Schedule Views

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Overview

Changing your view of the schedule helps you better visualize upcoming shifts. The Scheduler offers three types of views:

  • Time views determine the time period that you’re viewing.
  • Staff views determine whether you’re scheduling shifts based on individual employees or positions.
  • Color views determine whether the schedule is colored based on shift colors or position colors.

You can also change schedule views from your Android device or iPhone or iPad.

Things to know before you begin

  • Month view is available on most paid plans. To see if your plan includes month view, check the Account & Billing page.
  • Positions view is available for non-legacy plans, and does not support month view or printing.

Time views

The Scheduler allows you to view the schedule by week (default), day, or month. Switch between time views using the view dropdown above the schedule. Click Down icon to switch between DayWeek, or Month view.Time view dropdown

When you’re viewing a particular day, week, or month:

  • Click Left arrow button to go back and Right arrow button to go forward.
  • Click  Calendar button  to jump to a specific day.
  • Click Today to return to the current day.

Week view

Click Down icon in the upper-right corner of the Scheduler, then select Week to view and manage the schedule one week at a time.Week view

By default, the week begins on Sunday and ends on Saturday. If you don’t want Sunday as the start day of each week, change the start day of the week.

If you are a manager or the account holder, you can also view your employees’ wages as they are scheduled. Enable the Show Budget Tools checkbox in the View Options menu to the left of the schedule. See Viewing Labor Costs While Scheduling for more information.

Day view

Click Down icon in the upper-right corner of the Scheduler, then select Day to view and manage the schedule one day at a time. From week or month view, you can click the date at the top of the schedule or in the calendar to switch to a specific day.Day view

Day view also helps you evaluate coverage for a single day. A coverage graph is available at the bottom so you can quickly see how many employees you have scheduled during a particular hour of the day.

Month view

Click Down icon in the upper-right corner of the Scheduler, then click Month to view and manage the schedule for an entire month. For more information, see Using Month View.Month view

Staff views

When you’re building the schedule, you can schedule shifts based on employees or positions. If you prefer to think about who you’re scheduling, use employees view. On the other hand, if you prefer to think about the position or job that you’re scheduling, use positions view instead.

Use the View Options menu to the left of the schedule to toggle between Employees view and Positions view.View Options menu

Whether you’re in employees or positions view, you can check the Hide Unscheduled Employees checkbox to hide employees who don’t have shifts scheduled in the week you’re viewing.

Employees view

Use employees view if you prefer to think about schedule coverage based on who is scheduled.Employees view

In employees view:

  • OpenShifts appear on their own row (A).
  • Each employee gets one row (B).
  • Employees’ availability appears in each cell, if they’ve set it up (C).

To schedule a shift for a particular employee, click the day in the row for that employee. For more information about scheduling shifts, see Adding Shifts to the Schedule.

When you’re using employees view, you can change how your employees are sorted in the Scheduler. Click the arrow icon in the upper-left corner of the Scheduler, then select how you’d like to sort your employees:Employee sort options

  • First Name: Sorts employees based on their first name.
  • Last Name: Sorts employees based on their last name.
  • Start Time (Day View): Sorts employees based on the start times of their scheduled shifts.
  • Custom: Sorts employees based on the custom sorting you have set on your Employees page. For more information on custom sorting, see Sorting Employees and Positions.

Positions view

Use positions view if you prefer to think about schedule coverage based on which positions need to be filled.

Positions view is available for non-legacy plans, and does not support month view or printing.

Positions view

In positions view:

  • Each position gets one row (A).
  • OpenShifts appear in the assigned position row with an OpenShift label (B).
  • Regular shifts appear in the assigned position row with a label that indicates the assigned employee (C).
  • Employees’ availability appears when you add or edit a shift.

To schedule a shift for a particular position, click the day in the row for that position. For more information about scheduling shifts, see Adding Shifts to the Schedule.

Color views

You can color the schedule based on the colors assigned to the shifts or the colors of the assigned positions. Use the View Shift Colors By dropdown in the View Options menu to switch between color views:View Options menu

  • To view shifts based on the colors assigned to them, select Shift.
  • To view shifts based on the colors of their assigned positions, select Position.
Updated on September 19, 2018

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