Build the shift schedule (Scheduling and Schedule Templates)

Overview#

Scheduling is each store's weekly shift schedule. Shifts sit in a staff × weekday grid, with total hours per day and headcount per position.

Add shifts one at a time, or set up weekday patterns in Schedule Templates and build a whole week with Auto Schedule. Shifts are also what clock-ins are checked against for late arrivals and early departures.

Steps: add shifts one by one#

1. Open Shifts & attendance → Scheduling and pick a store in the store selector on the right.
2. In Week view, move between weeks with the arrows (Previous week / Next week) and This week.
3. Click Add Schedule. Clicking an empty cell in a staff row opens the form with that person and date filled in.
4. Enter Shop, Employee, Schedule Date, Start Time and End Time.
5. Choose a Position. Picking an employee fills in their position.
6. Add Notes if needed and click Save.

To change a shift, click it in Week view to open Schedule Details, then click Edit or Delete.

Steps: generate from templates#

1. In Shifts & attendance → Schedule Templates, click Add Template.
2. Enter a Template Name and Shop, and under Settings tick the weekdays (Mon–Sun) it applies to.
3. Under Shift Configuration, click Add New Shift and enter Shift Name (e.g. Morning), Position, Staff Count and Work Time for each shift.
4. For shifts that should go to specific people, pick them under Suggested Staff, then save.
5. Back in Scheduling, show the week you want, click Auto Schedule and confirm.

How Auto Schedule works#

• Each day uses one active template with that weekday ticked. If several match, the default template wins, then the lowest sort order.
• A template with no weekdays ticked is used on days that have no weekday template.
• It assigns the required number of people whose position matches, from active staff who belong to the store. Suggested Staff go first. If nobody matches the position, other staff are used.
• People on approved leave are skipped that day, and nobody gets more than one shift per day.
• Only members whose role has "Auto Schedule" turned on are assigned. Check it in the Settings → Roles list.
• Template Type (Standard, Holiday, etc.) is only a label. It doesn't detect public holidays.
• Priority, Is Required, Required Skills and Schedule Rules aren't used by Auto Schedule yet. Treat them as internal notes.

On the screen#

• Week: staff grouped by position. Only people with a shift that week are shown.
• Shift colors follow the start time: before 12:00 is Morning, before 17:00 is Afternoon, later is Evening.
• Daily Total: hours per day and headcount per position.
• Total: each person's hours for the week. It changes color above 40 hours.
• List: one row per shift, with view, edit and delete buttons.
• Sync to template: tick it when adding, editing or deleting a shift to add the person to (or remove them from) Suggested Staff of the matching shift (same time and position) in that weekday's template. If no shift matches, one is added to the template.
• Schedule Templates can be shown as Week, Card or List. ★ marks the default template.

FAQ#

• Auto Schedule shows an error: Make sure a store is selected. Weeks that include days before today can't be generated, so move to Next week or later first. It also fails when a day has no active template.
• It created 0 shifts: Check that staff belong to the store and that their role has "Auto Schedule" on.
• Someone is missing from Week view: Week view lists only people with a shift that week. Add one with Add Schedule.
• I can't save: Position can't be empty, and one person can't have two overlapping shifts. The employee list shows staff of the store selected on the right.
• Shifts past midnight (e.g. 18:00–2:00): End time must be after start time, so shifts that cross midnight can't be entered at the moment.
• My shifts changed after approving leave: Approving leave cancels that person's shifts during the leave. → Leave requests and paid leave