7shifts 101: Schedule
Creating and managing employee schedules
The Schedule page in 7shifts is designed to provide an intuitive interface for managing your team's shifts. Enabling you to create, edit and manage employee schedules. Take the time to familiarize yourself with the various options, and before you know it, you'll be a scheduling pro in no time!
Here, you'll learn how to optimize your scheduling process with a quick overview of its key components - so you can get right to scheduling.
Mobile: Calendar icon, in the bottom menu.
Web: Schedule, in the left navigation bar.
TABLE OF CONTENTS:
Create a Schedule in 7shifts
Publish a Schedule
Customize Your Schedule Layout
Customize Your Schedule View
Filter Your Schedule
Sort Employees on the Schedule
How to Make Changes to a Published Schedule
Delete a Shift
Hide Parts of the Schedule
Show or Hide Someone from the Schedule
Scheduling with Compliance
Scheduling FAQs
Things to Know
Before you can create and schedule shifts, be sure to:
- Organize your 7shifts Account Structure - Locations, Departments, and Roles to make sure you have the right framework in place. This way, when adding staff and assigning shifts, everything is neatly categorized, making scheduling much more efficient.
- Add your staff so they can appear in the schedule. Including their contact details means they'll be able to receive schedule updates, announcements, and any changes directly.
- Admins to review Company settings. Setting up features like Labor and Overtime rules and defining things like your Start week on ensures that your schedule adheres to company policies and local labor laws.
- Leverage scheduling templates for recurring shifts and use reporting tools to analyze labor costs and employee hours. These insights help you optimize staffing and manage budgets within 7shifts.
Use the tabs to change your viewing preferences through the mobile or web app:
1. Located on the left side, the navigation bar allows you to access different areas of your 7shifts Account. When you first login, you'll be taken to the Dashboard. Let's head to Schedule.
2. Pro tip! If you need more scheduling real estate, you can hide the navigation bar by click on the arrow next to the 7shifts logo.
3. Welcome to your Schedule page!
Use the date pickers to filter your schedule by date range.
4. Use filters to switch your Location.
Each Location has its own schedule view in 7shifts. You can view one at a time.
5. Use the filters to switch between Departments.
Each Department has its own schedule view in 7shifts. You can select one or multiple at a time.
6. Click on the Layout icon to change your schedule layout to List, List by role, or Time frames.
7. Switch your view from Day (shifts by hour) or Week (shifts by weekday).
8. Your Employees will always be listed on the leftmost column, and their respective shifts by row.
9. Hover an Employee name to reveal their personal details. Or, click on it to navigate to their employee profile.
10. Click the copy icon for scheduling templates or to copy your schedule to/from another date.
11. Click the tools icon to reveal more scheduling options:
12. To add a shift, click on an empty shift space '+' :
13. Enter the shift's details and hit Save.
14. Click Publish changes.
15. Choose how you would like to notify your team about their schedule. Click Publish now.
16. Click anywhere on the tab at the bottom of your page to reveal the Labor Budget Tool.
17. Click on an empty space on the Labor Budget tool to hide it.
Here's an interactive tutorial
** Best experienced in Full Screen (click the icon in the bottom right corner before you begin) **
As you add shifts, you'll find it helpful to differentiate between shifts that are published/live or in draft. In the example below, Ayana's schedule displays both live shifts (visible to Ayana) and draft shifts (not visible to Ayana):
Here's an overview of the Schedule page from top to bottom:
- Log in to the mobile app > click on the calendar icon
on the bottom navigation bar.
Here, you'll be able to see the list of employees scheduled for any given day:
- 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 - Tap the copy icon to copy schedule to future weeks.
5 - Swipe through the days at the top to view specific days or weeks.
- Click on the current Location name/filter icon
to narrow down your results by Location, Department, Role, Employee, and shifts > click Apply:
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.- 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).
Scheduling warnings will be labelled in red for things like overtime and labor exceptions:
- 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.
Tap on an existing shift to expand more shift details: