Scheduling a Shift

From your

Applies to , ,

Overview

You can add a custom shift or use a shift template to save time.

 

If you need to schedule a shift on the go, you can create shifts from your iPhone or Android phone.

Create a shift

  1. Click Calendar Scheduler at the top of the screen.
  2. Click Add to add a shift.
    • If you’re on day or week view, click Add in the cell that corresponds to the date and person/position that you want to schedule.Add shift in day or week view
    • If you’re on month view, click Add next to the date.Add shift on month view
  3. Choose a shift template or create a custom shift:
    • If you want to add a shift you frequently schedule, click one of your shift templates. If you haven’t added shift templates for shifts that regularly occur, create a shift template.
    • If you want to use a shift template and customize the shift details, click Edit on the right side of the template.
    • If you want to add a one-off shift, click Create Custom Shift.
  4. Set up or modify the shift details. For more information about modifying shift details, go to shift details.
  5. Now that you’re done setting up the shift, it’s time to save it and decide whether you want to notify the employee immediately.
    • If you want to save the shift without publishing and notifying the employee, click Create. The assigned employee won’t be able to see the shift or be notified until you publish the shift individually or publish the schedule.
    • If you want to publish the shift and notify the employee right now, click Create & Publish.

Shift details

If you’re creating a custom shift or need to make adjustments to a shift you’ve added using a shift template, you can modify the shift’s details.

Shift details may vary

The shift details may vary based on your selections.

NameAssign To
Description(Required) Select who will work the shift. To let any qualified employee take this shift, select OpenShift.
  • Employees that are qualified to work the shift are listed under Qualified. Employees that are not qualified are listed under Unqualified.
  • Thumbs up icon means the employee has set preferred hours for this day. Use employees view to see more detailed availability preference information.
  • U/A means the employee has set hours they prefer not to work for this day. Use employees view to see more detailed availability preference information.
  • Over Max means assigning the shift to the employee puts them over their max hours. Max hours is based on the Max Hours / Week set for the employee.
  • OFF means the employee has requested the day off.
NameTime
Description(Required) Set the the start and end time for the shift.
NameUnpaid Break
Description(Optional) Add an unpaid break in minutes. For example, enter 30 for a half-hour break.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

NameEdit (Color)
Description (Optional) Select a color for the shift in the top-right corner of the screen.
NamePosition
Description(Optional) Select the position that needs to be filled.
NameJob Site
Description(Optional) If the shift will take place off site from your normal location, select a job site.
NameShift Notes
Description(Optional) Add notes (up to 350 characters).
NameHow Many¹
Description(Optional) Select how many instances of an OpenShift you’d like to publish.
NameRepeat Shift
Description(Optional) Click to set up a repeating shift.
NameSave As Shift Template
Description(Optional) Click to create a shift template based on this shift.
Name Description
Assign To (Required) Select who will work the shift. To let any qualified employee take this shift, select OpenShift.
  • Employees that are qualified to work the shift are listed under Qualified. Employees that are not qualified are listed under Unqualified.
  • Thumbs up icon means the employee has set preferred hours for this day. Use employees view to see more detailed availability preference information.
  • U/A means the employee has set hours they prefer not to work for this day. Use employees view to see more detailed availability preference information.
  • Over Max means assigning the shift to the employee puts them over their max hours. Max hours is based on the Max Hours / Week set for the employee.
  • OFF means the employee has requested the day off.
Time (Required) Set the the start and end time for the shift.
Unpaid Break (Optional) Add an unpaid break in minutes. For example, enter 30 for a half-hour break.

Note: If using Time Clock & Attendance with Automatically Deduct Scheduled Breaks From Timesheets enabled, an unpaid break in the shift details is required for the break to be automatically deducted from timesheets.

Edit (Color)  (Optional) Select a color for the shift in the top-right corner of the screen.
Position (Optional) Select the position that needs to be filled.
Job Site (Optional) If the shift will take place off site from your normal location, select a job site.
Shift Notes (Optional) Add notes (up to 350 characters).
How Many¹ (Optional) Select how many instances of an OpenShift you’d like to publish.
Repeat Shift (Optional) Click to set up a repeating shift.
Save As Shift Template (Optional) Click to create a shift template based on this shift.

¹Appears only when you’re scheduling an OpenShift.

Updated on March 19, 2019

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