How to plan personnel rotations and use the calendar

📋 Prerequisites

Before creating rotations, ensure that:

✅ Teams and personnel are already set up.
✅ Work packages exist for linking rotations.
✅ Rotation types are configured in Account Settings → Personnel → Rotation Types.
- Example: Absence, Travel, Vacation, Work Rotation.
- You can add new types (e.g., Sick Leave) with a custom color for clarity.

📅 Accessing the Resource Calendar

Go to Resources → Resource Calendar.
You will see a list of all available people.

➕ Creating a New Rotation

Select a person (click the + on an empty slot).
Choose New Rotation.
- (Note: “New Activity” remains unchanged and works as before.)

⚙️ Configuring a Rotation

Work Package Association

Link rotation to one or multiple work packages.
If multiple are linked and “Use work package date” is selected, the oldest start date is used.

Description

Add context (e.g., “Two weeks offshore, two weeks onshore”).

Pattern Definition

Use blocks to define rotation sequences:

Example	Pattern Setup
Simple cycle	Work → Day Off → Repeat
Offshore	14 days Work → 14 days Off
Complex	Travel → 2 days Work → Gap → 2 days Work → Travel

Options:

By Counting: e.g., 3 days Work, 2 days Travel.
By Periods: set exact date ranges.
Gaps: leave days blank to model weekends or non-working days.

Time Settings

Set as All Day or define custom hours (e.g., 08:00–16:00).

Repetition

Repeat for a number of cycles (with optional gaps).
Or repeat until a specific date.

Rotation Patterns: Understanding Gaps and Intervals

How Gaps Work in Repeating Rotations

When creating a rotation pattern with repeating schedules, there is an important distinction between gaps within the pattern and intervals between repetitions.

Gap Events vs. Repetition Intervals

Gap Events are placeholder events representing non-working periods (e.g., rest days, breaks between shifts) within a single pattern cycle.

Repetition Intervals define the number of additional days between each complete repetition of the entire pattern.

Critical Behavior: Patterns Ending with Gaps

You must specify a repetition interval value when your pattern ends with a gap event.

OR

You could also use the interval input instead of finishing with a gap, if the goal is simply to create spacing between repetitions.

👉 Always click Generate Preview to confirm the pattern.

👥 Assigning to People & Teams

Go to the Assignment tab.
Add multiple people to the same rotation.
Assign roles (e.g., Project Coordinator, Team Lead).
Assign bases, offshore sites, or vessels.
Click Save.

⚡ Conflict Handling

Conflicts occur when new rotations overlap with existing ones.

During Creation
- After hitting “save” the system flags conflicts immediately.
- Options: Move, Resize, Split, Delete.
After Creation
- Conflicts appear in the calendar.
- Right-click the conflicting rotation to resolve.
- After rotation edition step the system drives the user to the conflict resolution
- Options:
  - Split rotation
  - Delete before/after
  - Keep as is
  - Replace with new

🖊️ Editing Rotations

Edit Work Schedule (single event): adjust or delete one day.

Edit Rotation (pattern level):
- Apply edits to all assigned people or only one.
- ⚠️ If you reapply the pattern, any manual edits (e.g., deleted days) will reappear, similar to recurring events in Outlook/Google Calendar.

🗂️ Saving & Reusing Templates

Save any rotation as a Template.
Use templates to quickly apply standard rotation patterns.

⭐ Key Benefits for Customers

Faster creation and replanning of schedules.
Ability to define complex rotation patterns.
Improved conflict resolution.
Increased flexibility with templates.