Creating a work planning

Not everyone can create a work schedule, generally only the planning department will do it. 

A work schedule is basically made up of tasks, to which you can additionally add separate agenda items. In. this article we will discuss the structure and layout of the work schedule.

To Do's in the work schedule

In other articles you will find more about what a To Do is, how to schedule a To Do and how to assign a To Do.

If you have scheduled a To Do on a date and assigned it to one or more employees, it will automatically appear in the work schedule of this employee. So you don't have to put the task in there manually anymore.

All tasks of an employee that are scheduled on the same day will appear under each other. In the third paragraph of this article you can read more about changing the order of tasks.

If you click on a To Do in the calendar, you will immediately see all the information about it. This is the same overview you would get from the To Do tile.

From here you can also update a To Do or add / view comments. You do not have to go back to the To Do overview first. 

We always recommend to work with 2 screens on which you have SIMA open on both; on screen 1 the To Do overview is open (Tip: do this in map view, so you can immediately see which To Do's are close to each other!), on the other the work schedule. This way you can easily see which employee still has space and when, and you can easily schedule the To Do's.

Other agenda items in the work schedule

Besides To Do items, you can also place general calendar items in the work schedule. These are separate from the To Do's and therefore separate from things that need to be done at locations. Always create a To Do for this so it is logged properly!

By separate agenda items we mean for example; meetings, gatherings, chore schedule etc, so more internal items.

You create a separate agenda item by clicking on the black plus sign at the top right of the schedule. A new screen will open.

In the field you will see the following screens:

• Frequent: here you can choose whether you want to repeat the calendar item, and if so how often. When you click on the field with frequent, a dropdown menu opens. From here you can choose if and how often you want the item to be repeated.
• Start date: indicate when the calendar item should appear in the calendar for the first time. Have you chosen to have the calendar item repeat? Then an end date box will also appear; this is the last time the item will be repeated. Don't enter anything here? Then it will repeat infinitely
• Name: this is the description you will see in the calendar, for example 'weekly meeting'.
• Users: here you indicate to which user this item should appear in the calendar. These people will also receive a notification in their e-mail and will see the item in their SIMA schedule.

The item then looks like this in the planning (meeting).

Shifting items in the work schedule

After you have incorporated the To Do items into the work schedule, you can also move the calendar items around in the correct order. The most logical order is to put down at the top of an employee's work schedule, the tasks they need to complete first that day. Then the employee can work his schedule down. So always make sure that this has a logical order so that they can go blind on this.

You see here the mobile view of a schedule, but of course you can also perform this action on desktop. You'll see arrows here next to all the employee Demo tasks on Oct. 6. If you press an up/down arrow, the item moves to the right place. So you can place items in the correct (logical) order.