1. 7shifts
  2. Product Guides
  3. Schedule
  4. Scheduling

Reassign Shifts on the Schedule

Updated

When scheduling in the 7shifts web app, the Employee Selector in the shift modal allows Admins and Managers to easily assign or reassign shifts to specific employees. It highlights any conflicts or warnings to ensure the right employee is scheduled. Whether creating or editing a shift, the Employee Selector provides flexibility and clarity in choosing which employee will be assigned to the shift.

⚠️ Manager/Assistant Manager user types require the permission 'Can manage schedules' to access the schedule, and can only access schedules for the Locations/Departments they are assigned to.

When interacting with a shift on the schedule in the web app, the shift modal will display an editable Employee Selector dropdown.

Screenshot 2024-10-01 at 10.38.46 AM.pngScreenshot_2024-09-25_at_4.58.10aPM.png

⚠️ Tip: The Employee selector is search-enabled! Start typing to narrow in on a specific employee.

Assign/Reassign a Shift: Functionality Overview

Employee & Role Assignments

The Roles and Employees available in the shift modal when creating or editing a shift depend on the selections you have already made. Expand each scenario below to learn more.

If a specific Employee is selected
The Role selector dropdown will filter to show only the Roles assigned to that employee.

Example: Alexis Bill is selected, the Role dropdown includes all Roles Alexis has been assigned.
Screenshot 2024-10-01 at 11.01.02 AM.pngScreenshot 2024-10-01 at 10.52.40 AM.png

 

If a specific Role is selected
The Employee selector dropdown will display employees who are assigned to that Role.


Example: Host is selected, the Employee selector incudes all employees assigned to the Host Role.
Screenshot 2024-10-01 at 11.03.36 AM.pngScreenshot 2024-10-01 at 10.54.55 AM.png

If Open Shift is selected

When creating an Open Shift, users can assign a specific Role or leave the Role assignment blank, allowing flexibility in who can pick up the shift.

Option 1: Select a Specific Role
The open shift will be available in the shift pool for employees assigned to that Role.

Example: Bartender is selected, the open shift will be available to pick up by all employees assigned to the Bartender Role.
Screenshot 2024-10-01 at 11.48.28 AM.png

Option 2: Leave the Role assignment blank
If no Role is selected, the shift will be available in the shift pool for all employees assigned to that Department.

Example: No Role is selected, the open shift will be available to pick up by all employees assign to the Department.
Screenshot 2024-10-01 at 11.14.56 AM.png

Warnings & Conflicts 

When selecting a specific employee for the shift you are creating, the Employee Selector will display available employees at the top, listed in alphabetical order, and unavailable employees at the bottom. This organization is based on their approved availability, time off, and already scheduled shifts. You can scroll through the list to see all employees who may be eligible for the shift.

Screenshot 2024-10-01 at 1.09.08 PM.pngScreenshot 2024-10-01 at 1.08.59 PM.png

When selecting an employee for a shift, the Employee Selector and shift modal will highlight the following warnings if the account is configured to support them. Expand each warning type to learn more.

Scheduling Exceptions 

Scheduling exceptions will be flagged if the shift violates your jurisdiction's labor compliance rules.

Screenshot_2024-09-26_at_10.53.33aAM.png

Lear more about Advanced Labor Exceptions here.
Overtime Warnings
Overtime warnings will appear if the shift will push the selected employee into scheduled overtime.

Screenshot 2024-10-01 at 1.19.21 PM.pngScreenshot_2024-09-26_at_10.41.57aAM.png

Learn more about enabling and tracking Overtime in 7shifts here.
Expired Certifications
Warnings will indicate if any certifications on file for the employee are expired or nearing expiration.

Screenshot 2024-10-01 at 4.02.20 PM.pngScreenshot 2024-10-01 at 4.02.49 PM.png

Learn more about adding Certifications to employee profiles here. 
Minor Status
Minor will be indicated if the employee is a minor.

Screenshot 2024-10-01 at 4.07.41 PM.png

Learn more about adding birthdays to employee profiles to track minor status here.

 

RELATED ARTICLES:

Express Tutorial: The Schedule Page
Add Shifts to the Schedule
Publish the Schedule
Update Employee Assignments 

Was this article helpful?
5 out of 5 found this helpful