Hybrid work schedule: Easily organize your team's in-office days

Hybrid work offers valuable flexibility, but coordinating it can quickly become complex. How do you ensure the right colleagues are in the office at the same time for an important meeting? How can you guarantee a minimum office presence without imposing overly restrictive constraints? How do you avoid ending up with empty offices on some days and overcrowded ones on others?

OuiCanPlan was designed to tackle these challenges. Our tool does more than just collect availability. It intelligently surveys each team member about their needs, preferences, and constraints. Then, our AI analyzes all the data to build optimized schedule proposals that maximize collective agreement. You stay in control, but you save a considerable amount of time and ensure better buy-in.

In 3 simple steps

Organizing your team has never been faster. The process is designed to be intuitive for the organizer and ultra-simple for participants.

1. Describe your need in one sentence. You are the organizer. Simply describe your goal, for example: "Define the in-office days for the sales team." Our AI then automatically generates a series of 10 to 15 relevant questions (preferred days, absolute constraints, need to collaborate with specific colleagues, etc.).
2. Share a unique link. Simply send the generated link to your team. Each participant answers the questions in about two minutes, anonymously (anonymity guaranteed for 3 or more participants). No need to create an account, no password to remember: it's direct and frictionless.
3. Receive ranked schedule proposals. Once the responses are collected (you can set a deadline with automatic reminders), our AI calculates and presents several schedule scenarios. Each proposal displays an agreement percentage, details the compromises made, and always respects the "hard" constraints. You can immediately see the best solution for the group.

A concrete example: Organizing the week for the 'Alpha' project team

Imagine you are a project manager and need to organize the in-office presence for your 5-person team for the coming month. The goal is to ensure collaboration while respecting personal constraints.

The team's constraints:

• Alice (Front-end Developer): Has to take care of her children on Wednesdays. Wants to come in at least one day a week.
• Bruno (Back-end Developer): Has recurring medical appointments on Thursday afternoons. Absolutely needs to be in the office with Alice for at least one full day for a work session.
• Claire (UX Designer): Works an 80% schedule and is off on Fridays. Would prefer to be in the office two days a week.
• David (Project Manager): As the organizer, he needs to be in the office at least 3 days a week, including Mondays.
• Émilie (Intern): Needs to be in the office on the same days as her mentor, David. Has classes on Tuesday mornings.

The process with OuiCanPlan:

1. David logs in and writes: "Plan the in-office days for the Alpha project team for the month of June."
2. OuiCanPlan's AI generates targeted questions.
3. David shares the link. The entire team answers in just a few clicks. The anonymity of individual responses is guaranteed. David can track who has responded to send reminders if needed.
4. OuiCanPlan delivers the results: The tool proposes several schedules, ranked by overall satisfaction rate.

The challenges of scheduling are numerous; to explore the topic in more detail, check out our detailed article.

Spreadsheets / Chat vs. OuiCanPlan

Still hesitating to use a dedicated tool? Here's why OuiCanPlan is a game-changer.

With a spreadsheet or chat app:

• Endless email or message threads to get coordinated.
• A fragmented and confusing view of everyone's constraints.
• A manual, time-consuming, and error-prone process.
• The difficulty of finding a real compromise, often leading to an imposed solution.
• Social pressure that can prevent people from expressing their true preferences.

With OuiCanPlan:

• A single link centralizes all information gathering.
• Each participant expresses all their needs in under 2 minutes.
• Anonymity (for 3+ people) encourages transparent and honest answers.
• A powerful AI that calculates schedule proposals and identifies smart compromises.
• Fast, reliable, and visual results that save you time and give you peace of mind.

A tool that adapts to your organization

OuiCanPlan is designed to grow with you, from small projects to managing entire departments.

• Plan for the long term: Our paid plans (starting with the Personal plan) allow you to create recurring routines. Set your weekly or monthly hybrid work schedule once, and you're done.
• Collaborate on organization: Delegate or share management duties. You can add up to 2 co-organizers with the Personal plan, and an unlimited number with the Pro plan.
• Manage larger teams: Our Pro plan allows you to include up to 150 participants in a single plan, giving you the ability to coordinate entire departments.

The results are real, ad-free, and designed to bring you a concrete solution. Discover all our features on our pricing page.

Frequently Asked Questions

Is the anonymity of responses truly guaranteed?

Yes, completely. As soon as 3 people have responded to a plan, the organizer can never see individual answers. They can only see who has participated, which is useful for reminding those who haven't responded yet.

What happens if no perfect agreement is found?

OuiCanPlan's AI never gets stuck. It presents you with the proposals that achieve the highest agreement percentage, clearly indicating what still needs to be decided and what compromises were made to get there.

Do participants need to create an account?

No, not at all. Participants click the link, answer the questions directly in their browser, and that's it. The process is designed to be as smooth and fast as possible for them.

How does deadline management work?

The organizer can set an optional deadline for responses. Automatic reminder emails are then sent 7 days, 3 days, and 24 hours before the deadline to participants who have not yet responded.

Is OuiCanPlan free?

Yes, you can start with our Simple plan, which is free and has no commitment. It allows you to create up to 3 plans per month for up to 10 participants, which is perfect for trying it out or for small teams.