Making a schedule

Create a job calendar

This works on the web only.

1. 1Go to Time > Schedule and click Add.
2. 2Walk through Setup (a Name is required), Schedule, Jobs, Assignments, Admins and Summary.
3. 3Click Create.

Add a shift

1. 1Open the calendar with Open. On the phone: Admin tab > Schedule > tap a calendar.
2. 2Choose Add > Add single shift. In an empty week you can use Create first shift. On the phone: + > Add Shift.
3. 3Fill in Date, Start, End, Timezone, Shift title and Job. Add a break with Add break if you need one.
4. 4Pick the people under Users. Several people gives one shift per person.
5. 5Choose Save draft or Publish shift.

• An end time before the start time runs on to the next day.
• A shift has one break.
• A draft does not need a person. To publish, a shift needs a person or has to be an open shift.

Publish

Publish ({number}) at the top publishes every draft in the day, week or month you are looking at. You see how many shifts and people first. On the phone there is a banner in the week view. Drafts without a person stay drafts.

Copy a week or use a template

• Actions > Copy previous week shows a preview first. Choose Copy all or Only empty days. The copies are drafts.
• Templates holds shift templates, which fill in the times for you.
• Actions > Save template and Load template do the same for a whole week, per calendar, on the web. Loading creates drafts.

Open shifts

1. 1Turn on Allow open shift claiming in the calendar's Settings.
2. 2In the shift, switch on Open shift, set the number of Places and publish.
3. 3Employees open Open shifts and choose Claim shift.
4. 4By default a claim needs approval. Decide on it under Approvals.

An open shift closes when the shift starts.

What employees see

On the web under My Shifts, on the phone under the Work tab > Schedule, in a week or month view. Tapping a shift shows the details, Confirm and Decline if confirmation is required, Request swap, and Open Timeclock.

Handing a shift over

Swaps are off by default. Turn them on with Enable shift swaps in the calendar's Settings.

1. 1Open your shift and choose Request swap.
2. 2Everyone on that calendar gets a notification. A colleague chooses Take this shift under Swaps.
3. 3By default it needs approval, which you give under Approvals.

Despite the name this is a handover: your colleague takes your shift and gives none back. You cannot pick a specific colleague, and a request expires after 7 days.

How the schedule connects to the clock

• Open Timeclock on a shift takes someone straight to clocking in on that shift.
• By default people can also clock in without a shift. Turn that off with Clock in without scheduled shifts in the clock's settings.
• Drafts do not count as a planned shift.
• Someone who has not clocked in 15 minutes after a published shift starts counts as a no-show. A later clock-in removes that.

What is not possible

• Creating a calendar or changing its settings on the phone.
• Having a schedule generated automatically. Fill open shifts only makes suggestions.
• Sharing a schedule through a public link.
• Claiming a shift after it has started.