The Roster shows who works when and at which site. Site supervisors plan visits here, move them and record vacation, sickness and other absences. Cleaners see their own plan — on their phone and under Today.
Who can do what
| Role | In the roster |
|---|---|
| Owner/administrator | Plans every site and records absences for everyone |
| Site supervisor | Plans their own sites and records absences for people who work at those sites |
| Cleaner | Sees only their own plan, without editing |
The server checks these permissions on every change, not just the app.
Week and month view
Open Roster in the navigation. Switch the view with Week and Month, and page through with Previous, Today and Next.
- Week: one row per person, one column per day. Each visit shows its time, site and checklist. The Hrs column adds up the planned hours of the visible week; cancelled visits do not count.
- Unassigned: planners additionally see a row for visits without a responsible person in the week view.
- Month: an overview with the number of visits and hours per person and day. Clicking a day opens its week. The month view is for orientation only.
- Filter by site: if you plan several sites, you can limit the view to one site.
Markers in the plan:
- Vacation, Sick and Absent appear as bars across the affected days.
- Uncovered marks visits whose responsible person is absent and for which nobody has accepted a replacement yet.
- Replacement requested shows that a replacement offer is pending.
- Differs from its series marks a single occurrence that was changed compared to its schedule.
Visits without a stored duration count as 60 minutes in the totals.
Plan a visit
- Click Plan visit, or the + in the cell of the person and day you want.
- Choose the Site and Checklist. Only sites you plan and checklists that are not archived are offered.
- Choose the Person, or Unassigned.
- Set the Date, Start and Duration (minutes). The start defaults to the beginning of the site's service window — for today, once the window has opened, to the current time (rounded down to 5 minutes); the duration is between 15 minutes and 24 hours.
- Choose how it should Repeat: Once, Daily, Weekdays (Mon–Fri) or Weekly with a choice of weekdays. For repeating visits you can optionally set Repeat until.
- Click Plan.
Visits can only be planned for today or later. Repeating visits are created as a schedule of the site — see Schedules and recurring shifts.
Checks before saving
Before anything is saved, HansaChat checks the plan. If there is something to look at, Please check opens, and only Save anyway applies the change:
| Notice | Meaning |
|---|---|
| Already planned | The person already has another visit at the same time |
| Absent | The person is absent that day; the visit would be uncovered |
| Not assigned | The person does not work at this site yet; saving adds them to the site as a worker |
| Outside the service window | The start or end lies outside the site's service window |
For repeating visits, the first four weeks are checked.
Move or edit a visit
- On a computer: drag a visit into another cell — to another day, another person, or both.
- On a phone or with the keyboard: tap the visit. In the Edit / move visit dialog, change the person, date, start and duration, then click Save.
The change applies to this one occurrence only; site, checklist and repetition stay the same. To change a whole series, edit the site's schedule. Only planned visits that have not started can be changed, and past days are locked. If a series already has a visit on the target day, HansaChat refuses the move.
Delete a visit
- Open the visit and click Delete.
- For a series, choose Only this visit or This and all following visits.
- Confirm with Delete for good.
Started or completed work is never touched: only planned visits that nobody has started are deleted.
Record absences
Record vacation and sickness as a period — regardless of whether visits are already planned.
- Click Record absence in the roster, or click a name to open the person overview and choose Record absence under Absences.
- Choose the person and the Type: Vacation, Sick or Absent.
- Set From and To (inclusive). A period covers at most one year.
- Optional: a Note. It is visible only to supervisors and the person concerned.
What happens next:
- The person's planned visits in this period become uncovered and appear in Operations under Uncovered. This also applies to visits that a schedule creates later.
- With Request replacement on the visit you offer it to another person. The offer is valid for 24 hours; the person answers under Today with Accept assignment or Decline.
- If an uncovered visit is assigned directly to someone else, it is covered again.
- Withdraw lifts an absence; the affected visits are covered again. Replacements that were already accepted stay in place.
Two absence periods of the same person must not overlap. Absences that a cleaner reported for single visits also appear in the person overview and can only be withdrawn.
What cleaners see
- In the Roster, cleaners see only their own row and their own visits — without editing, dragging or deleting.
- Under Today, My week lists their own visits for the next seven days starting tomorrow, with the planned hours.
- Changes by supervisors show up automatically.
- Anyone who cannot make a visit reports it under Today — see Today and shifts.