How to build a shift schedule

The schedule is built per location in Staff → Shift schedule. Every change is a draft at first: employees don't see it until you publish the schedule (see Publishing the schedule).

The schedule grid

At the top, pick a location and a period: a week, two weeks or a month; the Back and Forward arrows move the period, Today returns to the current one. Rows are the employees linked to the location, columns are days. You can search for an employee and filter by position.

• A separate Open shifts row holds shifts without an employee — employees will pick them up in the app.
• If an employee works at another location that day, it shows in their row.
• Vacations, sick leave (and requests awaiting a decision), as well as "can't" and "want to work" from the employee's availability are shown in the cells.
• Below the grid are the day totals: hours, number of people on shift, open shifts and coverage of staffing needs.

How to add a shift

1. Click an empty cell. The New shift window opens.
2. Set the time. Start, End and Break. If the end is earlier than the start, the shift ends the next day (a night shift). The payable hours are shown below the time.
3. Choose the employee and position. You can leave the shift without an employee — then it is an open shift that any suitable employee can pick up. Position on shift comes from the company's list of positions.
4. Add a note. The Note for employee is visible to them in the schedule, for example "goods delivery at 10:00".
5. Save. The shift appears in the grid as a draft.

Templates are faster: turn on the brush with the template you need — clicking an empty cell places a shift from the template right away.

Drag and drop and copying

• Drag a shift to another day or another employee — it moves with the same time.
• Hold Ctrl or Alt while dragging to copy the shift.
• More → Copy period forward copies all the location's shifts for the displayed period to the following periods: set Starting from and How many times in a row (up to 12). Days of approved vacations and sick leave are skipped. You can tick Clear shifts in the target period first. Copies are drafts.
• More → Clear period deletes the period's drafts and marks published shifts for deletion — they disappear for employees after publishing.

2/2, 5/2, 1/3 rotations

More → Rotation (2/2, 5/2…) places shifts for one employee in a cycle:

1. Choose the employee and pattern. Ready patterns 2/2, 5/2, 1/3, 3/3 or Custom — a string of 1s and 0s, where 1 is a working day and 0 a day off (for example, 1,1,1,0,0), a cycle of up to 62 days.
2. Set the dates. From (first working day) and To — no more than a year.
3. Choose the shift. A template or your own start, end and break.
4. Click "Place shifts". Days where the employee already has a shift or an approved absence are skipped.

Auto-fill from staffing needs

More → Auto-fill from staffing needs covers the uncovered hours of the location's staffing needs (set them in Settings). For each gap, a location employee is picked who:

• has a suitable position (main or additional);
• has no vacation, sick leave or absence request that day and is within their hire and termination dates;
• hasn't marked "can't" at that time and has no overlapping shift;
• keeps at least the minimum rest between shifts and doesn't exceed the weekly hour limit.

Among suitable employees, the one with fewer hours that week is chosen; those who marked "want to work" go first. If no one fits and If no suitable employee — create an open shift is ticked, an open shift is created. Breaks in created shifts are 30 minutes for shifts of 6 hours or more and 60 minutes from 10 hours. All shifts are drafts.

Schedule checks

Shifts that break rules are highlighted; hover to see the reason. Checks warn but don't prevent saving:

• overlap with another shift of the employee (including at another location);
• rest between shifts below the minimum;
• shift longer than the maximum;
• weekly hours over the limit — from the employee card or the company rules;
• an absence or absence request that day;
• the employee marked "can't" on that day or hours;
• the shift's position isn't among the employee's positions;
• the date is outside the employment period (before hire or after termination);
• an expired HACCP document (health certificate, training) — if the HACCP module is launched in the company.

Hours, labour cost and budget

Above the grid: hours in the schedule, employees on shift, open shifts, shifts with warnings and the number of unpublished changes. Those with the Sees payroll right also see the labour cost estimate: based on the employee's rate on the shift day (hourly — hours × rate, salary — a share of the monthly norm, per shift — the shift rate). If the location has a weekly budget, the estimate is compared with it.

Printing and Excel

More → Print schedule opens a printable schedule with "Approved" and "Acknowledged" signature lines; periods longer than 14 days print in compact form. More → Download Excel exports the grid with hours.

Frequently asked questions