Shift plan¶

In Shifts you plan who works when: assign staff, use shift patterns, and set exceptions for individual days when needed.

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Overview¶

In Shifts you find:

• Calendar in week view (Monday through Sunday)
• Drag-and-drop to assign staff
• Shift patterns as recurring time blocks
• Exceptions for single days (e.g. events)
• Department dropdown - one department at a time

Using the calendar¶

Change week: Arrows left/right of the date; Today jumps to the current week.

Pick a department: Dropdown at the top. Administrators see all departments; managers only their own.

Shift patterns¶

What are shift patterns?¶

Recurring templates with:

• Weekday
• Time (start/end)
• Required headcount

You create patterns in Department management. They appear in Shifts as highlighted time blocks with time and staffing (e.g. 2/3).

Exceptions for a single day¶

Need more staff or different times on one day (e.g. a larger event)?

1. Click the pencil icon in the top-right corner of the shift pattern time block (visible to managers and administrators only)
2. In the dialog, create or edit an exception
3. Adjust time or required headcount
4. Save

The pattern stays unchanged - only that one day differs.

Note: If an assigned shift covers the pencil icon, the dialog will not open. Hide shifts briefly with the eye icon, then click the pencil.

Overlapping patterns on the same day¶

When two patterns overlap in time (e.g. 10:00–18:00 and 12:00–19:00), the calendar shows them side by side in separate columns. When assigning via drag-and-drop, the column you drop into matters - not just the time.

Assign staff¶

1. Open the staff list on the left
2. Click and drag a person into the calendar
3. Drop on a shift pattern or empty area

On a pattern: Shift with pattern duration and assigned employee.

On empty space: New shift with the dragged duration.

Move or resize a shift¶

• Drag the shift to change time
• Drag the bottom edge for longer/shorter

Only managers and administrators can edit shifts. Employees can only view their shifts.

Delete a shift¶

1. Double-click the shift
2. Click X
3. Confirm

Copy last week¶

1. Copy icon at the top of the calendar
2. Choose options (shifts / exceptions)
3. Copy

Shifts from the previous week are copied into the current week (same weekday). Duplicates are skipped. Assignments are skipped when someone has approved time off.

Hide shifts (eye icon)¶

Use the eye icon at the top to hide assigned shifts and see only shift patterns. Handy for spotting gaps quickly. Click again to show shifts.

What you see in the calendar¶

• Shifts with the employee name
• Check-in/out: → 08:15 / ← 17:30 - see Check-in and check-out
• Pattern staffing: e.g. 2/3 (filled/required)

Conflicts¶

Shiftio blocks:

• Double booking - the same person scheduled twice at the same time
• Scheduling on approved time off - no shift on days off

You get a message when something does not fit.

Tips¶

1. Create shift patterns first in Department management
2. Review open time off before planning
3. Use the eye icon to see patterns without assigned shifts
4. Copy last week when weeks look similar
5. Do not forget exceptions for events or holidays

FAQ¶

Several people in the same block?¶

Yes - drag them one after another. Separate shifts are created.

Plan weeks ahead?¶

Yes - navigate forward through the weeks.

Exceptions vs. patterns?¶

Exceptions apply to one specific day. The recurring pattern stays in place.