Shift Scheduling
Shift Scheduling lets you build a weekly schedule for the employees in a Time Tracking policy, publish it so employees can see their shifts, and have employees fill their timesheets directly from the shifts they were scheduled to work.
This article covers:
Before you start
This article assumes you've already set up a Time Tracking policy with Shift Scheduling enabled and chosen a timesheet manager for it. If you haven't, see Time Tracking for how to create a policy and turn on Shift Scheduling.
Viewing the scheduler
Go to Time Tracking > Scheduling. The scheduler shows one week at a time, Sunday through Saturday. Approved time off also shows up in the grid so you can see at a glance who is away.
Creating shifts
Find the employee's row and the day you want to schedule.
Click + Add Shift in that cell.
Fill in the shift details:
Start Time and End Time. If the end time is earlier than the start time, the shift is treated as an overnight shift ending the next day.
Dimensions. Pick a value for each dimension the shift applies to.
Unpaid Break, in minutes.
Notes. The note that gets applied to the timesheet entry.
Repeat shift. See Repeating shifts.
Click Save. The shift appears in the grid as a draft. Employees will not see shifts in their timesheets until they are published.
To move a shift, drag and drop it on another day, another employee, or both. Hold ⌘ Cmd (Mac) or Ctrl (Windows) while dragging to copy the shift instead of moving it.
Publishing shifts
New and edited shifts are drafts until you publish them. Employees can't see drafts. Publishing makes shifts visible to employees in their timesheet, and emails them their schedule if the policy's Notify employees when their shifts are published or changed email setting is turned on.
Publishing the whole week
Click Publish Schedule at the top of the scheduler. Confirm, and every draft shift in the week you're viewing gets published. Each affected employee gets an email listing all of their published shifts for the week.
Publishing one employee's shifts
Open the ⋯ menu beside an employee's name and choose Publish Shifts. Only that employee's draft shifts for the week are published, and only they are emailed.
Changing a published shift
You can still edit, move, or delete a shift after it's published. If notifications are on, that employee will be emailed about the change.
Repeating shifts
Use repeating shifts for employees who work the same hours on the same days each week.
While creating/editing a shift, turn on Repeat shift.
Under Repeats on, select the days of the week the shift should repeat on.
Under Repeat until, choose the last date the shift should repeat to. Shifts can repeat for up to one year from the shift date.
Click Save. A shift will be created on every matching day up to the end date.
Applying shifts to a timesheet
Once shifts are published, they appear in the employee's timesheet so that time worked can be entered in one click.
As an employee
Go to Time Tracking > My Timesheet.
For policies with Shift Scheduling enabled, a Shift column shows your published shift for each day. Days with more than one shift show one row per shift.
Click Apply Shift on an empty row to fill in the entry from the shift. Any dimensions and notes on the shift are copied too.
Once an entry has values in it, the Shift column just shows the shift's times for reference.
As an admin or manager
Timesheet managers and admins see the same Shift column when viewing an employee's timesheet under Time Tracking > Timesheets, and can click Apply Shift on the employee's behalf. This is handy when reconciling a timesheet against the schedule before approving it.