Planner Users
Planner Users are the people who appear on the schedule and can be assigned to shifts. There are two types: internal users who also have access to the main OpsOS interface, and external users who only have access to the worker portal.
Where Planner Users fit
| Area | How Planner Users are used |
|---|---|
| Shifts | Planner users can be assigned to shifts. |
| Worker Profiles | Each planner user has a profile with details, compensation, skills, certifications, hours, and restrictions. |
| Time Off | Workers can request time off and that availability change feeds back into Planner. |
Internal and external users
| Type | Who they are | What they can access |
|---|---|---|
| Internal | Existing OpsOS users who are also schedulable | Both the main OpsOS interface and the worker portal |
| External | Contractors or freelancers added through Planner | The worker portal only — they cannot access the main OpsOS interface |
Internal users can access the worker portal via Planner → External Dashboard in the sidebar.
Add an external planner user
- Go to Planner → Planner Users.
- In Add external planner user, enter the first name, last name, and email address.
- Click Create user.
The user is created in a holding state — they have an account but cannot log in yet.
Activate and invite an external planner user
When you are ready to give the worker access:
- Go to Planner → Planner Users.
- Find the user who has not yet been activated.
- Click Activate & Invite.
The worker receives an email containing a temporary password. When they log in for the first time, they are required to set a new password before they can access the portal.
Pause a worker's portal access
If you need to stop a worker using the portal without deactivating their whole account:
- Go to Settings → Users.
- Open the user's account.
- Click Edit.
- Turn External Portal Access off.
- Click Save Changes.
The worker can no longer open the portal and sees a clear holding page instead. Their OpsOS record, assignments, and history remain in place.
Find a planner user
- Go to Planner → Planner Users.
- Use the search field or the affiliation and invite status filters.
- Click the row to open the user's profile.
Use the worker portal
Workers sign in at their portal URL. Internal users can also access the portal view via Planner → External Dashboard.
The portal dashboard is a grid of cards. Each card links to a section of the portal:
| Card | What it does |
|---|---|
| My Shifts | View upcoming shifts and accept or decline offers |
| After-Shift Reports | Complete any pending post-shift reports |
| Configure Notifications | Set notification preferences |
| Calendar Links | Subscribe to a live shift calendar in an external app |
| My Availability | Block out dates when unavailable |
| My Profile | Update personal details |
| My Skills | View skills and submit self-ratings |
| My Certifications | View certifications and upload proof documents |
| My Working Hours | View working hour settings |
| Change Password | Update the account password |
My Skills and My Certifications only appear if the worker has skills or certifications assigned to them.
Things to know
- External users can only see their own information in the portal — they cannot see other workers' shifts or access any other module.
- Portal access can be disabled separately from the account itself. This is useful when a worker should keep their record but must not log in for a period.
- Profile changes made by a worker in the portal overwrite what was set internally — the latest update always wins regardless of where it was made.
- Workers can block out specific dates as unavailable from the portal. This is full-day only — they cannot specify a time range within a day.
- Proof documents uploaded by workers against a certification need to be reviewed and approved by a scheduler before the certification is considered valid.