The Schedule Calendar is used to create and edit shifts. The calendar maintains accurate staffing and provides clear shift visibility across all departments. Managers and administrators update shift details directly on the Schedule Calendar page.
Learn more about generating schedules from scheduler templates, prior weeks, or by generating AI-suggested shifts.
Security
Users must have the following permission(s) create, edit, and delete shifts:
Labor → Scheduling → Schedule → Add/Edit/Delete Shifts
Users must have the following permission(s) publish or unpublish shifts:
Labor → Scheduling → Schedule → Publish/Unpublish Shifts
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Navigation
Shifts are created and managed on the Schedule Calendar.
Navigate to the Workforce application.
Click Schedule from the Scheduling dropdown.
Create a New Shift
Follow these steps to create an individual shift in the Schedule Calendar:
Click steps to expand for additional information and images.
1) There are two ways to create a new shift:
a) Right-click a blank cell, then select New to populate the Shift Details form with available information from the selected cell (date, employee, job, and title).
b) Click the New Shift button in the header of the Schedule Calendar to open a blank Shift Details form.
2) Select a job from the Jobs dropdown.
3) Select a date from the date picker.
4) Select a start time for the shift.
5) Select an end time for the shift.
6) Enter additional details. (Optional)
Learn more about the individual fields in Shift Details.
The 'Employee' field is not required when creating the Shift. If no Employee is assigned to the Shift, the new Shift will be grouped in the 'Unassigned' category at the top of the Schedule Calendar.
7) Save the shift.
Click Save to add the shift to the schedule.
The new shift appears in the grid immediately.
Copy and Paste a Shift
When viewing the Schedule by Employee, Shifts can be copied by right-clicking on the Shift, then selecting 'Copy'.
The copied Shift can then be pasted by right-clicking in the destination cell for the new Shift, then choosing 'Paste'. This will create a new Shift with the destination date and assigned Employee.
Copied Shifts can only be pasted to the 'Unassigned' section or Employees who have the associated Job assigned on their employee record.
When copying/pasting in 'Day' view, the Shift length will stay the same and the 'Start Time' and 'End Time' details of the Shift will be updated based on the position of the mouse when pasting the Shift.
Edit a Shift
Follow these steps to edit an existing shift:
Click steps to expand for additional information and images.
1) Locate the shift.
Open the Scheduling page and find the shift that needs to be updated.
Use filters or search options as needed.
2) Open shift details.
Open the Shift Details form for an existing shift using one of the following methods:
Double-click the shift.
Right-click the shift, then select Edit.
3) Update shift information.
Make any needed changes to editable fields.
Note: Shifts dated in the past cannot be edited.
4) Save changes.
Click Save to confirm updates and close the form.
Edit Shift Details with Drag and Drop
The date and start/end times of a Shift can be edited without opening that Shift's Shift Details form via drag and drop directly on the Schedule Calendar.
Shift notes are retained when editing shift details through drag and drop.
Change a Shift Date
To move a Shift to a different date, click the Shift to select it, then drag and drop it to the desired slot.
If also changing the assigned Employee, the destination Employee must have the Job associated with the Shift assigned to them on their Employee Record.
Change Shift Start and End Times
When in 'Day' view, the start and end times of a Shift can be adjusted by clicking on the Shift, then clicking on either the left edge (for start time) or right edge (for end time), then dragging to the desired time.