Scheduling

Scheduling is where each branch’s shifts are planned, sent and worked. A manager adds the week’s shifts and sends them to the team. Everyone sees their own shifts on their phone, can ask a colleague to cover one or ask for time off, and clocks in and out. Managers check the hours and export them for payroll. Mihwar doesn’t run payroll — it keeps the hours your payroll works from.

Find your part

• On the crew — your shifts, clocking in and out, asking a colleague to cover a shift, time off, when you can’t work and your hours.
• Managers — building the week, what Mihwar checks, sending the week to the team, copying last week, swaps and time off and hours.
• Head office — every branch, pay per hour and wage cost, shift types, work rules and the clock-in screen and background jobs.
• Everyone — where Scheduling connects, who is told what, who may do what and questions.

Your shifts

Open My shifts to see your week — each day with your shifts, where and when. A shift appears there once your manager has sent it. On a shift, tap I’ll be there so your manager knows you have seen it; you can work a shift without tapping it. Use the arrows for another week — weeks start on Sunday. A shift you cover for a colleague says who for, and a day your organization is closed says Closed. On your branch’s home screen, the My shifts card shows today’s shifts with the clock under them, then your next shifts.

Clocking in and out

You clock in for a shift your manager has sent. Clocking in opens an hour before the shift starts and stays open until it ends; clock in more than five minutes after the start and you are marked late. There are two ways, and your branch decides which it allows:

• On your own phone — open My shifts, or your branch’s home screen, and tap Clock in. During the shift tap Start break and End break; at the end tap Clock out and confirm. If your branch doesn’t allow the phone, the card has no button: it tells you to clock in — and later to clock out — on the clock-in screen at your branch. It says the same where a photo is taken when you clock in.
• On the branch’s clock-in screen — the shared tablet. It lists Today’s team: everyone with a sent shift at that branch today that hasn’t ended yet, in two groups, Clocked in now and Starting soon or late. Tap your name, then type your four-digit PIN. If your branch asks for a photo, take it when the screen asks. Breaks and clocking out work the same way, and the screen goes back to the list by itself.

Your PIN is four digits. Set it yourself in your Security settings, or ask your manager to set it — you are told when they do, and they tell you the digits. A person who hasn’t signed in to the app yet can still clock in at the branch with a PIN their manager sets. Five wrong tries within 15 minutes lock that PIN for 15 minutes, and your managers are told. A manager who sets you a new PIN lifts the lock at once.

• Forgot to clock out? You get a reminder 30 minutes after your shift ends. If you still haven’t clocked out four hours after it ended, Mihwar closes your day at the end of your shift, marks it for your manager to check, and tells you and your managers.
• Marked No-show but you came? You can still clock in. The shift is no longer marked No-show, the minutes you were late are kept, and your managers are told you arrived late.
• No signal? Clocking in, breaks and clocking out need one. If the card says it couldn’t do it, check your connection and tap again.
• Couldn’t clock in at all? Tell your manager. They can add the hours for you, and you are told.

Asking a colleague to cover a shift

1. 1

   Ask

   On the shift in My shifts, tap Ask someone to cover. You can ask for a shift that is sent, hasn’t started and has no request open. Choose Anyone at Olaya who’s free — your own branch’s name will be there — and every free colleague at the branch sees the request; the first to say yes is the one your manager decides on. Or choose one colleague by name. Add a reason if you like.
2. 2

   A colleague says yes

   The colleague finds it under Shifts you can cover in their My shifts and taps I’ll cover it. If you asked them by name they can also tap I can’t. After a yes, their card says the shift is theirs once your manager approves.
3. 3

   Your manager decides

   Until your manager approves, the shift is still yours. You are told at each step. If nobody settles it before the shift starts, the request closes and you stay on the shift.

People who work shifts at your branch come first. Colleagues from your company’s other branches are under Show more colleagues from other branches; you can ask one of them by name, but they don’t see a request meant for anyone free at your branch. Head office and drivers are never offered, and neither are you. Each colleague shows Free then, or the reason they can’t be asked: Works another shift then, On leave then, Has documents to sign first or Said they can’t work then. You can Take back my request until your manager has decided. When your manager approves, the shift is your colleague’s: it shows Covering, and they tap I’ll be there as for any shift.

Asking for time off

1. 1
   On My shifts, tap Ask for time off.
2. 2
   Choose the kind of leave — annual, sick, unpaid, bereavement, Hajj, Umrah, maternity, paternity or other — and the first and last day, and add a note if you like. Time off can’t start before today, except sick leave, which can start up to 30 days back. One request can cover up to a year.
3. 3
   Tap Send to my manager. If you have shifts in those days, the sheet says how many — your manager decides what happens to them.

You are told when it is decided. Your requests are listed under My time off on the same page, and you can Take back one that is still waiting. If your manager approves it and cancels your shifts in those days, you are told how many. If the sheet says nobody is set up to decide it yet, tell your manager yourself.

When you can’t work

On My shifts, tap When I can’t work and add the days — and the times, or all day — you can’t work, with a note if you like. Your manager sees it when planning: a shift on a time you listed is marked Can’t work then, and a colleague asking for cover can’t pick you for a time you listed. It does not stop a manager giving you a shift — it is a warning, not a lock. A manager can also change it for you from your name on the schedule.

Your hours

My hours (the link at the bottom of My shifts) shows what you clocked this week or last week, day by day: when you clocked in and out, your breaks, the total you worked and your late arrivals. Hours your manager added or changed say so, and a day Mihwar closed because nobody clocked out says why. You can’t edit your own hours — a manager corrects them.

Building the week

Open Scheduling. On a phone you see the week as seven day chips and the chosen day’s shifts; on a laptop, a grid of people by days. The arrows move between weeks (weeks start on Sunday) and the branch picker switches branch.

1. 1
   Tap Add a shift — or, on a laptop, the plus beside a person’s name, or an empty day in their row. The person (and the day) you tapped are already chosen.
2. 2
   Choose who works (one person or several), which shift — a shift type, or Own times to set the start, end and break yourself — and which days. Each person shows their hours this week, and whether they are on leave or can’t work then.
3. 3
   Tap the button at the bottom — it counts what you chose, for example Add 6 shifts. They are added as drafts. The sheet shows What was added and, for every shift that wasn’t, why.

• On a laptop, drag a shift type onto a day to add it, or drag a shift to another day or person to move it.
• Tap a shift to change its times, break or note; give it to someone else; move it to another day; cancel it (its person is told if it was sent); delete it if it isn’t sent; mark it No-show once it has started with nobody clocked in; or add hours for someone who couldn’t clock in.
• Tap a name to see that person’s hours this week, their time off and when they can’t work, and to set their clock-in PIN. You can add time off for them there too.
• A strip above the week counts what is waiting for you, who is late and on shift now, and how many shifts are sent or not confirmed yet. “Things to look at” lists where the week breaks a work rule. On the Overview, the Scheduling tile shows who is on shift now; if you build the schedule it also shows who is late now and how many shifts are not sent yet, with a link to the requests waiting for you.
• The More menu holds Copy last week, Print this week, Hours, Swap requests, Time off and Set up a clock-in screen. People who manage Scheduling also see Shift types and Work rules, and head office sees Background jobs.
• Days your organization is closed (set under Admin settings) are marked Closed; you can still add a shift there if someone works anyway. Print this week prints, or saves as PDF, the shifts that have been sent.

What Mihwar checks when you add a shift

Whenever a shift is added, moved, changed, given to someone else, copied or sent, Mihwar checks, in this order, and tells you the first thing in the way:

• The person works at that branch. A driver can’t be given a shift.
• Any documents to sign first that the shift type asks for: the person must have signed the current version in Documents.
• Approved time off on that day.
• Another shift of theirs at the same time, sent or not. This is never allowed.
• Your work rules. A rule set to Stops saving refuses the shift; one set to Warns only lets it through with a warning.

Beside a saved shift Mihwar also warns — it never stops — when the person said they can’t work then, or asked for time off that isn’t decided yet. When you add shifts, these sit under Worth a look.

Not sent yet, and Send to the team

A shift you add is a draft. It says Not sent yet, only people who build the schedule can see it, and nobody is told about it; changing or deleting a draft tells nobody either. When the week looks right, tap Send to the team in the bar at the bottom — it shows how many shifts are not sent yet — and confirm. Mihwar then says how many shifts went and how many people were told.

• Mihwar checks every draft again, because time off, a work rule or the person may have changed since you added it. Drafts that pass are sent. The ones that don’t stay drafts, and the sheet lists them with the reason; if you have the right you can tap Send them anyway (give a reason).
• Each person is told once, for example “Your shifts at Olaya for the week of Oct 11 are ready: 5 shifts”. They are told in the bell and, where they have set it up, on their phone or by e-mail. Sending twice, or two managers sending at once, tells nobody twice.
• From then on, changing or cancelling a sent shift tells its person at once. Training shifts booked from a follow-up are sent at once.

Copying last week

On one branch’s schedule, Copy last week in the More menu makes last week’s shifts again, as drafts, in the week you are looking at — same people, hours, break and note. While every branch is shown, the menu says “Copy last week (choose a branch first)”. It skips cancelled shifts, No-shows and training shifts booked from a follow-up. Every copied shift goes through the same checks as adding one, and the screen says how many were made, how many were already there and which couldn’t be copied, and why. Copying twice makes nothing twice. Nothing is sent until you send the week.

Swaps and time off: your decisions

Both lists are in the More menu — Swap requests and Time off — and the strip above the week links to them when something waits for you.

• Swaps. Under Waiting for you, a colleague has said yes and you decide: Approve or Don’t approve, with a note for the people involved if you like. Approving checks the colleague against your work rules and that they are still free. Waiting for a colleague is nobody’s decision yet. A request nobody settles before the shift starts closes by itself and the person stays on the shift. Decided requests stay listed for 14 days.
• Time off. Under Waiting for you: Approve, Approve and cancel the person’s shifts in those days (they are told how many), or Don’t approve, with a note. Coming up shows approved time off, and Cancel this leave calls off leave that hasn’t ended — the person is told. You can add time off for someone from their name on the schedule; it waits for approval like any other. Decided requests stay listed for 30 days.

Hours: check, add, edit, export

Hours (in the More menu) lists the hours your team clocked, newest day first, for a week and a branch.

• Each set of hours shows who, when they clocked in and out, the break, the time worked and how they clocked in — on the phone, on the clock-in screen, with a photo, added by a manager, or closed automatically. Tags such as Late, Left early (more than 10 minutes before the shift ended), Still clocked in and Changed by a manager help you spot what to look at. View the clock-in photo opens the photo taken at the clock-in screen.
• Needs checking is finished hours nobody has checked yet. Tap Mark as checked when you have looked at them. Edit hours changes the times, break or note; you must say why and the reason is kept. Editing counts as checking.
• A sent shift that has started with nobody clocked in shows as No clock-in. Tap Add hours to record the hours of someone who couldn’t clock in; they are told and see it in My hours.
• People shows each person’s worked and scheduled hours, how often they were late and how many hours are waiting to be checked.
• Export hours downloads a CSV file for payroll. Choose the period — This week, Last week, This month, Last month or Choose dates, up to a year — then tap Download the file. It covers the branch you are looking at on this page, or every branch you see. Tick One row for every clock-in to get a row for each clock-in instead of one row per person. The file has days worked, scheduled and worked hours, break minutes, late arrivals, No-shows, days closed automatically and the hours over the weekly limit; a week counts in the period it ends in, so two exports in a row never count a week twice. Dates are written year-month-day so payroll systems read them, and the file opens in Excel with Arabic names intact. A file of more than 50,000 rows is refused: choose a shorter period or one branch.

Every branch

Head office — people who see every branch — can open the schedule for Every branch or pick one, and do the same on Hours and the export. Adding shifts and copying a week need one branch chosen. When a branch has no manager of its own, head office is the one told about its requests, no-shows and forgotten clock-outs.

Pay per hour and the week’s wage cost

Only head office — people who see every branch and manage Scheduling — sees what people are paid. A branch manager never sees pay per hour, wage cost or the pay columns of the export.

• Set a person’s Pay per hour from their name on the schedule, or from People on the Hours page. Enter the amount and the day it starts; earlier days keep their pay. Amounts are in your organization’s currency.
• The schedule shows Wage cost for the week — Scheduled counts the shifts already sent to the team and Worked the hours people finished. Each hour is priced at the pay in force on its day. People with no pay per hour set are counted, and their hours are left out of the cost until you set it.
• The export has pay per hour and pay for each person.

Shift types, work rules and the clock-in screen

These are set up by people who manage Scheduling. Head office looks after what is for the whole company; a branch manager looks after what is pinned to their own branches and follows head office’s for the rest.

Shift types

A shift type is a usual shift: its name, when it starts and ends, the break, the usual days, a colour and any documents to sign first. A new company starts with Morning and Evening; Add the usual shifts adds them if they are missing. Stop using it hides a shift type from new shifts — shifts already on the schedule keep their times — and a shift type that sent shifts use can’t be deleted.

Work rules

Work rules are the limits Mihwar checks whenever you build the schedule: most hours in a week, least rest between two shifts, most days in a row, a break in a long shift, days with no shifts and the longest shift in Ramadan. Each one Stops saving or Warns only, and applies to the whole company or to one branch. Add the usual rules starts you with 48 hours a week, a 30-minute break in a shift longer than 5 hours and no more than 6 days in a row — all set to warn only. They are common limits, not legal advice: check your country’s labour law. Another rule, Where people clock in, decides whether people may clock in on their own phone, on the clock-in screen with their PIN, or with a photo on the clock-in screen; it always stops, and a branch can allow the same ways as head office or fewer.

The clock-in screen

1. 1
   On the tablet, sign in as someone who builds the schedule at the branch, open the More menu on Scheduling and tap Set up a clock-in screen.
2. 2
   Pick the branch, name the tablet and tap Use this tablet. From then on that tablet is the branch’s clock-in screen — for a year, or until someone stops it.
3. 3
   People tap their name and type their PIN; where the rule asks for a photo, they take one. To stop, open the screen’s Settings and tap Stop using this tablet — a manager of the branch signed in can; otherwise a manager picks their own name and types their PIN.

Only a tablet made the clock-in screen this way takes PIN clock-ins. Any other browser — a phone, a laptop — says it isn’t a clock-in screen and tells people where to clock in instead.

Background jobs

Four jobs run on their own for Scheduling, and head office can see whether they are running under Background jobs (in the More menu):

• No-shows. A sent shift that began 30 minutes ago with nobody clocked in is marked No-show, and the branch’s managers are told. Someone on approved time off that day isn’t marked.
• Forgotten clock-outs. A reminder 30 minutes after the shift ends; four hours after, the day is closed at the end of the shift and marked for checking.
• Shift reminders. An hour before a sent shift starts, the person is told once.
• Swap requests nobody answered. Closed when the shift starts, and the person who asked is told they are still on it.

If a job stops, shifts already sent are safe, but that work isn’t happening — tell Mihwar support.

Where Scheduling connects

• Documents — a shift type can ask for documents to sign first; a shift of that type is given only to people who have signed their current version (Documents).
• Follow-ups — Book retraining on a follow-up books a training shift for the person at that branch (Follow-ups). It is booked for this time tomorrow (rounded up to the full hour), two hours long, and sent at once: it reads “Training — the topic”, the person and the branch’s managers are told, and a work rule never stops it. One training is booked per follow-up. Change its time from the schedule if tomorrow doesn’t suit.
• Checklists and Quality — a checklist’s reminder reaches the people on shift, and Quality checks that open or close with a shift follow the shifts you have sent (Checklists, Quality).
• People who leave — when someone is switched off, their upcoming shifts are cancelled (a shift they have already clocked in to is not), their drafts are deleted, requests to cover are closed, time off they asked for and nobody decided is cancelled, an open clock-in is closed and marked for checking, and their PIN is cleared. When they move off a branch, only the shifts at branches they can no longer work at are cancelled. The branch’s managers are told how many shifts to fill.

Who is told what

• The crew — when the week is sent; an hour before a shift; when a sent shift changes, moves, goes to someone else or is cancelled; a request to cover; the answers to their swap and time-off requests; when their hours were added or changed; when a manager set their PIN; a reminder to clock out and a day closed automatically; training booked for them.
• Managers — a swap that needs their decision; a time-off request; a No-show; someone who arrived late after being marked No-show; a day closed automatically; wrong PIN tries that locked someone; training booked; shifts to fill when a person leaves.

Nobody is told what they did themselves. Alerts reach the bell and, where people have set them up, their phone or e-mail.

Branch managers and owners who build the schedule also get a Scheduling line in the daily summary each morning, for their own branches: yesterday’s No-shows and late arrivals, forgotten clock-outs that were closed automatically, and the sets of hours waiting to be checked. A morning with none of these has no Scheduling line.

Who may do what

• Crew and staff — see their own shifts and confirm them, ask a colleague to cover, ask for time off, say when they can’t work, clock in and out, and see their own hours.
• Supervisors — everything crew can do, plus building the schedule at their branches: adding, changing and sending shifts, copying a week, deciding swaps and time off, checking, adding and exporting hours, setting people’s clock-in PIN and making a tablet the clock-in screen.
• Branch managers — everything above, plus shift types and work rules for their own branches, and saving a shift anyway, with a reason, when a work rule or time off stops it.
• Head office (the owner and admins) — the same across every branch, plus the company-wide shift types and work rules, pay per hour, wage cost and background jobs.

Branch people see only their own branches’ shifts, requests and hours. Your administrator can change who can do what under Roles.

Questions

Why can’t I add this person to a shift?

The message says why: they don’t work at that branch, they have documents to sign first, they are on approved time off, they already have a shift at that time, or a work rule that stops saving would be broken. Documents have to be signed in Documents first; time off and work rules can be set aside, with a reason, by someone who has that right.

I added shifts but my team can’t see them.

They are drafts — Not sent yet. Tap Send to the team.

Why can’t I clock in?

There must be a sent shift for you today, and clocking in opens an hour before it starts. Your branch may allow the clock-in screen only — the card on your phone then has no button and tells you to clock in on the clock-in screen. On the screen, your PIN may not be set yet (it says Set your PIN first), or it may be locked for 15 minutes after five wrong tries; a manager who sets you a new PIN lifts the lock.

Why isn’t my name on the clock-in screen?

The screen lists Today’s team: people with a sent shift at that branch today that hasn’t ended yet, and anyone already clocked in there. A shift your manager hasn’t sent yet doesn’t count, nor does a shift at another branch or on another day. Ask your manager to add and send your shift.

Can one person clock in for another?

On a phone you clock in as yourself, signed in with your own account. On the clock-in screen each person types their own PIN, and the branch can ask for a photo too. Five wrong PIN tries lock that PIN and tell the managers.

I forgot to clock out.

You get a reminder 30 minutes after your shift ends. If you still haven’t clocked out four hours after it ended, Mihwar closes your day at the end of your shift and marks it for your manager to check. If that time is wrong, tell your manager — they can correct it, with a reason.

I’m marked No-show, but I came.

Clock in anyway. The shift stops being No-show, the minutes you were late are kept, and your managers are told you arrived late.

Nobody is free to cover my shift.

Mihwar says nobody at your branch is free. Ask a colleague by name — people from your company’s other branches are under Show more colleagues from other branches — or talk to your manager.

Why can’t I ask for this time off?

Time off can’t start before today (sick leave can start up to 30 days back), it can’t overlap another request of yours that is waiting or approved, and one request can cover a year at most. The sheet tells you which.

Why can’t I approve this?

Someone else decides. You can’t approve a swap you are part of, your own time off or your own hours — ask another manager or head office. If nobody else at the branch or in head office could decide, you can, and Mihwar records that you were the only one who could.

Why can’t I see pay or the wage cost?

Pay is for head office only. A branch manager never sees it; ask head office.

Why can’t I change this shift type or work rule?

One that is for the whole company belongs to head office, so a branch manager can’t change it. A branch manager can add their own shift types and work rules for their branches, and change those.

The hours file is too big.

Mihwar refuses a file of more than 50,000 rows. Choose a shorter period or one branch.

Does Mihwar count how many days of leave a person has left?

No. Time off is asked for and decided; Mihwar doesn’t keep a balance of days left.

Does Mihwar run payroll?

No. Payroll stays in your payroll system. Mihwar records the hours, lets a manager check and correct them with a reason, and exports them.