Change past days
Why days before today can't be changed on the board, what to do when a worked day was different from the plan, and how order changes treat days already worked.
The board plans ahead. Today and every later day can be changed as much as you need. Days before today are there to look at, but you can't add, move or remove anyone on them: "Past days are view-only — the schedule plans ahead; the past is recorded by actuals."
The schedule is the plan; the timesheet is the record of what happened. Payroll and invoicing use the timesheet, so when a past day went differently, you correct the timesheet and leave the plan as it was. That keeps an honest record of what was planned, for disputes and for seeing how well jobs are planned.
Whose today it is
Today is your organization's day, in the timezone set under Settings → Localization, or worked out from its company address. It isn't the day on the computer or phone you're using, so everyone planning your organization sees the same today wherever they are. The board changes day at your organization's midnight, even in a tab you left open overnight. If your browser is in another timezone, the toolbar shows the organization's current time, for example "Chicago · 8:56 pm Tue 6 Oct", and its tip says the days and times follow the organization's timezone. See Set the timezone your days run on.
While that timezone is only a guess from your region (or UTC, with no region either), it can be hours off your crews' own day, so yesterday stays editable too, and the tip says the zone is a guess. Choose your timezone to make the boundary exact, and the past becomes view-only from the start of today.
What past days look like
Past days have no add buttons and don't take drops. You can still select someone to see their shift and its warnings. A role that wasn't filled on a past day shows without alarm colours. Today is highlighted and fully editable until it's over: swap a sick worker at 6 am, or extend a shift that runs long.
When a worked day was different
| What happened | What to do |
|---|---|
| The hours or activities on a timesheet are wrong | Edit the timesheet. Workers can change their own while it's still pending; you can change any in Timesheets. Every change is kept in its history. |
| Someone else worked instead of the person scheduled | The person who worked files an unscheduled timesheet from My Shifts, or you enter one for them in Timesheets. The person scheduled doesn't file. |
| Someone worked a day they weren't scheduled | They file an unscheduled timesheet from My Shifts for that day. |
| Today's plan is wrong | Change it on the board. Today is still editable. |
Timesheets can be filed for any past day, so this works whether you find out the next day or the next week. To review and approve timesheets, see Review timesheets.
For example: Steve was scheduled on Tuesday, didn't show, and Dave covered. Steve files nothing, and his shift stays unfiled. Dave files an unscheduled timesheet for Tuesday, or you enter one for him. Dave is paid, the client is billed for the work Dave did, and the board still shows Steve was booked.
Change an order that has already been worked
You can still change any order's dates, lines, quantities and times. The changes apply from today on, and days already worked keep what was planned for them:
- Removing a line, turning a day off or moving the dates in asks first when it would take people off upcoming shifts, and lists who. Worked days and their timesheets aren't touched.
- A new quantity or time applies from today. Last month still shows the crew size and hours asked for then.
- A new line starts from today.
If you shorten an order's dates, its row stays on the board while it still has shifts outside the new dates, so those bookings don't disappear from view. Deal with them on the board. On past days, shifts keep their role and order even if the line they were on has since been removed.
On the order's Roles & shifts tab, earlier weeks sit behind Show earlier weeks (history) and are marked historical. You can read them but not change them.
Every change to shifts and to a day's plan is recorded with who made it, when, and what the day looked like before.