How to Add and Assign Shifts to the Scheduler

This article shows you how to add shifts to the scheduler.The scheduler defines and assigns shifts to employees. Once added, that is, Published, the software knows when an employee is supposed to clock in and the duration of their shift. Managers can receive alerts if employees arrive late, leave early, or are absent.

1. On the Left Nav, click Scheduling, select one of your calendars, then go to the tab Scheduler.
   
2. Select the applicable pay schedule, mouse over the applicable day on the Scheduler, and click the + sign. 
   
   For this example, we need this employee to work on Christmas Eve, December 24.
   

3. Make your selections to configure the schedule as needed.

   1. Start:
      This setting defines the starting date and time of the shift. It indicates when an employee is expected to begin their work period.

   2. End:
      The ending date and time of the shift. This marks when the employee's work period is expected to end their work period.

   3. Locations, Departments, Positions:
      These settings allows you to categorize the shift based on different organizational structures. These categories are selected in the Schedule Criteria and assigned to a Schedule Plan to ensure the shift aligns with specific organizational needs.
      

   4. Is Critical toggle button:
      The shift is identified as important within the workflow. This is particularly useful for prioritizing certain shifts that need attention or specific handling within the scheduling process.

   5. Est. Break (min.):
      This setting specifies the break time (in minutes) allotted during the shift. It helps ensure employees have scheduled rest periods during their work hours, complying with regulations or internal policies.

   6. Notes field:
      Notes provide additional details about the shift, and they are displayed both in the shift's details and in any alerts sent to employees. This feature is useful for conveying important information or instructions relevant to a particular shift.

   7. Save as Shift Template checkbox:
      This option allows you to save a shift as a template, which can later be used to quickly assign similar shifts. The saved shift template can be dragged and dropped into the Scheduler, making it easier to replicate shifts across schedules.

4. Click Save.
   
5. This change is now in draft mode. The draft mode is identifiable by the grayed-out background. Once the schedule draft is saved, you may select Details, Edit, or Reset if necessary.
   
6. You can copy shifts across multiple days and employees within the same week. To do this, hold down the Alt key, then click and hold the left mouse button on the original day you wish to copy. While holding the mouse button, drag the selection to the desired destination.
   
   If the background turns blue, the change is allowed. If it turns orange, the change is not allowed.
   
   
7. You can go back and edit each individual employee's details by clicking the pencil icon. After finishing, click Publish.
   
8. Review the changes and click Publish.
   
   
   When reviewing the changes, you can select and filter employees.
   
   
   
   The area that was grayed out before publishing (Draft) is now solid white (Published), unless there are issues such as the employee not being qualified for this shift change. 
9. Once the schedule is published, you may select Details, History, Edit, and Archive.
   
10. Employees will then receive an email with the shift details.
11. To add/change scheduling criteria, go to Global Settings > Employee Scheduling > Schedule Criteria. 
    

You're done! 🙂👍

Related: How to Edit or Delete Shifts in the Scheduler