Shifts and shift templates

Shift planning is part of the Premium plan. Open Calendar → Shifts.

The shift calendar

A week (or month) with one row per person and one column per day, and a row of open shifts at the top. Filter by team and move between weeks. Each shift shows its hours, a (+1) mark when it ends the next day, office or remote, and the template colour. Public holidays and leave appear in the same grid.

Plan shifts

Owners and admins plan for everyone, team admins for their own team.

1. Click an empty cell to add a shift, or click a shift to change or delete it.
2. Pick a template or enter the start, end, break, minimum time, office or remote and a note.
3. To fill many cells at once, select people and days, then choose a template.

Rules:

• A shift lasts between 15 minutes and 16 hours. An end time earlier than the start means the next day: a 22:00–06:00 night shift counts toward the day it starts.
• A person can have several shifts a day, but they cannot overlap (overlaps_shift).
• The minimum time is the shift length minus the break unless you set it.
• Shifts apply as soon as they are saved; there is no draft or publish step.
• Deleting a shift also cancels the pending requests for it.

Copy week repeats a week’s shifts for one or more following weeks; choose whether shifts that would overlap are skipped or replaced. Open shifts belong to a team and wait for someone to pick them up.

Shift templates

Settings → Shift templates stores the usual hours, break, minimum time, location and colour. Owners and admins create company templates and templates for any team; team admins create templates for their own team. Archive a template you no longer use.

Requests from employees

Employees see their own shifts and their teammates’ shifts. When Employee shift requests is on (the default), they can:

• Pick up an open shift of their team,
• Request swap for one of their future shifts with a teammate’s,
• Propose shift in an empty cell of their own row.

An owner, an admin or their team admin approves every request under Calendar → Pending approvals; nobody approves their own. The requests appear under My requests, where they can be cancelled while pending. With Calendar e-mails on, approvers get an e-mail about new requests and the requester about the decision, if e-mail sending is set up for your account. The e-mail about a new request goes to the person’s team admins, or to the owners and admins when the team has none; nobody gets an e-mail about their own change. When the setting is off, new requests are refused with shift_requests_disabled; ask your admin to plan the change instead.

How shifts change the day

• A shift replaces the working hours for its day: the expected start is the start of the first shift, the expected end is the end of the last one, and the day’s target is the sum of their minimum times.
• The late tolerance still comes from the working hours; flexible hours do not apply on shift days.
• A shift on a public holiday makes it a working day for that person.
• Days without a shift decides the other days: Use the working hours (default) or Day off.

Tracking hours and night shifts

If the company uses tracking hours, the desktop app sends nothing outside them. For night shifts, turn on Allow night shifts in the tracking hours, or turn tracking hours off. The shift form warns you when a shift is outside the tracking hours.

Export

The Shifts export template lists each shift with the day’s arrival, lateness and worked time (exports).