Add Shifts to a Schedule

Updated November 06, 2024 15:52

Creating and managing shifts in 7shifts is now more seamless and efficient than ever. The Schedule page serves as your central hub for organizing your team's shifts. Whether you're scheduling for a small team or managing multiple departments, this page allows you to easily build and customize schedules to suit your team's specific needs.

In this article, you'll learn how to add shifts to your schedule.

Let's set up your 7shifts Account! In this article, you'll learn how to configure your account settings and structure - the essential prep work.

Prerequisites

⚠️ Before you can add shifts, make sure to have a complete Account Structure, add your staff, and review company settings like labor rules. This ensures that your team will be accurately assigned and notified about their shifts.

⚠️ Managers/Assistant Managers require permission Can manage schedules, and can only access schedules for the Locations/Departments they are assigned to.

Use the tabs to change your viewing preferences through the mobile or web app:

Log in to the mobile app > click on the calendar icon on the bottom navigation bar.
Select + at the top of the page (or, click Create new shift on the corresponding day):
Enter shift information regarding where, when, and who this shift belongs to:
⚠️ Custom Time/Time Frame options will only appear if they have been set up in the Account by an Admin.

Click here to see examples!

Here's an example of choosing a Location/Department:

Here's an example of picking a Role:

Here's an example of picking an End Criteria, letting the Employee know that they'll be working until business declines, or a closing shift (based on the scheduling hours set by the Admin):

Here's an example of picking an Employee. We'll let you know who's available and if there are any minors:
Tap Save when you're ready.

Nice job! From there the shift will be in draft mode (unpublished) and yellow in color. They will still need to be published before the changes are live for the Employee.

Log into the web app as an Admin/Manager with permissions.
In the left navigation bar, head to Schedule.
Refine and customize your schedule page by using:
- Filters to change the date range, location, or department
- Layouts to display the schedule in your format of choice
- Sorting to change staff ordering
- Views to change the time period layout
Click on an empty cell within the time frame or day of the week you'd like to create a shift.
Enter the shift details, including the Employee, Role, Start/End times, Break(s), Days of the week you'd like the shift to repeat, and any Shift Notes:
To reposition the shift modal on your screen, click and hold anywhere on the window, drag it to your desired location.
Copy and paste shifts by holding down on the shift key on your keyboard to drag and drop duplicate shifts:
Shifts that appear faded or greyed out indicate that the employee is scheduled in a different Department or Location. These shifts are not clickable and can only be edited when you're viewing the specific Department and Location where they were originally created.
At this stage of scheduling, all shifts in draft mode will appear in light yellow. These shifts are not visible to employees until the schedule is published.

Any changes you make will be auto-saved as a draft until you're ready to publish the schedule.

Express Tutorial: The Schedule Page
Publish the Schedule
Customize Your Schedule Layout and View
How to Make Changes to a Published Schedule
Hide Parts of the Schedule
Show or Hide Someone from the Schedule
Reassign Shifts

Prerequisites

Use the tabs to change your viewing preferences through the mobile or web app:

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