Building the week

Schedules is where you plan who works when.

Read the grid#

• Week or day. Switch between Week and Day. The location switcher in the top bar limits the grid to one location.
• Rows. The week shows a row for each person who has a shift in it. If you may add shifts, everyone else is listed under Not on this week at the bottom.
• View. You build in Employees. Areas and, with two or more locations, Locations group the same week for reading.
• Coverage. The first rows count Staff, Hours and Needed per day, without draft and cancelled shifts.
• Availability. Availability on tints each cell with what the person declared. A chip in a cell marks approved leave.

Add a shift#

1. 1

   Choose what new shifts become

   In the Week view the toolbar has a switch: Published or Draft. A published shift is live at once and the person is told. A draft stays hidden from them until you publish.

2. 2

   Open the form

   Select Add Schedule (in draft mode it reads Add draft). Or select an empty day in a person's row; in the Day view, an hour.

3. 3

   Set the time, then the place, then the person

   Enter the dates and times, then pick Location, then Employee. The list of people is split into Available and Not available, with the reason next to each name. As a manager you are not in the list yourself.

   

4. 4

   Add the details and save

   Role (the shift's area, see Areas), Break Minutes and Notes are optional. On a new shift the break is filled in with the location's default break when one is saved. While Don't deduct break time for short shifts is on in Settings, Scheduling, the break field is locked for a shift shorter than Minimum hours for break deduction there. Select Save (in draft mode, Add draft).

What is checked when you save#

• Time. A shift must end after it starts and can be at most 24 hours long. It may run past midnight. Nobody can add a shift on a day before today.
• Location. A person can only be scheduled at a location they are assigned to.
• Double booking. A shift that overlaps another shift of the same person is refused, drafts included. A shift may start exactly when another ends.
• Approved leave. While the Leave module is on, you are asked whether to schedule the person anyway. An approved day off in lieu asks the same, with the module off too.
• Monthly hours. The same question comes when the shift takes someone past the monthly hours of their employment type.
• Declared availability. While the Availability module is on, a person who said they cannot work then brings up Reason for scheduling anyway. On Starter this only warns and the shift is saved. On Pro the shift can be refused until you type a reason, which is saved in the audit log.

Rest between shifts and days in a row are not checked on a shift added by hand. They are rules of Auto-schedule a week.

Move, edit or cancel#

• Move. Drag a card by its grip to another day or another person. As a manager you cannot move a shift onto yourself, and only an admin can move a shift onto a past day. If a move is refused because the person declared they cannot work then, open the shift and change it in the form, where you can type the reason.
• Edit. In the week view, select a card to open it. Changing a published shift tells the person only when its start, end, person, location or status really changed. A shift on a past day is greyed out and cannot be dragged, but it still opens. Only an admin can change its start to another time on a past day.
• Remove a draft. Open it and select Discard draft.
• Cancel a published shift. It cannot be deleted. Set Status to Cancelled and save. Who is told, and how to bring a cancelled shift back, is in Drafts and publishing.

Availability conflicts#

While the Availability module is on, a line above the grid counts the week's published shifts at times the person has declared they cannot work. Select it to see them. Choose Edit shift (if you may change that shift), or It stands to keep it: that decision is recorded in the audit log. This list is on the web only.

On the phone#

Open More, then Manage Schedule. It opens on today; tap Week for the whole week as a list of days.

• Filter to Unconfirmed shifts, and group the list by People or Areas.
• Tap + on a day, or the round add button, to add a shift. A past day has no +.
• Tap a shift to edit it. Touch and hold it for Duplicate and, on a draft, Discard draft.
• To cancel a published shift, open it and set Status to Cancelled. Shifts on past days and cancelled shifts can be opened here.
• Shifts cannot be dragged on the phone.

Missing a button? See I can't see a button or page someone else has.