Shifts and shift assignment

Create shifts (fixed, flexible, overnight), assign shifts to employees, quick fill, rotation patterns, approve shift swaps.

For: Shift managers, HR

Shift list

Open Shifts → the Shift list tab. Each shift has a code, start – end time, mid-shift break and working hours.

Create a new shift

1. Click Create shift.
2. Enter the Shift name and Shift code (short, shown on the assignment grid), and a shift group if you like.
3. Choose the type: Fixed hours (fixed in – out) or Flexible (the required hours within a time window; missing hours count as late).
4. Enter the start / end time and the break (if any). A shift that ends after midnight is treated as an overnight shift.
5. Choose a color and the departments it applies to → Create shift.

Shift assignments

The Shift assignments tab is a grid: rows are employees, columns are the days of the period (based on the company's payroll cut-off day).

1. Choose the period with the arrows next to the month; filter by department / search for an employee if needed.
2. Click a cell (employee × day) to pick a shift; at most 4 shifts per day, and shifts must not overlap.
3. Quick fill shift: open the shift panel on the right, pick a shift, then click several consecutive cells to fill them.

A shift cannot be removed from a day that already has attendance data (checked in/out, attendance approved, or an approved time-correction request in effect). If a time-correction request is pending, approve or reject it first; requests that were rejected, cancelled or deactivated (times struck through on the timesheet) do not block removing the shift. Export / Import Excel uses a horizontal sheet (employee × day, cells are shift codes), with a preview before importing.

Rotation patterns

For teams working rotating shifts (e.g. 6 days of shift 1 – 6 days of shift 2 – 2 days off).

1. Rotations tab → Add rotation: set a name, the cycle length, and pick a shift for each day (leave blank = day off).
2. Click Apply to employees on the pattern: choose the employees, the start date, each person's day offset and the date range to generate.
3. Optionally Skip holidays. Days that already have attendance are left untouched.

Work schedule registration

When the company turns on Work schedule registration (Company settings → General), Shifts gains a Registration tab for people with permission to manage schedule registration.

1. Click New registration round: set a name, quickly pick Next week / Next 2 weeks / Next month or choose from date – to date (up to 62 days), pick departments, the deadline (the round closes automatically then) and limits if needed (allowed time windows, hours per window, minimum days, people needed per day).
2. Save and open — employees in those departments get a notification. You can Close / Reopen any round at any time right from the list.
3. Click a round to see the people × days grid. Each day column shows people / needed and an Approve (n) button: it approves all pending registrations for that day and creates the assignments straight away. People who registered as free all day need a shift chosen when approving. Registrations that duplicate an existing assignment are skipped and reported.
4. Click a pending cell to approve it individually, change it to another shift / time, or reject it. Click a day heading to see the headcount by hour. An approved cell (green) shows the assigned shift and time; hover over a cell to see what the employee registered.

Registration is only a preference — managers still assign shifts as usual in Shift assignments.

Work locations

When the company turns on Work locations (Company settings → General), Shifts gains a Locations tab for people who may view locations — for staff who work in several places (home, warehouse, store, site A / B / C…).

1. Locations tab → Add location: enter a code (unique, e.g. WH1), name, type (office / store, warehouse, job site, work from home, other), address and color; a map position + radius is optional — with a position, employees can only check in / out within that radius when working a shift at this location (replacing the company / department position for that shift); leave empty = no limit.
2. Put employees at a location in three ways: - Quick fill: open the Quick fill panel, pick a Location and a shift, then click the cells of employees A, B, C. A cell that already has that shift at another location only gets its location changed. - Single cell: click a cell in the grid, pick the Work location, then choose a shift (or Change location only to keep the shift). - In bulk: the Set location in bulk button (pin icon) — choose the location, a date range and employees; only already assigned shifts are updated, days without a shift are skipped. - In all three, the location list ends with ＋ Add location (for people who may create locations): fill in the code, name… and save — the new location is selected right away, no need to go back to the Locations tab.
3. In the grid, shift bars also show the location code (hover for the full name); the timesheet and the day view show a pin icon next to the shift.
4. A location used in shift assignments cannot be deleted — turn off In use to retire it (past shifts keep the location name).
5. The Shifts by location report (Reports, Attendance group): employees, shifts, planned and actual hours per location plus shift-level details.

Permissions: View locations, Create / edit / delete locations, Assign locations when scheduling (also requires Shift management). Rotations and approved registrations create shifts without a location — set it afterwards as above. Excel: the Work Locations sheet and the Location Code / Name columns in shift assignments (blank = keep, enter - = clear).

Approve shift swaps

Open Shift swaps → filter Pending. Each request shows who swaps with whom, the shifts and the date. Click Approve or Reject.