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Dayplanning | General

In Robaws the dayplanning is the place where you plan who works where and when. Every assignment is a planning item: with a time, the employees, the equipment and the project or order they work for. Your employees see their planning items in Wappy, and from a planning item you create the work order. The dayplanning module is included in the Go and Pro licences. You switch it on per user via the user role.

Navigate quickly to:

the overview of the dayplanning and the waiting room
creating a new planning item
the planning file and its fields
the various tabs
the action buttons
from planning to work order

You can find answers to frequently asked questions in the dayplanning FAQ.

Overview screen

You can adjust the overview of the dayplanning via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them, for example a tab per team. Via the overview screen you can make bulk changes to several planning items at once, or create a work order in bulk.

Views

The dayplanning has two views:

Table: your planning items as a list, as in the other modules. Here you can sort and filter.
Calendar: your planning items on a timeline. This is the view in which you plan.

The calendar

At the top of the calendar you choose how you view the planning:

Layout: per Employee, Project, Equipment, Planning resource or, if you work with execution phases, Executionphases. You choose which one the calendar opens with by default in the settings.
Period: for example Day, Week or Month. You decide yourself which periods are in that list in the settings.
Templates: the template Robaws uses when you create a new planning item in the calendar. If you only have one template, you don't see this button.
Via the eye icon you switch Show empty lines (also employees, equipment, ... without a planning) and Show absences on or off.

Planning items without an employee, equipment or planning resource are on the To be assigned line. If you fill in the Planning group field for your employees, equipment or projects, the calendar groups the lines per group. See Dividing your dayplanning into categories and groups.

Colours and borders

The colour of a planning item comes from its planning type. If the item has no planning type, it gets the colour of its time-off category.
Leave periods and public holidays colour the background of the day.
An orange border points to a conflict, a red border to a past item without a work order. See What the red and orange borders of a planning item mean.

Planning by dragging

In the calendar you drag a planning item to another time or another line: the item then moves along with it. If you drag the edge of an item, you make it longer or shorter. If you hold down Shift while you drag, then:

you copy the planning item, if you drag it to another time on the same line. The copy also takes the files and tasks along.
you extend the planning item, if you drag it to another employee, other equipment or another planning resource. No new item is created then, but an extra resource on the same item.

If you subsequently change a planning item that is assigned to several employees and/or equipment, that change applies to all of them.

Waiting room

At the bottom of the calendar is the waiting room: all planning items that do not have a start and end date yet. You schedule them by dragging them to the calendar, or via Add or drag in the Add column. More explanation in Waiting room: where do I put jobs that don't have a date yet?

Creating a new planning item

You start a new planning item in three ways:

in the calendar: click on a spot or select a time slot. Robaws creates the item immediately with the template from the Templates button, at the time and on the line where you clicked. In the week and month view, the item gets the start and end time from the settings.
from the overview of the dayplanning, via the Add (+) action button. The item then ends up in the waiting room without a date.
from a project, order, employee, equipment or installation: via the Planning tab or via the plus sign next to 'Dayplanning' in the Overview block. In that case too, the item ends up in the waiting room without a date.

In every case you start from a template. You create them via Settings > Dayplanning > Templates. If you only have one template, Robaws skips that choice.

If you create the planning item from a project, Robaws takes over the customer, the endcustomer, the contact, the customer reference, the company and the site address of the project. From an order, Robaws also takes over:

the title of the order as the title of the planning item;
the project and the installations of the order, with the address of the order (or the site address if the order has no address);
the lines of the order in the Items tab, if Copy line items to planning item is switched on in the order settings;
the Status after scheduling from the order settings, for the order.

Robaws also takes over the extra fields you created in the same way for projects or orders and the dayplanning.

The planning file

The planning file consists of the blocks Planning, Address, Overview, Forms and Recurring planning item. Below them you find the tabs.

Planning

Field	Explanation
Title	What has to be carried out? The title goes to Wappy and onto the work order.
Start and End	When the work starts and ends. If you leave them empty, the item is in the waiting room.
Project	The project you are planning for. If you choose a project, Robaws takes over the customer, the endcustomer, the contacts, the customer reference and the company of the project.
Order	(visible if you have access to the orders) The order you are planning for. If you choose an order, Robaws also takes over the title, the project and the installations of the order.
Customer	The customer where the work takes place. Only choose a customer if there is no project or order.
Contact	The contact at the customer. Your employee also sees them in Wappy.
Endcustomer and Endcustomer contact	(visible if Endcustomer is switched on in the general settings) The end customer and their contact.
Customer reference	The reference of the customer.
Company	(visible if you have several companies) For which of your companies the work is done.
Employees	The employees who carry out the work.
Equipment	The equipment they need.
Installations	The installations that are being worked on.
Planning resource	A fixed team of employees and equipment. If you choose a planning resource, Robaws replaces the employees and the equipment with the members of that team.
Executionphase and Executionphase detail	(visible if you work with execution phases) Which phase the site is in, with an extra explanation.
Time & Materials	Tick this if the work is carried out on a time and materials basis. That goes along to the work order.
Planning type	The category of the item. It determines the colour in the calendar.
Time-off category	If the item concerns an absence, such as illness or leave, choose the category here.
Hour Type	(visible if you work with hour types) If you choose an hour type, Robaws fills in the accompanying time-off category.

You can restrict the choice lists of projects, employees, equipment and installations to certain statuses, via the settings.

Address

The address of the work. Type (part of) an address or a company name in the Enter a location field, and Robaws completes it via Google Maps. If you choose a project, order or customer while the address is still empty, Robaws takes over its address. If there is already an address, you choose yourself whether you want to take it over.

Tip: your employee sees the address in Wappy and can navigate straight to it. Is the spot not quite right? Then drag the marker on the map: the exact coordinates then go along to Wappy.

Overview

Here you see the work orders and the maintenance linked to this planning item. Click the plus sign next to 'Work orders' to create a work order right away.

Forms

(visible if Forms is switched on in the general settings) Link one or more forms to the planning item, for example a checklist for a maintenance. Your employee fills them in via Wappy.

Recurring planning item

(visible as soon as the start and the end are filled in) Does an assignment have to come back regularly, for example a maintenance every six months? Then you make the planning item recurring. On every item Robaws creates this way, Main item refers to the original planning item.

Extra fields

As with all modules in Robaws, you can also create extra fields of your choice on the planning item via the settings. Your employee sees them in Wappy.

Tabs

Items

The items needed for the assignment. They go along to Wappy and to the work order. You add them manually, or you load them via Load project material or Load supply order lines (if a project is linked) and via Load order lines (if an order is linked).

Detail

More explanation about the assignment for your employee. The detail appears in Wappy, after the information from the Dayplanning information tab of the linked project and order.

Remarks

Internal remarks on this planning item. They do not go along to Wappy.

Documents

The files that belong to this assignment. In Wappy your employee also sees the released files of the linked project and order.

Tasks

As in all modules, you can also create a task from the planning item.

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the planning items on the left on which you want to perform the action.

Action button	Explanation
Add	Create a new planning item without a date. It ends up in the waiting room.
Pdf	(only for Belgian companies) A pdf with the site notifications and the attendance registration (CheckInAtWork) of the projects in the overview, with the NSSO number of the site and the legal details of the scheduled employees.
Calendarpdf	A pdf of the calendar, for the period you choose.
Print	Print the calendar as you see it on your screen.
E-mail	Mail the planning of a period you choose, with an email template from the settings.
Excel	Export the dayplanning to Excel.
Employee locations	(visible if you work with track and trace) View the last known location of your employees. More explanation in Can I see the live location of my employees?
Conflicts	(visible as soon as there are conflicts) View which employees and which equipment are double-booked at the same moment.
Delete, Archive, Lock	See the explanation in the table below.

On the planning file

At the top of the planning file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

Action button	Explanation
Default documents	Draw up a default document from the planning item.
E-mail	Send an email from the planning item, for example to confirm the appointment to the customer, with an email template.
Show in dayplanning	Open the calendar on the day of this planning item.
Move to waiting room	Empty the start and the end. The planning item goes back to the waiting room.
Import from GeoDynamics	(visible if you use the post-calculation of the GeoDynamics integration) Retrieve the data from GeoDynamics.
Delete	The planning item disappears from the overviews. More explanation in Archiving and deleting.
Archive	The planning item disappears from the overviews, but stays linked to the work orders. More explanation in Archiving and deleting.
Lock	The planning item can no longer be changed. More explanation in Locking documents.
Audit log	(visible for administrators) The history of retrieving and saving the planning item.

Don't see Delete, Archive, Lock or Move to waiting room? Then your user role does not have the right to edit or delete planning items. Archived and deleted planning items can be found again via the advanced filters in the overview.

From planning to work order

Your employees see their planning items in Wappy: the title, the time, the address, the customer and the contact, the equipment and the installations, the items, the detail, the forms, the extra fields and the files. The remarks do not go along.

After the work you create the work order: your employee does that in Wappy, or you do it in Robaws via the plus sign next to 'Work orders' in the Overview block of the planning item. For several planning items at once you use the bulk action in the table view.

Robaws then takes over the title, the start date, the address, the project, the order, the customer, the installations, the items, the Time & Materials tick box and the extra fields. If take hours to work order is switched on in the settings, every employee also gets an hour line with the planned hours.

Updated on: 16/10/2026

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