Sonnical Documentation

Introduction

Welcome to Sonnical! This comprehensive guide will walk you through everything you need to know to effectively manage your workforce scheduling.

Registration

Getting started with Sonnical is quick and easy. Follow these steps to create your account:

Step 1: Fill Out the Registration Form

Open your web browser, navigate to the registration page, or download the app from your favorite App Store. You will see a form asking for the following information:

• Email Address - Use a professional email you check regularly
• Password - Choose a secure password
• Full Name - Your display name in the system

Step 2: Verify Your Email

We will send you a verification email. Here's what to do:

1. Check your inbox for an email from Sonnical
2. Look for the subject "Verify Your Email"
3. If you don't see it, check your spam folder
4. Click the verification link in the email

Step 3: Sign In for the First Time

Return to the website or mobile app and enter your email and password. You're now logged in and will automatically enter the setup wizard!

Setup Wizard

The setup wizard guides you through configuring your workspace. Each screen covers a different aspect:

Configuring Shifts

Set your shift periods and their default duration:

• Morning - Typically 07:00 to 15:00
• Afternoon - Typically 15:00 to 23:00
• Night - Typically 23:00 to 07:00

The system automatically handles shifts that cross midnight (like 22:00 to 06:00).

Creating Positions

Add all the roles in your organization. Examples:

• Healthcare: Nurse, Doctor, Lab Technician, Receptionist
• Restaurant: Chef, Waiter, Cleaner, Manager
• Retail: Cashier, Stock Clerk, Floor Manager

Calendar Views

The Calendar is the central hub of Sonnical, where all shift planning, assignment, and management takes place.

Available View Modes

Monthly View

Displays a full month grid similar to a traditional calendar. Shows shifts, time off requests at a glance. Perfect for long-term planning and getting an overview of the entire month.

Weekly View

Provides a detailed timeline with hourly breakdown. Shows exactly when shifts start and end, ideal for detailed scheduling and avoiding conflicts.

Key Features

• Color-Coded Days: Today is highlighted in indigo, weekends in orange
• Shift Indicators: Mini bars appear on each day per workplace with a count (+X) if more than 3 shifts exist
• Availability Markers: Green indicators when staff have requested time off
• Navigation Controls: Use arrow buttons to move between months/weeks, or click "Today" to return to current date

Creating Shifts

There are multiple ways to create shifts in Sonnical, depending on your needs.

Manual Shift Creation

1. Click on a day in the calendar to open the shift panel
2. Select the location and workplace
3. Choose the position for this shift
4. Select a user from available employees
5. Set the shift time and duration
6. Click "Save" to create the shift

Quick Assign

For faster assignment, click on an existing shift slot and select from the filtered list of available users. The system automatically filters based on:

• Position matching
• No conflicting shifts
• No approved time-off requests
• Freelancer availability (if applicable)

AI Scheduling

Sonnical includes advanced AI algorithms that automatically assign shifts while respecting rules, availability, and workload balance.

How It Works

Simply select the date range, positions, and workplaces you want to fill, then click "AI ASSIGN" and watch the magic happen! The AI will find the optimal assignment in seconds.

Bulk Event Generation

The Bulk Event Generation feature automatically creates shift assignments for multiple workers using AI algorithms. This feature optimizes shift distribution while complying with all labor restrictions.

Accessing the Feature

Bulk event generation can be accessed two ways:

• From Settings: Navigate to Settings > Generate & Assign Events
• From Tab Menu: Click the generate icon directly from the tab bar

AI Scheduling Models

Sonnical offers three intelligent scheduling strategies, each designed for different needs:

Optimal Model (Recommended)

Uses advanced algorithms to find the best possible balance among all workers.

• Considers multiple simultaneous variables (accumulated hours, preferences, availability)
• Equalizes hours to minimize burnout
• Analysis of coverage by position
• Ideal for medium to large teams (10+ employees)

Rotational Model

Schedules shifts in a manner that ensures everyone has the same opportunities.

• Promotes fairness across all team members
• Ensures nobody gets stuck with only undesirable shifts
• Avoids privileges and improves adaptability
• Convenient for organizations with fixed shift structures

Basic Model

Simple, fast assignment focusing on essential requirements.

• Very fast execution
• Low complexity
• Useful for emergency situations or small teams
• Respects basic constraints but doesn't optimize distribution

Overtime Control

Sonnical automatically tracks hours to ensure compliance with labor laws and prevent burnout.

How It Works

• Automatic Tracking: Cumulative hours are calculated per employee
• Weekly Limits: Default is 40 hours/week (configurable)
• Real-time Warnings: Visual indicators when approaching limits
• Compliance: Follows ILO and EU labor law frameworks

Requesting Time Off

Employees can request various types of absences through the system.

Types of Leave

Request Status

• PENDING - Awaiting approval
• APPROVED - Request accepted
• REFUSED - Request denied

Availability

The availability system helps managers understand when staff can work.

Regular Employees vs Freelancers

• Regular Employees: Assumed available unless they mark unavailability (vacation, sick leave)
• Freelancers: Must explicitly mark when they ARE available to work

Freelancer Mode

The Availability feature is EXCLUSIVELY for freelancers. Unlike regular staff who are assumed available, freelancers must actively mark when they can work.

How It Works

1. Freelancer opens the Availability section
2. Marks specific dates/shifts they can work
3. Admin sees availability when scheduling
4. AI scheduling respects freelancer availability

Clock-In System Overview

The Clock-In system allows employees to record their actual working hours with a simple tap.

Key Features

• Simple tap to clock in/out
• Automatic hour calculations
• Support for multiple shift patterns
• Payroll-ready audit trail
• Real-time status indicators

Shift Patterns

The system automatically detects the type of shift and adjusts clock-in/out requirements accordingly.

Single Shift

One continuous shift during the day (most common). Example: Morning 8:00 AM - 4:00 PM

• Employee clocks IN at start
• Works the full shift
• Clocks OUT at end
• Total hours calculated automatically

Consecutive Shifts

Multiple shifts close together with gaps of 1 hour or less. The system treats these as ONE work period.

Example: Morning (8:00-12:00) + Afternoon (12:30-16:00) = 30-minute gap

• Clock IN once at the beginning of the FIRST shift
• Work through BOTH shifts
• Clock OUT once at the end of the LAST shift

Non-Consecutive Shifts

Separate shifts with larger gaps (more than 1 hour break). Each shift is independent.

Example: Morning (8:00-12:00) then Evening (18:00-22:00) = 6-hour break

• Clock IN for first shift, clock OUT when it ends
• Clock IN again for second shift, clock OUT when it ends

Time Tracking

The clock-in system provides comprehensive time tracking with several safeguards.

Color Status Indicators

Time Windows

• Early Clock-In: Allowed 15 minutes before shift starts
• Late Arrivals: No restriction, but recorded for reporting
• Grace Period: 2 hours after shift ends to clock out

Forgotten Clock-Outs

If an employee forgets to clock out:

• System waits for the 2-hour grace period
• After grace period, shift is marked with a flag
• Admin can manually adjust the clock-out time
• Entry is flagged for payroll verification

Message Types

The Sonnical messaging system enables team members to communicate about shift changes, coverage requests, and schedule adjustments.

Available Message Types

Shift Swaps

Shift swaps allow two employees to exchange their scheduled shifts. Both parties must agree, and admin approval is required.

Creating a Swap Request

1. Navigate to Messages > New Message
2. Under "Swap from", select YOUR shift you want to give
3. Select "Shift Swap" as the Request Type
4. Under "Swap to", select the USER and THEIR shift you want
5. Tap "Send Request"

Swap Process

• Recipient receives notification and can accept or decline
• If accepted, request goes to admin for approval
• Once approved, calendar updates automatically for both users
• Both parties are notified of the final decision

Give Away Shifts

When you need someone to cover your shift, you can either offer it to a specific person or post it publicly.

Direct Give Away

Ideal when you know someone who wants extra hours or has already agreed to cover for you.

1. Navigate to Messages > New Message > Direct Message
2. Select the shift you want to give away
3. Select the specific user to offer the shift to
4. Tap "Send Request"

Post Give Away (Group)

Post your shift publicly so any qualified team member can claim it.

1. Navigate to Messages > New Message
2. Select your shift
3. Choose "Post Give Away"
4. Optionally add a description (max 50 characters)
5. Tap "Post" - the shift becomes visible to ALL matching staff

User Filtering

When you select a shift to give away, Sonnical intelligently filters available users:

• Available: Same position, no existing shift, no time-off, freelancer availability confirmed
• Unavailable: Different position, already scheduled, has approved time-off

User Management

Manage your team members from the Settings menu.

User Roles

Adding Users

1. Go to Settings > Users
2. Click "Add User"
3. Enter email, name, and select position
4. Choose role and assign to locations
5. Click "Create" - user receives invitation email

Locations & Workplaces

Organize your business structure with locations (institutions) and workplaces.

Locations (Institutions)

Top-level organizational units. Examples:

• St. Mary's Hospital
• Downtown Clinic
• Main Restaurant

Workplaces

Specific areas within each location. Examples:

• Emergency Department
• ICU
• Kitchen
• Front Desk

Settings

Configure your Sonnical workspace from the Settings menu.

Available Settings

• Shifts & Duration: Configure shift times and default durations
• Positions: Manage job roles and titles
• Locations: Add or edit institutions
• Workplaces: Manage work areas within locations
• Users: Manage team members
• Subscription: View and manage your plan
• Profile: Update your personal information