Scheduling Shifts by Employee

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Applies to , ,

Overview

If you prefer to think about schedule coverage based on who will be working, use employees view to build the schedule.

If you prefer to schedule shifts based on which positions need to be filled, you can add shifts from positions view.

Things to do before you begin

Add a shift using a shift template

Shift templates are easily accessible shifts that you use all the time. To save time, we recommend using shift templates to schedule all regularly occurring shifts.

  1. Go to the Scheduler.
  2. Use the menu in the header of the first column to make sure that you’re using Employees view.Employees and Positions view menu
  3. Click the cell that corresponds to the employee that should work the shift and date when the shift will occur.
    The Assign Shift popup appears and displays shift templates that the employee is qualified for.
  4. Use the shift template that matches the shift you want to schedule.
    Highly Preferred indicates the shift template perfectly matches the employee’s availability preferences. Preferred indicates that the shift template partially matches the employee’s preferences.
    Assign shift modal

    • To add a shift to the schedule without making any changes, click the shift template.
      The shift is added to the schedule in an unpublished state.
    • To modify the shift before adding it to the schedule, click Pencil button at the right side of the template.
      Use this option if you want to modify the time, position, unpaid break, job site, or shift notes.

The shift is not visible to the employee until you publish the schedule and notify employees.

Add a custom shift

Custom shifts allow you to add a unique shift that doesn’t match one of your shift templates.

  1. Go to the Scheduler.
  2. Use the menu in the header of the first column to make sure that you’re using Employees view.Employees and Positions view menu
  3. Click the cell that corresponds to the employee that should work the shift and date when the shift will occur.
    The Assign Shift popup appears.
  4. Click Create Custom Shift.Create Custom Shift button
  5. Set up the shift details.Custom shift settings
    1. In the Time field, enter the start and end times for the shift.
    2. Select the Position that the employee will be working during the shift.
    3. (Optional) Set other options on the shift as needed:
      • If the shift needs to take place off site from your normal place of business, select a Job Site. For more information, see Scheduling Shifts at Job Sites.
      • If the employee should not be paid for a break, add Unpaid Break time in hours. For example, enter .5 for a 30 minute break.
      • If you want to add a color to the shift, click the pencil icon and select a color.
      • If you need to communicate something about the shift to the employee, type your message in Shift Notes.
  6. 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.
Updated on September 18, 2017

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