Creating & Publishing a Schedule in 7shifts (Mobile)

Scheduling your team has never been easier, faster, or more efficient. Learn more about these essential tools to help you get started with creating effective schedules on the mobile app.

Prerequisites 

⚠️ Managers / Assistant Managers may need to have their Manager Permissions updated to have access to edit the Schedule


View The Schedule

Here's an overview of the Schedule page from top to bottom:

  1. Log in to the mobile app > click on the calendar icon IconCalendar.png on the bottom navigation bar.

  2. Here, you'll be able to see the list of employees scheduled for any given day:

     

  3. At the top of the page, you can:

    1 - Tap the calendar icon to jump to today's date.
    2 - Tap on the month to bring down the calendar picker.
    3 - Tap the + icon to add a shift.
    4 - Swipe through the days at the top to view specific days or weeks.



  4. Click on the current Location name/filter icon Screenshot 2024-02-14 at 3.10.22 PM.png to narrow down your results by Location, Department, Role, Employee, and shifts > click Apply:

  5. If there are any Events, they will be visible under the date and day of the week. Tap on it to edit/delete, expand more details, and see an entire list of Events happening on that day:

     


    ⚠️ Only Admins or Managers / Assistant Managers with the 'Can manage events' permission will be able to manage Events. Click here to learn more about Events on Mobile.
  6. See the list of Employees scheduled for the day that you're viewing. We'll let you know how many Employees are working that day too (not including open shifts). 


  7. Scheduling warnings will be labelled in red for things like overtime and labor exceptions:

     

  8. Shift Flags will be at the top right corner of an Employee's shift. Edit the shift if you need to change the Shift Flag.





  9. Tap on an existing shift to expand more shift details:

     


Add Shifts

  1. Log in to the mobile app > click on the calendar icon   on the bottom navigation bar.
  2.  
  3. Select +  at the top of the page (or, click Create new shift on the corresponding day):

     



  4. 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.
    Screenshot 2024-02-15 at 9.41.41 AM (2).png

    Click here to see examples!

    Here's an example of choosing a Location/Department:
    Screenshot 2024-02-15 at 10.02.33 AM.pngScreenshot 2024-02-15 at 10.03.10 AM.png

    Here's an example of picking a Role:
    Screenshot 2024-02-15 at 9.58.10 AM.png

    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):

    Screenshot 2024-03-22 at 1.01.40 PM.png

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

    Screenshot 2024-02-15 at 9.52.58 AM.png

  5.  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.



     


Edit Shifts

  1. Log in to the mobile app > click on the calendar icon IconCalendar.png on the bottom navigation bar.
  2.  
  3. Tap on an existing shift.

  4. Select the More options icon horizontal ellipses more options.png.

  5. Tap Edit shift (or, choose to change the shift flag/delete the shift entirely):

     

  6.  Make any necessary changes to the shift.

  7.  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.


Publishing Shifts

 

  1. Log in to the mobile app > click on the calendar icon IconCalendar.png on the bottom navigation bar.

  2. Head to the week's schedule that you would like to publish.

  3. Click the green Publish (x shifts) at the bottom of your screen:

    Screenshot 2024-03-22 at 2.05.39 PM.png

  4. Review/edit your unpublished shifts for the Location/Department you're viewing. Or, use the filters to switch Location/Departments:

     


  5. Choose whether you'd like to notify everyone, only those with changes, or no one about the schedule you're about to publish.

  6. When you're ready, click Publish at the top right.

    Nice job! From there the schedule will be live for all your Employees to see. If you have chosen to notify the team about the schedule, they'll receive a notification on their preferred method.
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