---
title: "Add and Assign Shifts to the Scheduler"
slug: "add-and-assign-shifts-to-the-scheduler"
description: "Learn how to add shifts to the scheduler, manage employee schedules, and receive alerts for attendance issues efficiently."
tags: ["calendar", "Calendar Management", "Delete Shift", "Employee Scheduling", "employees", "open shifts", "personnel", "Scheduler Setup", "Shift Management", "staff"]
updated: 2026-10-04T15:53:20Z
published: 2026-10-04T15:53:20Z
canonical: "help.workeasysoftware.com/add-and-assign-shifts-to-the-scheduler"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.workeasysoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Add and Assign Shifts to the Scheduler

This article shows how to add shifts to the scheduler. When a shift is published, the system knows when an employee is expected to work and the shift duration. Managers can receive alerts if employees arrive late, leave early, or are absent.

In addition to assigning shifts to specific employees, you can also [create open shifts](/docs/create-and-publish-open-shifts). These are unassigned shifts you can fill later based on availability or coverage needs.

1. In the left navigation, open the module menu. If your company uses **Time and Attendance**, select **Calendar**. If your company uses **Scheduling**, select a calendar.

| ![Time and Attendance menu with Calendar option](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(631).png?sv=2026-02-06&spr=https&st=2026-11-01T16%3A55%3A23Z&se=2026-11-01T17%3A55%3A23Z&sr=c&sp=r&sig=AyDj8HAShV63tEkPMwzbeo2za0d8kOW18XByixiZwzE%3D) | ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image-WMKI8QSD.png?sv=2026-02-06&spr=https&st=2026-11-01T16%3A55%3A23Z&se=2026-11-01T17%3A55%3A23Z&sr=c&sp=r&sig=AyDj8HAShV63tEkPMwzbeo2za0d8kOW18XByixiZwzE%3D) |
| --- | --- |
2. Go to the **Scheduler** tab.
3. Select the applicable pay schedule. Hover over the day in the **Scheduler**, then click the **+** icon. For example, add a shift for December 24. ![Add shift in the scheduler by clicking the plus icon](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-03-2024-07-55-17-1000-PM.png)
4. Configure the shift fields.
  - **Start**: The starting date and time of the shift.
  - **End**: The ending date and time of the shift. This marks when the employee’s work period ends.
  - **Locations, Departments, Positions**: Categorize the shift by your organizational structures. These values are defined in **Global Settings** > **Scheduling** > **Schedule criteria** and tied to a **Schedule plan**.
  - **Is critical**: Marks the shift as high priority for monitoring and staffing.
  - **Est. break (min.)**: The break duration in minutes, used for compliance and planning.
  - **Notes**: Additional details shown in the shift and in related alerts.
  - **Save as shift template**: Saves this configuration for quick reuse by drag and drop.
5. Click **Save**. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image-KWLXUJG3.png?sv=2026-02-06&spr=https&st=2026-11-01T16%3A55%3A23Z&se=2026-11-01T17%3A55%3A23Z&sr=c&sp=r&sig=AyDj8HAShV63tEkPMwzbeo2za0d8kOW18XByixiZwzE%3D)
6. The change is now in draft mode. Draft rows have a gray background. After saving the draft, you can choose **Details**, **Edit**, or **Reset** if needed. ![Draft state with gray background](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-03-2024-08-02-51-0308-PM.png)
7. You can copy shifts across multiple days and employees within the same week. Hold the **Alt** key, then click and hold the left mouse button on the original day. Drag to the destination. A blue background means the change is allowed. Orange means it is not allowed. ![Copy shift interaction by dragging with the Alt key](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/2024-12-03_15-06-50.gif)
8. To edit an individual employee’s shift details, click the pencil icon next to the shift.
9. When finished, click **Publish**. ![Publish changes in the scheduler](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-03-2024-08-32-42-9893-PM.png)
10. Review the changes, then click **Publish** again to confirm. ![Review changes before publishing](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-03-2024-08-33-31-9454-PM.png)

When reviewing, you can select and filter employees. ![Filter employees in the review modal](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-03-2024-08-36-24-0212-PM.png)
11. After publishing, valid rows turn white. If a row remains gray or shows an alert, resolve any issues, such as missing qualifications for the shift.
12. Once published, you can select **Details**, **History**, **Edit**, and **Archive**. ![Post-publish actions available on a shift](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-03-2024-08-43-50-3397-PM.png)
13. Employees receive an email with the shift details after the schedule is published.

### To add or change scheduling criteria

Go to **Global Settings** > **Scheduling** > **Schedule Criteria**. See [Create Schedule Criteria](/main/docs/create-schedule-criteria) for steps.![Schedule criteria in Global Settings](https://7523197.fs1.hubspotusercontent-na1.net/hubfs/7523197/image-png-Dec-03-2024-08-40-38-1105-PM.png)

> If you have questions, please call (888) 783-1493, email [support@workeasysoftware.com](mailto:support@workeasysoftware.com), or [submit a ticket](https://www.workeasysoftware.com/resources/submit-a-ticket).

Related: [Edit or Delete Shifts in the Scheduler](/docs/editing-or-deleting-shifts-in-the-scheduler)

## Related

- [Add Time Off from the Scheduler](/add-time-off-from-the-scheduler-calendar.md)
- [Add Time to My Timesheet as an Employee](/adding-time-to-my-timesheet-as-an-employee.md)