• What are Calendars and Shifts?
  • Managing Calendars
  • Importing Calendars
  • Creating Shifts
  • Assigning Calendars and Shifts
  • Validating Plans Using Calendars and Shifts
  • Analysing Performance Using Shifts

What are Calendars and Shifts?

Calendars and shifts are the rails that your tasks run on. They control the days and time that work can and should happen so that user just need to focus on durations and links.

Calendars in Aphex Planner are Project Assets that control the days that work can happen and at their core have a Name, a Base Calendar (i.e. 5, 6 or 7 day) and Exceptions or Non-Working days for things like bank holidays.

Shifts in Aphex Planner control the time that work will happen such that tasks happening in the same location on the same day can happen on one of 3 shifts.

Managing Calendars

Calendars can be managed and created by Project Administrators in the Administration Controls page.

This can be found by navigating to the Project Menu and selecting Administration Controls (Jump To ↦).

From here navigate to the Calendars Tab.

Here you will find a standard set of common calendars created with every new project. Calendars can be added, edited, renamed or deleted and will be available across the project for use.

Did you know? The Project Default calendar is assigned to any new task that is created

Importing Calendars

Most projects have taken the time to setup their calendars in their Master Schedule. Aphex Planner will read and import any calendars that are assigned to activities imported as part of the XML Import. This magic can save some serious time. Check it out!

Creating Shifts

Shifts are hard coded in Aphex Planner. This means they are not Project Assets and cannot be created or managed by Project Administrators.

We do this to keep projects simple. We believe that planning in hours and minutes for most plans over complicates the experience for most users. Aphex Planner has four hard coded shifts which can be used to represent the actual shift patterns that your site users.

  • Day - This is the default shift and is used by the majority of tasks
  • Night - This is the standard second shift adopted by most projects. If your project has two shifts, keep it simple and use day and night
  • Afternoon - This shift is regularly used by projects that have more complex shift patterns. It can be used to represent a backshift or any other shift that doesn't clash with the day or night shifts
  • 24 Hour - This shift can be used to represent any shift that clashes with the other existing shifts.

Assigning Calendars and Shifts

Calendars and Shifts can be assigned to tasks by any user that has edit rights to the tasks. There are two basic ways to assign Calendars and Shifts to a task.

The primary way is to open the Time Drawer and select the Calendar and Shift Columns.

Simply select or type to assign the Calendar or Shift - thats it.

Did you know? Copy and paste works a treat here!

Alternatively, the Calendar or Shift can be assigned to individual tasks via the inspect panel by double clicking a task bar.

Select or type to assign the Calendar or Shift from the Inspect Panel.

Validating Plans Using Calendars and Shifts

There are a number of easy ways to check that your plans are assigned to the right Calendars and Shifts.

Filtering work down to each shift can help identify anomalies.

Scanning the gantt for the working and non-working days can also be an easy way to check that the right calendars are assigned to upcoming work.

Analysing Performance Using Shifts

On site, shifts can sometimes represent different teams or even different types of work that users want to analyse separately to the rest of the project.

Therefore, Aphex Planner allows filtering by Shift in the Analyse page when in Oversee Mode. Learn how to Analyse your project performance.

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