---
title: "Schedule Calendar"
slug: "schedule-calendar"
description: "Schedule Calendar — weekly interface for creating and managing shifts, filtering by employee or department, and viewing labor data."
updated: 2026-10-06T19:20:27Z
published: 2026-10-07T05:00:00Z
canonical: "docs.restaurant365.com/schedule-calendar"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Schedule Calendar

The Schedule Calendar is where Schedules are built and published. Schedules are displayed and edited by Location and Operational Week. When a blank Schedule is first viewed, the User will be prompted to create a Schedule based on a [Scheduler Template](/doc/docs/scheduling-scheduler-templates-and-shift-templates) or Prior Week. The User can also start with a blank Schedule.

All Employees for the selected Location are scheduled on one Schedule. The Department/Job filter can be used to view, edit, print, and publish only selected [Departments](/doc/docs/smart-ops-department-record) or [Jobs](/doc/docs/smart-ops-job-records).

Employees can **only** be assigned to Shifts when the associated Job has been assigned to them on their [Employee Record](/doc/docs/employee-record). Employees with no Jobs assigned to them will be hidden from the Schedule Calendar.

Managers can utilize [Scheduler Templates](/doc/docs/scheduling-scheduler-templates-and-shift-templates), [Shift Templates](/doc/docs/shift-templates), and [AI-generated shifts](/doc/docs/ai-generated-shifts-concept) *(Beta)* to reduce time when creating Schedules.

Shifts can be [published by Employee, by Job, by Department, or one Shift at a time](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees). Employees associated with published Shifts will be able to view and trade these Shifts via the [R365 Red App](/doc/docs/r365-app-scheduling-for-employees-overview).

Related Articles:

- [Creating and Editing Schedules](/doc/docs/scheduling-creating-and-editing-schedules)
- [Generating AI Shifts](/doc/docs/generate-ai-shifts) *(Beta)*
- [Publishing and Unpublishing Schedules](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees)
- [Printing Schedules](/doc/docs/schedule-calendar-print-options)
- [Schedule Shifts](/doc/docs/scheduling-shift-details-form)
- [Scheduler Templates](/doc/docs/scheduling-scheduler-templates-and-shift-templates)
- [Shift Templates](/doc/docs/shift-templates)
- [Labor Forecasts in Scheduling](/doc/docs/scheduling-labor-forecasting)
- [Schedule Settings and Saved Views](/doc/docs/schedule-calendar-view-template-options)
- [Manager Queue](/doc/docs/scheduling-managing-requests-in-the-manager-queue)
- [Messaging Audit Center](/doc/docs/r365-messaging-audit-center)
- [Cross-Day Shifts](/doc/docs/scheduling-cross-day-shifts)

---

## Navigation

****Navigation Menu****

1. Select **Workforce** from the left navigation rail.
2. Under **Scheduling**, select **Schedule.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U3EL0958.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

****Search****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

---

## Header

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MP4V67KV.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

|  | **Field/Button** | **Description** |
| --- | --- | --- |
| **1** | Location Selector | Location of the currently-displayed schedule. By default, the location displayed is the user's default location. |
| **2** | Schedule Status | Indicates if the schedule has been published: - **Unpublished** - The schedule has never been published. - **Pending Approval** - The schedule has been [submitted for approval](/doc/docs/schedule-approval-workflow) and publishing. - **Published** - The schedule has been published at least once. - > Additional edits or unpublishing the schedule will **not** change this status. - **Last day to edit/publish** — Displays when the schedule has been published and there are zero days remaining to the deadline. |
| **3** | Schedule Settings Button | Opens the [Schedule Settings page](/doc/docs/schedule-settings). |
| **4** | Publish/Unpublish | Publishes the current schedule. Users will be prompted with the Publish Shifts dialog box, where they must select how to publish the schedule. When [schedule writeback](/doc/docs/scheduling-schedule-writeback) is enabled, the [writeback status](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees#schedule-writeback) will display under the button after publication. Learn more about [publishing, unpublishing, and alerting employees here](/doc/docs/schedule-calendar-publish-unpublish-and-alert-employees). |
| **5** | Department/Jobs Filter | Selects which [Departments](/doc/docs/smart-ops-department-record) or [Jobs](/doc/docs/smart-ops-job-records) will be shown on the schedule. |
| **6** | Employee/Job/Department Grouping | Groups the rows in the schedule calendar by what is selected. Users can select Employee, Job, or Department. |
| **7** | Week/Day Toggle | Switches the schedule view between Week View (default view) and Day View. |
| **8** | New Shift | Creates a new shift to add to the schedule. |
| **9** | AI Shifts | Opens the Generate schedule dialog to create AI-generated shifts for the selected week. If pending AI Shifts already exist for the week, this button opens the Regenerate schedule dialog instead. Learn more about [AI-generated shifts](/doc/docs/ai-generated-shifts-concept) and how to [generate AI shifts](/doc/docs/generate-ai-shifts). In Beta This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more. |
| **10** | Messaging Audit Center | Opens the [R365 Messaging Audit Center](/doc/docs/r365-messaging-audit-center) where users can review messages made with [R365 employee messaging](/doc/docs/r365-messaging) that have been reported as inappropriate. |
| **11** | Manager Queue | Opens the [Manager Queue](/doc/docs/scheduling-managing-requests-in-the-manager-queue), where schedule-related requests from employees can be approved or denied. |
| **12** | Refresh | Refreshes the view. |
| **13** | Print | Opens the [Print Schedule](/doc/docs/schedule-calendar-print-options) page and options. |
| **14** | View/Template Options | Opens the [View/Template Options](/doc/docs/schedule-calendar-view-template-options) sidesheet where users can adjust and save their current view, manage saved views, and save and use schedule templates. |
| **15** | Week/Day Selector | Shows the current week or day displayed in the schedule calendar. Click to select a new week or day. The left arrow takes the schedule back one week/day. The right arrow takes the schedule forward one week/day. |

---

### Pending Schedule Requests Banner

A banner appears at the top of the Schedule Calendar when there are pending schedule requests. Selecting **Review requests** on the banner opens the [Schedule Requests](/doc/docs/schedule-requests-web) page.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0CV5ACK8.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

---

### AI Schedule Panel

In Beta

This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more.

When [AI shift generation](/doc/docs/ai-generated-shifts-concept) is active or complete, an **AI Schedule Panel** appears between the toolbar and the schedule grid.

- **During generation:** The panel displays a progress bar while shifts are being calculated.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SIED7VC9.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

- **After generation:** The panel shows the number of pending AI-generated shifts and provides two controls:
  - **Regenerate** — opens the **Regenerate schedule** dialog to replace the current set of pending shifts with a new generation run
  - **Delete** — removes all pending AI-generated shifts from the schedule without publishing them

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8PCXN98C.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

The panel is not shown when no AI generation has been initiated or when all pending shifts have been approved or rejected.

---

## Forecasts and Advanced Metrics

When [Forecasts](/doc/docs/forecasting) are published, the Sales and Labor Forecast, as well as projected labor metrics, can be displayed above the Schedule. Learn more about the [Advanced Metrics section of the Schedule Calendar here](/doc/docs/scheduling-labor-forecasting).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/44cf504d-8c25-434a-8798-4faf4260d16e.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

Forecasts are not displayed on the Schedule Calendar by default. To show Forecasts, enable 'Advanced Metrics' in the '[View/Template Options](/doc/docs/schedule-calendar-view-template-options)' menu.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HWIEIITF.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

---

## Shift Tiles

Each [Shift](/doc/docs/scheduling-shift-details-form) on the Schedule is represented by a Shift tile. Learn more about [creating and editing Shift here](/doc/docs/scheduling-creating-and-editing-schedules).

Each Shift tile will display basic information regarding the Shift. The information displayed is dependent on how the Schedule is being viewed.

| **Schedule Grouped By** | **Included Information** | **Example** |
| --- | --- | --- |
| Employee | Job Responsibility Start Time - End Time Shift Length | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/5b854fac-33b7-4e8d-8efd-1a479b035571.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) |
| Job | Employee Responsibility Start Time - End Time Shift Length | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/36fcdc32-b3dc-43ce-9dec-bf91e1a1e2dd.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) |
| Department | Job Employee Start Time - End Time Shift Length | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bdfad39f-a64e-4966-a518-c5479fab19e9.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) |

### Pending AI Shift Tiles

In Beta

This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more.

Shifts generated by AI appear on the timeline as **pending shift cards**. These cards have a distinct visual treatment to distinguish them from standard and published shifts:

- Displayed in **purple** regardless of the job color assignment
- Marked with a **gold star badge** indicating AI origin
- **Locked** — pending shift cards cannot be dragged to a new time or day, and cannot be resized

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Q2APYBQH.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

Hovering over a pending shift card reveals two per-card actions:

- **Approve** (checkmark icon) — converts the pending shift to a standard shift on the schedule
- **Reject** (trash icon) — removes the individual pending shift from the schedule

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RKKCTJR4.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

Learn more about [AI-generated shifts](/doc/docs/ai-generated-shifts-concept) and how to [generate AI shifts](/doc/docs/generate-ai-shifts).

### Color

The color of the Shift tile is the color assigned to the associated Job. Colors are assigned to Jobs on the [Job Record](/doc/docs/smart-ops-job-records).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/66e62930-faae-44e9-9c46-f7a606685473.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

### Shift Tiles Showing Employee Availability

An Employee's Availability can be viewed and edited on their Employee Record. Employees can also request to change their Availability using the [R365 Mobile App](/doc/docs/r365-mobile-app).

- Unavailable All Day:

![A picture containing text, white, design, tool Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/48d959e7-9894-423d-8b7b-357c7a9bb37d.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)
- Partial Availability: (hours that the Employee **is** available will be displayed)

![A picture containing text, font, white, design Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/8a2bf5c9-393e-4e3b-ab93-0c1f1ae9791c.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)
- Approved Time Off: (approved hours will be displayed)

![A picture containing text, font, white, design Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/73acf5a8-9f1c-4902-908b-6f5a0574b950.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

#### Availability and Start of Day Time

Availability settings on the [Employee Record](/doc/docs/employee-record) are for the **calendar day**. When a custom [start of day time](/doc/docs/start-of-day-overview) is configured, the employee's availability is displayed per business day, based on the combined availability of both calendar days with hours in that business day.

| When there is a gap in availability, the available hours that fall in the business day are listed for each calendar day. | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/d505207c-a598-4829-a8bd-1dbdda928619.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) |
| --- | --- |
| When there is no gap in availability, the available hours that fall within the business day are combined. | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/dba238a3-9a6e-49ce-9bc8-ee47ec2c7a02.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) |

### Cross Location Employee Shift Tiles

If an Employee works at more than one Location, the scheduled Shifts for other Locations will appear as greyed-out Shifts in the 'Employee' view of each Location's Schedule Calendar. These are shown for reference only to prevent double-booking when creating the Schedule. These Shifts will not impact labor metrics nor be printed for the selected Location.

If an employee is scheduled for two shifts at two different locations in one day, the two shifts will be stacked. Expand the row to view both shifts. The shift in color will reflect the shift scheduled for the schedule's selected location. The greyed-out shift is the shift at the second location.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G6VJOCEB.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

To ensure that Employees who work at multiple Locations are displayed properly, the R365 Employee Records created through the POS Integration for each Location should be [merged into one Employee Record](/doc/docs/merge-employee-records).

### Quick Shift/Job Filter

When viewing the Schedule Calendar by Employee, a User can select any Shift to automatically filter for only Employees who are able to be assigned to that Shift. An Employee is considered assignable when they have the Shift's Job associated with them on their Employee Record **and** they are available for that Shift (meaning they are not already scheduled for another Shift at the same time or have approved time off).

Shifts are selected by left-clicking on them. Once selected, the Shift tile will be displayed with a darker color, indicating that it is selected and a filter is in place.

| Unselected | ![A picture containing text, font, screenshot, rectangle Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/9591d09f-d72d-441a-946d-b98725aedcaf.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) |
| --- | --- |
| Selected | ![A green rectangle with white border Description automatically generated with low confidence](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/1db2f22b-b59a-4865-9849-4a076d48e564.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) |

Clicking on any blank space on the Schedule Calendar will de-select the Shift and disable the filter.

### Shift Notes

Shifts with notes are indicated with a Notes icon ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GCL3FK58.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) in the lower right corner of the shift. Hovering over the icon will display the note for the shift. Shift notes are retained with the shift is copied or moved.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BH4SU3BP.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

---

## Week View and Day View

The Schedule Calendar can be viewed and edited by 'Week' or by 'Day'. Both of these views offer drag-and-drop functionality for [building and editing Schedules](/doc/docs/scheduling-creating-and-editing-schedules).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/ea2ed04f-966f-4ebf-95c1-167035c4cd06.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

### Week View

The 'Week' view shows all days in a week, with each Shift represented as a single tile.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/59ff9a4b-3b6c-4ca8-911c-86e5d6fcbdf9.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

### Day View

The day view shows all hours within a single day, with each shift represented by a tile that spans the associated hours. If dayparts are configured, the Schedule Calendar can be filtered by daypart in this view.

The day view can be switched between ‘Hour’, ‘30 Min’, and ‘15 Min’ sub-views. Schedules can be adjusted at all levels.

Clicking on a time interval in the header will cycle through hourly, 30-minute, and 15-minute breakdowns.

- Clicking on an hour interval expands to 30-minute view.
- Clicking on a 30-minute interval expands to 15-minute view.
- Clicking on a 15-minute interval returns to hour view.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SEKEYR90.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

---

## Grouped by Employee, Job, or Department

The Schedule Calendar can also be grouped by Employee, Job, or Department. These groupings can be applied to both the 'Week' and 'Day' views.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a92b1213-c6a3-48ac-9d65-b987b3489f61.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

### Employee

The 'Employee' grouping displays one Employee per row and marks days where the Employee has availability restrictions. With this grouping, each Shift tile is titled with the assigned Job.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6180a83f-389d-4ac6-ba1e-be13fe3c16a9.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

The first cell in each row will display the Employee's Name, Schedule Summary, and Job List. Clicking on the Employee's Name will open their [Employee Record](https://help.restaurant365.net/en/support/solutions/articles/12000077333) in a sidesheet.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/819f88e0-59c3-4351-a724-f559ae472144.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

**Employee Picture**

If a picture has been uploaded to the Employee's [Employee Record](/doc/docs/employee-record), it is displayed next to their name.

**Schedule Summary**

Below the Employee Name are two numbers separated by a bar.

- Number 1: Total hours scheduled
- Number 2: Total Shifts scheduled for the Employee.

> If the hours the Employee is scheduled for are approaching overtime, the numbers will turn **orange**. If the numbers surpass overtime, they will turn **red**.

Hovering over the 'Scheduled Hours' summary will display weekly details for the Employee

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2c850d79-8e4f-4818-8205-f711e9c3ef4a.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

**Job Information**

The third line contains a list of the Employee's Jobs. If the Employee has more than two Jobs associated with them, hovering over the Job information will display a list of all Jobs associated with the Employee.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4c5986eb-fcc1-4d1a-8544-ee4f44b5998f.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

### Job

The [Job](/doc/docs/smart-ops-job-records) grouping displays one Job per row. With this grouping, each Shift tile is titled with the Employee assigned to it.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f17ecabe-6ce4-403e-a96c-d218c91c44af.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

The first cell in each row will display the Job name and a summary of associated scheduled Shifts and hours. Clicking on the Job will open the associated [Job Record](/doc/docs/smart-ops-job-records) in a sidesheet.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4dccdeed-7ac3-4a80-94c0-bbf2d6ee6e5b.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

**Scheduled Hours Summary**

Below the Job title are two numbers separated by a bar

- Number 1: Total hours scheduled for the Job
- Number 2: Total Shifts scheduled for the Job

> If either number represents overtime values, these numbers will turn **red**

Hovering over the 'Scheduled Hours' summary will display weekly details.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6f6380bf-65b5-4c75-b894-156e292ed3bd.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

### Department

The [Department](/doc/docs/smart-ops-department-record) grouping displays one Department per row. With this grouping, each Shift is titled with the associated Job and subtitled with the assigned Employee.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/0f3b2fa8-65b6-465b-a67b-a1cb349509d5.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

The first cell in each row will display the Department name and a summary of associated scheduled Shifts and hours. Shifts associated with Jobs that have not been assigned to a Department will be grouped in the 'No Department' row.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/9ffc642f-c1ba-46be-b10e-8d52547bea29.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

**Schedule Summary**

Below the Department name are two numbers separated by a bar

- Number 1: Total hours scheduled for the Department
- Number 2: Total Shifts scheduled for the Department

> If either number represents overtime values, these numbers will turn **red**

---

## Minors Identified on Schedule

When an employee is a minor, their employee name and assigned shifts will be indicated as such. This will be shown in both Week View and Day View. When sorted by Employee, the employee name will have a red circle to indicate that they are a minor.

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/12146079251/original/kmE2rAUWtjg3s-yqScdHuGDrDp5T_I6NYQ.png?1720549729)

When sorted by Department or Job, the red circle indicator will appear on the shift.

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/12146079868/original/n_UvOYxMosumQYprJCa83wU-R0RW38qrVw.png?1720550259)

### Predictability Rule Countdown Banner

When a predictability rule is assigned to the schedule's location, a countdown banner appears on the Schedule Calendar showing how many days remain before the rule's advance notice deadline. The banner is informational only and does not prevent any scheduling action.

Hovering over the status label displays a tooltip with additional detail about the countdown.

| Status | Example | Banner Color | Condition |
| --- | --- | --- | --- |
| On track | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DN4KNWPQ.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) | Green | More than 3 days remain before the deadline. |
| Approaching | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CU9B8EXE.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) | Yellow | 1 to 3 days remain before the deadline. |
| Final Day Notice | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LHBB874R.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) | Yellow | Last day to edit/publish before the deadline. |
| Expired | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZJPNRDWE.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D) | Red | The deadline has passed for the current week. |

> [!NOTE]
> When [**penalty calculation**](/doc/docs/configure-predictability-rules#configure-a-penalty-tier) is enabled on the [predictability rule](/doc/docs/predictability-record), a late shift change made after the countdown banner's deadline sends the affected employee an acknowledgment request. Once the employee responds — or a pay period closes with the change still pending — a calculated predictability pay penalty appears on the employee's timecard and on the [**Predictability Acknowledgement Report**](/doc/docs/predictability-acknowledgement-report).

#### Difference Between "To Publish" and "To Edit"

The scheduler checks whether the schedule has already been published to determine which status label to display.

##### Unpublished Schedule

If the schedule has not been published, the label reads:

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ET5QF9WI.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

For example, if 3 days remain before the deadline and the schedule has not been published, the banner displays **3d to publish**. This tells the user that the schedule should be published within three days to remain within the predictability-notice window.

##### Published Schedule

If the schedule has already been published, the label reads:

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7OT55TPG.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

For example, if 3 days remain before the deadline and the schedule has already been published, the banner displays **3d to edit**. This tells the user that edits can still be made within the remaining three-day window without entering the late-change period.

#### Editing a Published Shift

When a predictability rule is enabled for a location, managers can edit a published shift directly — there is no need to unpublish the shift first, make the change, and then republish it. This change avoids triggering two separate predictability penalties for what is really a single change.

When a manager updates a published shift, the shift **remains published automatically** once the changes are saved.

> With penalty calculation enabled, published shifts can be edited without unpublishing them first.

---

## Unassigned Shifts Section

Shifts that have not yet been assigned to an Employee will appear in the 'Unassigned' section, which is collapsed by default.

[![A picture containing text, screenshot, post-it note, font Description automatically generated](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f3ad1f0b-38a1-4b11-b8ef-23c9d5bf27fa.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/12049247884/original/t8BaFy53Zu2cMiJYPReFSOGoH_rNcqo15Q.png?1555104068)

Unassigned Shifts **cannot** be dragged to another day, and are **locked** to the date on which they were created. However, Shifts **can** be copied and pasted to/from the 'Unassigned' row in the Job and Department groupings of the Schedule. To change the date of an unassigned Shift, open the 'Edit Shift' window by double-clicking on the Shift, then manually update the date value.

Shifts that are both 'Unpublished' and 'Unassigned' can be deleted from the Schedule in bulk. Learn more about [deleting Unpublished, Unassigned Shifts here](/doc/docs/scheduling-deleting-unpublished-unassigned-shifts).

---

## Business Day & Operating Hours

### Business Day

When viewing the Schedule Calendar by 'Day', the page will list all hours between the first and last hour of the Location's Business Day. By default, Business Days match Calendar Days, with the first hour as 12am and the last hour as 11pm.

When a [Start of Business Day Time](/doc/docs/start-of-day-overview) is defined for a Location, it will be reflected on its Schedule Calendar.

- Contact your CSM or [R365 Support](https://help.restaurant365.net/en/support/tickets/new) to learn how 'Start of Busness Day' can enhance your R365 experience!

Shifts that cross the start time of the Business Day are considered Cross-Day Shifts. These Shifts will be broken into segments for the purposes of overtime calculations and labor reporting. Learn more about [Cross-Day Shifts here](/doc/docs/scheduling-cross-day-shifts).

### Operating Hours

Defining Restaurant Operating Hours will focus attention on the hours that Labor should be scheduled. Hours outside of the defined Operating Hours will have a darker background.

> Shifts outside of Operating Hours will still be included in Scheduled Labor reporting.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a39c10ff-c31b-46fa-86b5-ad02e73c28f4.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

****Configure Operating Hours****

Follow these steps to configure operating hours:

1. Navigate to the [**Schedule page.**](/doc/docs/schedule-calendar#navigation)
2. Toggle the view to **Day**.
3. Click **manage operating hours**, located under the Select Day Part dropdown.
4. **Uncheck the All Day box** for all days of the week with limited operating hours.
5. Set the **opening and closing times** for desired days of the week.
6. Click **Save.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VNFR3BVR.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VTHH69O7.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

---

## Day Parts

When in the 'Day' view, Users can filter the Schedule by Day Part.

When Day Parts are selected in the Day Part selector, Shifts within the hours of the selected Day Part are displayed and highlighted.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/8f99c961-c75e-473d-be38-2a6e4adad96f.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

![A screenshot of a computer Description automatically generated with medium confidence](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/1f9bb472-2975-4dd0-bc34-684f54994104.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

Day Parts can be created within the Schedule Calendar by clicking 'Configure Day Parts'. Learn more about [Day Part configuration here](/doc/docs/schedule-calendar-configure-day-parts).

> Day Parts can also be created and edited within the [Labor Matrix](/doc/docs/labor-matrix-day-parts).

> Only Users with the following Permission will be able to create and/or edit Day Parts for Locations that they have access to:
> 
> - Labor → Scheduling → View/Edit Labor Matrix Setup

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/602cbb42-ec19-4e11-8783-65ec5f73ee1d.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A22%3A51Z&se=2026-11-09T18%3A22%3A51Z&sr=c&sp=r&sig=i6Ysy0d0BkOTPBm5X1rTHXYvDJvCHRHgA3AYpV%2BtNds%3D)

A defined date range on the payroll calendar during which employee hours and earnings are accumulated. When a pay period ends, R365 automatically creates a pay run for that period.

A record in R365 that captures an employee's worked hours for a shift. Timecards are created from punch data after it processes through the labor pipeline and are used to calculate earnings for payroll.