tap on the „Preview“-symbol in the menu bar below. The shift schedule of the selected period of time is shown as a preview screen.
    1. Send the shift schedule as HTML email:
      Use this function to get to your familiar Apple™ email interface. Now send the schedule to your team members.
    2. Or use the “Share”-button and share the schedule as an image or PDF.

After sending/sharing you will get to the preview screen again. Exit the preview screen by tapping on the “Edit” symbol.

You return to the familiar weekly overview. Make further planning or changes if needed.

Video instructions

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How do I send the shift schedule as a PDF?

To send the shift schedule as a PDF, please proceed as follows:

  1. To send the configured shift schedule tap on the “Preview”-symbol in the menu bar below. The shift schedule of the selected period of time is shown as a preview screen.
  2. Please tap on the “Edit”-symbol with a prolonged touch (about 2 seconds).
  3. Now you can change the delivery from PNG to PDF.

Video instructions

How do I transfer the shift schedule in an Apple™ - or Google Calendar™?
  1. Tap on “Shifts” in the left menu bar. Select the desired shift with a prolonged touch (about 2 seconds).
  2. In the lower area of the opened window you will find the “iPad Calendar”. Select the desired calendar and confirm your entry.

Video instructions

All entries and persons of the selected shift are now transferred to the calendar.

If this option is not available to you, proceed as follows:
Settings > Privacy > Calendar. Select Dienstag App and activate the access to the calendar. The access to your Apple™ - or Google Calendar™ is now allowed.

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How do I transfer the statistics to my payroll office for example?

Tap in “Statistics” on the “Letter”-symbol. You get to the familiar email interface.
You see an evaluation of the required period of time.
This evaluation can now be transferred to your payroll office by email.
Please note that the evaluation shows the rendered shifts and days of absence per employee. A time recording is not yet possible.

Video instructions

Is it possible to adapt and change the shift schedule after it has been sent?

Adapting the shift schedule is possible at any time!
Note: If you edit or change a shift a check mark (“point in a dog-ear”) is set. After sending the check mark will disappear. It reappears if you again edit a shift. You are always up to date to which adaptions have not been sent yet to the employees.

Tips and tricks

How do I add a reference text and deviating service times?
  1. Select the desired calendar week via the Calendar Week Inspector. You now see the weekly overview with all planned shifts.
  2. Select with a prolonged touch (about 2 seconds) the desired shift you want to add a reference text to.
  3. In the now opened window you can post a message and also a deviating service time.
  4. Confirm your entry with “Apply”.

Now in the weekly overview an “i” appears as a symbol for the added reference text and deviation of time.

If you send or share the shift schedules these additional information will be sent too.
Any person who receives the shift schedule will see the information.

Video instructions

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How do I reset Dienstag App to factory setting?
  1. Settings > Dienstag > Advanced.
  2. In “Factory Reset” use the slider next to “Everything” and confirm the reset by entering the number sequence. By restarting Dienstag App all configured data will be deleted. The app will be reset to factory setting.

Video instructions

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How do I use a Gravatar image as persons photo?

To use a Gravatar image, please proceed as follows:

  1. Select with a prolonged touch (about 2 seconds) the desired person in the left menu bar.
  2. You enter the “Edit” mode. Add the email address assigned to the gravatar. The image registered at Gravatar.com should appear now. If not, make sure that the iPad has an internet connection.
  3. Confirm your entry with “Apply”.

What is a gravatar?
http://en.wikipedia.org/wiki/Gravatar

Where do I generate / change my gravatar?
http://gravatar.com/

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How do I activate the touch lock?
  1. Settings > Plan (Display) > Dienstag
  2. Use the slider in “Show Touch Lock”.
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General questions

Is Dienstag App available for iPhone™, Android devices or as a webapp?

Dienstag App has been designed and adapted specifically for the iPad™.
To ensure optimal operability, we first implemented the app “natively” for the Apple iPad™. Additional platform support is in planning stage.

Do my employees need to have an iPad to receive the shift schedule?

For Dienstag App only you need to have an iPad. Your employees are able to receive the shift schedule with PC, Mac, smartphone or tablet.

Is it possible to manage different teams with Dienstag App separately?

With the current version managing different teams separately is not yet possible.

How many employees can be managed with Dienstag App?

Manage as many team members as you want – however the display of persons and shifts is optimized for teams of up to 20 individuals.

Is there a free version of Dienstag App?

Currently there is no free version of Dienstag App.
However it is possible to buy Dienstag App and exchange it within 14 days without giving reasons. Of course, we hope to convince you and appreciate any positive feedback.

How can I backup the data of Dienstag App?

All assigned data is saved automatically if you do a backup via iTunes or iCloud.

Any further questions or feedback?

If you still have questions please don’t hesitate to get in touch with us via email.

What kind of improvements and new features would you like to have? Please let us know! We want to improve Dienstag App according to your needs. We look forward to your feedback.

support@dienstag-app.com

Dienstag – schedule your team

Dienstag App now available at the App Store™ - don’t miss out.
For further information visit our info page or send us an email.

Download on the App Store