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Odoo 19 Planning Gantt view with shifts by employee, roles and open shifts

We run six cafes in Erbil and publish a weekly rota in Odoo 19 Planning. Every week staff call the area supervisor asking to swap shifts or pick up extra hours, and the supervisor edits everything by hand.

Is there a way for employees to handle swaps and claim free shifts on their own, while the supervisor still keeps control over who works where?

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Yes. Planning supports open shifts and switch requests, so most of this can move to employee self-service while managers keep the final view.

  • In Planning > Configuration > Settings, enable the options that allow employees to unassign themselves from shifts and to request switches, and set how close to the shift start this is allowed.
  • Give each employee the right roles on their employee form (Planning roles), so open shifts are offered only to qualified staff.
  • Create shifts without an assignee to make them open shifts, then publish the schedule; eligible employees can claim them from the link in the email or from their portal.
  • When an employee asks to switch a shift, it is flagged for others to take over; colleagues can accept it and the schedule updates automatically.
  • Use the Gantt view grouped by employee or role to monitor changes and spot conflicts.

Start with a two-week pilot in one branch, agree the rules with staff, and then roll the same settings out to the other cafes.

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