01 Turn scheduling on
Scheduling is off for every outlet until you turn it on, and while it is off, nothing about how shifts open changes.
- Go to Daily ops → Roster and pick the outlet.If scheduling is switched off for that outlet, the page says so.
- Choose Turn on scheduling.It opens the outlet's settings, where you turn scheduling on and set how many people each shift needs. Those settings belong to the owner, so a manager sees Ask the owner to turn on scheduling for this outlet.
02 Let Octyn draft the week
A draft follows the outlet's rules: how many people each shift needs, weekly offs, rotation and keeping people on the same nozzles.
- Choose Make draft now.If the week already has days planned, Octyn asks before replacing them; days already past are kept, and a published week cannot be drafted over.
- Every Saturday morning Octyn drafts next week by itself, for each outlet with scheduling on, unless someone has already started that week.A draft is never published automatically, so check it, adjust whatever you like, then publish.
- Where the rules cannot all be satisfied, the draft leaves the gap rather than breaking a rule.Warnings shows that shift as short of people.
03 Plan a week by hand
One week at a time, Monday to Sunday, for the outlet you have selected.
- Use the arrows beside the dates to pick the week.
- In By person, choose a day in someone's row.Each row is one attendant and each column one day; Total counts their shifts and nights.
- Choose a shift, tick the nozzles they will work, and choose Save.Choose Weekly off for their day off, or Clear to empty the day again.
- If Octyn refuses an assignment, it explains why.For example On leave that day. or Too soon after a night shift.
- Switch to By shift to see each shift's crew against the number it needs, or By nozzle to see who is on each nozzle.Drag a shift to another day, or a person to another nozzle; Log history lists every change to the week.
04 Check and publish
The week remains a draft until you publish it, and nothing starts from a draft.
- Read Warnings under the roster.It lists shifts short of people and nozzles nobody is assigned to; choose a line to fix it.
- Choose Publish.Octyn asks first, because shifts start from a published week on the day. The badge changes from Draft to Published, and you can still change the week afterwards, with every change logged.
05 On the day: shifts start on the app
With a published roster, each shift starts on the attendant app when the first person logs in, from an hour before it starts.
- Each attendant is put on their planned nozzles when they log in.Someone covering for an absent colleague takes a nozzle nobody has started, and the litres are credited to whoever actually worked the nozzle.
- When they send the shift, it waits under Ready to check on Shifts. Open it, check it and choose Approve and post.The check screen notes anyone who worked other than planned, during leave or on their weekly off.
- Approve a shift started on the app before you open the next shift by hand.Once the next shift is open, the earlier one can no longer be approved, so Open a shift stops and links to the shift waiting on the app.
06 Leave requests
Attendants ask for leave in the attendant app. You can also enter it from the staff record.
- Requests wait under Leave requests at the foot of the roster.The notification for a new request opens this page at that particular request.
- Choose Approve paid, Approve unpaid or Decline.Approving removes the person from their shifts on those days, and the roster shows On leave.
- A half-day request names one day and the first or second half.Approving it keeps them on that day’s shift and the roster shows ½ day leave, so arrange cover for that half. Payroll counts it as half a day: paid costs nothing, unpaid takes half a day off their pay.
Done. Plan the week, clear the warnings and publish it, then approve each shift as it comes in. Open it in Octyn.