Staff Scheduling

View Modes (January 2026)

Grid View (Managers/Owners Only)

The Grid View shows a weekly roster:

• Rows: Employee names (sticky on scroll)
• Columns: Days of the week
• Cells: Color-coded shift times
• Hours Column: Weekly total with overtime warnings
• Footer: Daily coverage summary

Grid View makes it easy to see the whole week at a glance and spot coverage gaps.

List View (Everyone)

The List View shows shifts grouped by day:

• Employees see only their own shifts
• Managers see all shifts with filtering options
• Shows both Planned (scheduled) and Actual (clocked) shifts

Toggle between views using the button in the Schedule header.

Creating Shifts

Quick Week Builder

1. Select an employee from the dropdown
2. Click a template button (e.g., "Morning 6-2") OR set custom times
3. Click on the days you want to add shifts
4. Repeat for other employees
5. Click Add Schedule to make shifts visible

Schedule Templates (Updated February 2026)

Templates are pre-defined shift configurations with times AND optional day selections:

• Click a template button to set shift times (e.g., "Morning 6am-2pm")
• Templates can include specific days (Mon-Fri, Weekends, or custom day combinations)
• When a template includes days, those days are automatically selected when you apply it
• Templates are location-specific
• Color-coded for easy recognition
• Managers can create, edit, and delete templates

Example: A "Weekday Morning" template might set times to 6am-2pm and days to Mon-Fri. One click fills everything.

Manual Entry

If you need custom times:

1. Click on the day in Quick Week Builder
2. Enter start and end times manually
3. Apply

Managing Shifts

Edit Shift

Click the Edit button (pencil icon) → Modify times → Save

Delete Shift

Click the Delete button (trash icon) → Confirm

Note: Deleting an actual time entry (from clock-in/out) shows a warning since it affects payroll.

Copy to Next Week

Click Copy to Next Week → All current week's shifts are duplicated to the next week

• Great for repeating patterns
• Batch processing handles large teams

Add Schedule

Click Add Schedule to make shifts visible to employees

• Until published, employees can't see their upcoming shifts

Conflict Detection (January 2026)

Cross-Site Conflicts

If an employee is already scheduled at another location:

• System warns you before creating the shift
• Shows which site and times conflict
• You can override with confirmation if intended

Same-Site Overlaps

If times overlap with an existing shift at the same location:

• Warning shown before creating
• Prevents accidental double-booking

Time Off Conflicts

If employee has approved time off on a date:

• System blocks scheduling on those dates
• "OFF" badge shown on the schedule

Overtime Management

Automatic Tracking

• Weekly hours per employee calculated automatically
• 35-40 hours: Amber warning (approaching overtime)
• 40+ hours: Red warning with highlighting

Visibility

• Grid View shows hours column with color-coding
• Helps prevent unintended overtime before it happens

Actual vs Planned Shifts

When an employee clocks in, their Actual shift appears in the schedule. You can filter to see:

• All shifts
• Planned only (what you scheduled)
• Actual only (what they worked)

Weather Integration (January 2026)

The schedule shows a 7-day weather forecast:

• Temperature and conditions
• Precipitation probability
• Traffic indicators (Busy/Normal/Slow)

How Weather Affects Staffing:

• Sunny weekends → Typically busy
• Rainy day → Usually slow
• Rain yesterday + sunny today → Often very busy (pent-up demand)

AI Staffing Advisor (Premium)

Click Get Advice to receive AI-powered recommendations:

• Weather-based traffic predictions
• Suggested staffing levels
• Day-by-day recommendations with reasoning

Employee View

Employees see:

• Their own shifts only (not coworkers')
• List View format
• "OFF" badges for approved time off
• Can request time off from this screen

How It All Connects

Manager creates schedule
  ↓
Clicks Add Schedule
  ↓
Employee sees their shifts
  ↓
Employee clocks in (Time Clock)
  ↓
Actual hours recorded
  ↓
Schedule shows planned vs actual
  ↓
Payroll Export includes all data

Tips

• Schedule at least a week ahead – employees appreciate advance notice
• Use Grid View to spot overtime before it happens
• Check weather forecast when planning weekend staffing
• Use templates for consistent shift times
• Publish weekly on the same day for predictability