Admin Calendar - Page Guide

Quick navigation guide for the Admin Calendar planning interface

Quick Reference

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How to Reach This Page

Breadcrumb: Dashboard → Admin → Calendar

Step-by-Step:

1. Click the sidebar menu icon (☰) in the top-left corner
2. Expand the Admin section in the navigation sidebar
3. Click Kalender under the Planning group
4. The Admin Calendar page loads showing the current week

Alternative Routes:

• From Daily Planning: Click "Zurück zum Kalender" button
• Direct URL access: Navigate to /admin/planning

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Page Layout

Key Areas

1. Header - Date navigation (week selector), team/office filters, and action buttons (finalize schedule, export)
2. Sidebar (Left) - Team filter, office filter, position filter, and quick action buttons (New Event, Schedule Settings)
3. Events Grid (Top Half) - Vertical columns showing events with their shift chips organized by day
4. Staff Grid (Bottom Half) - Horizontal rows showing employees with their assignments across the week
5. Resizable Divider - Horizontal bar between grids that can be dragged to adjust the view height of each grid

Split-View Design

The page uses a split-view layout with two independent grids:

• Upper grid: Event-centric view (events as columns, shifts as chips inside)
• Lower grid: Employee-centric view (employees as rows, assignments as chips)
• Divider: Drag the horizontal bar to adjust the height ratio

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Available Actions

Quick Reference Table

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Creating an Event

Quick Access: Sidebar → "Neues Event" button

Fields:

• Event name, customer, location
• Date range (start/end)
• Event type and status
• Dress code settings

Result: New event column appears in Events Grid. You can now add shifts by clicking "+" within the column.

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Assigning Employees to Shifts

Method 1 - Drag and Drop:

1. Locate employee row in Staff Grid
2. Drag the employee chip to target shift in Events Grid
3. Drop on shift chip - assignment created

Method 2 - Direct Assignment:

1. Click shift chip in Events Grid
2. Click "Assign Employee" in dialog
3. Select employee from dropdown
4. Confirm assignment

Visual Indicators:

• ✅ Green chip: Assignment confirmed
• ⚠️ Yellow chip: Pending/tentative
• ❌ Red chip: Conflict or issue
• Number badge: Shows current/required count (e.g., "3/5" = 3 assigned, 5 needed)

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Filtering the View

Team Filter (Sidebar):

• Select one or multiple teams
• Events and employees filtered to match
• Clear filter to show all

Office Filter (Sidebar):

• Filter by physical location
• Affects which events and employees appear

Position Filter (Sidebar):

• Show only specific positions (e.g., only Kellner)
• Useful for focused assignment planning

Combined Filters: All filters work together (AND logic). For example, "Team ElbtalTeam + Office Berlin + Position Kellner" shows only Berlin waiters from ElbtalTeam.

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View Modes

Week View (Default)

The default view showing Monday-Sunday for the selected week. Both grids visible with resizable divider.

Navigation:

• Click ◀ / ▶ arrows in header to move between weeks
• Click Today button to jump to current week

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Day Planning View (Kanban Board)

Access: Click any event in Events Grid or use "Daily Planning" button

Features:

• Kanban-style board with swim lanes
• Drag-and-drop assignment interface
• Time-based column layout
• Real-time status updates

Return to Week View: Click "Zurück zum Kalender" button in header

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Special States & Indicators

Empty State

When no events exist for the week:

• Message: "Keine Events in dieser Woche"
• "Neues Event" button highlighted
• Helpful tip shown

Schedule Status

Draft (default):

• Open for editing
• Changes can be made freely
• Not visible to employees yet

Finalized:

• Locked for editing (Admin only can unlock)
• Visible to employees
• Shows finalization date in header

Published:

• Sent to employees via notifications
• Schedule release created
• Green indicator in header

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Related Pages

Prerequisites

• Login - Access the application with Expediter+ role

Related Features

• Event Management - Create and edit event details
• User Management - Manage employee roster and positions
• Availabilities - View employee availability before assigning

Next Steps

• Daily Planning - Switch to detailed day view
• Schedule Release - Publish finalized schedule to employees
• Statistics - View assignment statistics and hours

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Tips & Best Practices

1. Start with Team Filter: Narrow down visible employees before assigning to reduce clutter
2. Use Day Planning for Complex Days: Switch to Kanban view when a single day has many shifts
3. Check Availability First: Review employee availabilities before dragging assignments
4. Finalize Weekly: Finalize each week's schedule by Friday to give employees weekend notice
5. Export Before Finalizing: Download a backup PDF in case changes are needed later

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Common Issues

Drag-and-drop doesn't work:

• Ensure you have Admin or Expediter role
• Check that schedule is not finalized
• Try direct assignment method instead

Employee not showing in Staff Grid:

• Check Team filter matches employee's team
• Check Office filter if locations are restricted
• Verify employee account is active

Can't create shifts:

• Event must be created first (shifts belong to events)
• Check permissions (Admin/Expediter required)
• Verify event date range includes target day

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Last updated: 2026-04-24 | Report an Issue