How to Manage Resource Scheduling on the Web

Resource Scheduling on the web provides a high-level command center for your organization’s labor and logistics. By centralizing your scheduling, you can ensure the right people, equipment, and materials are assigned to the right projects, while gaining visibility into potential budget overruns or attendance gaps.

Quick Answer

To create a schedule entry on the web:

Log into the Raken web app.
Click Schedule in the left side menu.
Click the orange + Shift button.
Enter the Title, Project, Date, and Times.
Assign Employees, Cost Codes, and Colors.
Click Save (or Save Draft to keep it hidden from the field).

Step-by-Step Instructions

On the Web

Step 1: Navigate to Schedule Log into the Raken web app. Click the Schedule button located on the left-hand navigation menu.

Step 2: Open the New Shift Form Click the orange + Shift button in the top right corner of the page.

Step 3: Define Shift Details

Title & Description: Name the shift and provide specific goals or responsibilities.
Project & Date: Select the project and the day the shift begins.
Times: Define the start and end times.
Repeat: Set the interval to Does not repeat, Weekly, or Monthly.
Color: Assign a color to the shift to distinguish it visually in high-level views.

Step 4: Assign Resources

Cost Codes: Select the codes associated with the work.
Employees: Choose individual employees or groups.
Equipment & Materials: (Optional) Track specific assets or materials required for this shift.

Step 5: Set Notifications and Visibility

Notifications: Toggle this to alert employees via text and email.
Save Draft: Use this to keep the shift invisible to the field until you are ready to publish.
Save: Publishes the shift immediately.

Important: Automated notifications require a current email address or phone number in the worker's Raken profile.

Managing and Viewing Existing Schedules

Editing and Rescheduling

Manual Edit: Click any existing shift to open the details pop-up. Adjust the info and click Save. Choose to apply changes to This event, This and following, or All events.
Drag and Drop: In the Week or Month views, you can click and drag a shift to a different day or a different employee row to instantly reschedule.

View Customization

You can organize your schedule layout by selecting one of the following on the left:

Employees: See shifts assigned to each person.
Project: See all shifts active on a specific jobsite.
Cost Codes: See labor distribution by work type.

Presentation Modes:

Week: Each day is a separate column.
Month: A high-level overview (scroll horizontally to navigate).
List: A vertical row-based format.

Troubleshooting & FAQ

What is the difference between a Draft and a Saved shift? Drafts are only visible to the person who created them. Once you click "Save," the shift becomes visible to the assigned employees and other admins/supervisors.

Can I track if we are over-scheduling our budget? Yes. Use the Labor Hours Report to compare your scheduled hours against the actual hours entered on time cards.

How do I prevent double-booking equipment? By assigning equipment directly to shifts, you can see where assets are allocated across all projects in the Schedule view, helping you identify conflicts.

Technical Specifications

Compatibility: All major web browsers (Chrome, Safari, Edge, Firefox).
Export Format: Data can be viewed in the Labor Hours Report for auditing.
Permissions: Account Administrators and Supervisors (with scheduling permissions).
Notifications: SMS and Email.

Considerations

Labor Hours Report: This is specifically for customers using both Raken Scheduling and Time Cards to identify attendance or production mismatches.
Production Tracking: Assigning equipment and materials to shifts is available for accounts with Production Tracking enabled.
Bulk Editing: Use the "All events" save option to update long-term recurring schedules in a single click.