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Shift scheduling

Shift scheduling is the core of Shiftly. Here you plan shifts, assign employees, and create exceptions to shift patterns.

Overview

Shift scheduling provides:

  • Interactive calendar — Week view with all shifts
  • Drag-and-drop — Drag employees into the calendar
  • Shift patterns — See recurring patterns in the calendar
  • Exceptions — Override patterns for specific days
  • Department filter — Filter by department
  • Clear overview — Calendar view of all shifts

Calendar view

Change week

  • Use the arrows left and right of the date
  • Click Today to jump to the current week

View

  • The week view shows Monday through Sunday by default

Department filter

Select a filter

  • Use the dropdown at the top of the calendar
  • Pick a department
  • Administrators can choose any department
  • Managers see only their department
  • Only one department is shown at a time

Shift patterns

What are shift patterns?

Recurring templates that define:

  • Which department needs staff
  • Which weekday (Monday–Sunday)
  • What time (start and end)
  • How many employees are required

Viewing patterns

Patterns appear as highlighted time blocks in the calendar:

  • Department name
  • Time range (e.g. 06:00 - 10:00)
  • How many employees are still needed

Managing patterns

Note: Patterns are created in Department management. In shift scheduling you can only add exceptions to existing patterns.

Pattern exceptions

Create an exception:

  1. Click a time block — A highlighted pattern block for a day
  2. Edit — Click the edit icon
  3. Create exception — Override that day
  4. Change time or headcount — Adjust as needed
  5. Save

Use cases:

  • Public holidays with different hours
  • Special events needing more or fewer staff
  • One-off overrides for a single day

Assigning employees

Drag-and-drop

  1. Open the employee list — Left side of the calendar
  2. Select an employee — Click a name
  3. Drag — Into the calendar
  4. Drop — On a time block or empty area

What happens:

  • On a pattern block: A shift is created using the pattern duration and time; the employee is assigned.
  • On empty space: A new shift is created with the dragged duration; the employee is assigned.

Move a shift

  1. Click the shift
  2. Drag to a new time
  3. Drop — The shift updates

Change duration:

  1. Click the shift
  2. Drag the bottom edge to resize

Note: Only managers and administrators can move shifts or change duration.

Managing shifts

Edit

  • Change time — Move the shift (see above)
  • Change duration — Resize from the bottom edge
  • Change assignee — Delete the shift and assign someone else

Permissions:

  • Manager / Administrator: Can edit all shifts
  • Employee: Cannot edit shifts

Delete a shift

  1. Double-click the shift
  2. Click the X to delete
  3. Confirm

Note: Only managers and administrators can delete shifts.

Copy last week

  1. Copy icon — Top of the calendar
  2. Choose options — Copy shifts, copy exceptions, etc.
  3. Copy

What happens:

  • Shifts from last week are copied into the current week
  • Weekdays align (Monday to Monday, etc.)
  • Duplicates are skipped
  • You get a summary of what was copied

Useful for:

  • Regular weekly schedules
  • Similar weeks
  • Faster planning

Show / hide events

  1. Eye icon — Top of the calendar
  2. Hide — Assigned shifts are hidden; patterns may remain visible depending on view

Show again: Click the eye icon again.

Visual cues

Colors

  • Each department has a color (defined in department management)

Shift display

  • Shifts show the assigned employee’s name
  • Check-in/out times use arrows: → 08:15 (in), ← 17:30 (out) — see Check-in and check-out

Headcount

  • Patterns show how many employees are still needed
  • Green / yellow / red indicate fill level

Avoiding conflicts

Double booking

  • The system blocks assigning someone who already has a conflicting shift
  • You see which shift conflicts

Tips

  1. Define patterns first in Department management
  2. Assign employees by dragging into patterns
  3. Add exceptions for special days
  4. Copy last week for similar schedules

FAQ

Can I assign several employees to the same block?

Yes — drag multiple employees one after another; separate shifts are created.

What happens when I move a shift?

The shift updates; conflicts are checked automatically. Only managers and administrators can move shifts.

Can I plan weeks ahead?

Yes — navigate weeks forward and plan any week.

What are exceptions?

Overrides to the default pattern for specific days — useful for holidays or special events.