Skip to content

Getting started

This guide helps you set up Shiftio quickly for your business. Goal: create your areas, define simple shift patterns, add your team, and plan the first week in Shifts.

1. Create areas (departments)

Open Departments and add the areas you actually plan day to day.

Typical examples:

  • Restaurant: Kitchen, Floor, Bar
  • Hotel: Front desk, Housekeeping, Breakfast, Service
  • Catering: Prep, Delivery, Events

Use clear names so you can switch between areas quickly in Shifts using the department dropdown.

More: Department management

2. Prepare shift patterns

In each department, define the recurring shifts. These patterns are the basis for weekly planning.

Examples:

  • Kitchen: 08:00-14:00, 14:00-22:00
  • Floor: 11:00-17:00, 17:00-23:00
  • Housekeeping: 07:00-15:00
  • Front desk: 06:00-14:00, 14:00-22:00, 22:00-06:00

For each pattern, enter how many people you need. That way you can see in Shifts later if someone is still missing.

3. Add team members

Open Team and add your team members.

When creating someone:

  • email is optional — people without an address can still be scheduled
  • pick a role: Admin or Team member
  • assign the right department

After creation: No invite email is sent. If they need to sign in later, the email with a link to set their password goes out only when you Invite them under Team.

For most setups:

  • 1 admin for the business
  • 1 person with management rights per area if kitchen and floor are planned separately
  • everyone else as team members

More: Team management

4. Plan the first week

Open Shifts.

Plan quickly like this:

  1. Pick the right week at the top.
  2. Pick the department, e.g. Floor.
  3. Drag team members from the list on the left into the matching shift patterns.
  4. Check staffing on each pattern (e.g. 2/3): if people are still missing, add more.
  5. Repeat for kitchen, bar, housekeeping, or other areas.

Tip: Use the eye icon at the top of the calendar to hide assigned shifts and see only shift patterns. That makes it easier to spot gaps. Click the same icon to show shifts again.

One-day exception: Need more team members or different times on a specific day (e.g. a larger event)? Create an exception on the shift pattern. The recurring pattern stays the same - only that one day changes: click the pencil icon on the time block → Create exception → adjust time or required headcount.

If a week looks very similar to the last one, you can copy the previous week later and adjust only what changed.

More: Shift plan

5. Check time off before planning

Open Time off before you finalize a new week.

Check especially:

  • open vacation requests
  • sick leave or other absences
  • approved days off in the planning period

Approved time off is respected in Shifts, so you avoid scheduling someone on a day off.

More: Time off & vacation

6. Use it in daily operations

Once the week is planned:

  • team members see their own shifts in Shifts
  • team members can check in and check out for their shifts
  • people with management rights use Reports to see whether planned and actual times match

More:

  1. Create departments
  2. Add shift patterns per department
  3. Add team members and assign departments
  4. Review open time off
  5. Fill the first week in Shifts
  6. Tell the team the schedule is in Shiftio
  7. After the first week, check Reports and adjust patterns if needed

Common setup mistakes

  • No shift patterns: You would have to build every shift manually. Better: create patterns first.
  • Team member in the wrong department: They will not appear where you plan.
  • Time off checked too late: Always review vacation before final planning.
  • Too many departments: Start with a few clear areas. You can split finer later.

Sign-in and account

Login, password, and account settings: