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Mobile App: Schedule (Shift View)
Mobile App: Schedule (Shift View)

Plan your schedule by creating and assigning shifts

StaffAny avatar
Written by StaffAny
Updated over a week ago

Contents of this article is applicable to the following users

Tier: START UP, GROWTH, SCALE

Platform: Mobile

Access Level: Owner & Manager

This guide will cover the following:


How Schedule Works - Video


Create Shift Template

  1. In Mobile app, go to Schedule > Select section > Add Week > Create New.

  2. Tap on Add Shift.

  3. Fill in the details of the shift.

    Shift Name

    You can insert the name of your shift.

    E.g. Full shift.

    Timing

    Select your shift hours by adjusting the ‘Start’ and ‘End’ timings. Take note our system records timing in 24 hour format.

    Unpaid break

    Break duration indicated will not be counted in your total worked hours.

    E.g. If you schedule 9 hours of work in a day with 60 mins break, total scheduled hours captured is 8 hours.

    Roles

    You can choose to input the number of manpower you require for this shift as well as the different roles you create.

    Apply To

    Copy shifts to multiple days across the week instantly.

    Colour

    You can pick a colour to differentiate different shifts for better visibility.

  4. Tap on 'Submit' button.


Edit Shift Template

  1. In Mobile app, go to Schedule > Select section > Tap on the week that you want to edit.

  2. On the day you want to edit, tap on > icon.

  3. Tap on Edit.

  4. Edit the details.

  5. Tap on Save.

Note: If you have selected the shift template to be copied over to the remaining days of the week when you first create a shift template, editing a shift template will only amend the day you have selected. You will have to go over each day to amend the same shift.


Assign Shift to Staff

  1. In Mobile app, go to Schedule > Select section > Tap on the week that you want to assign shift.

  2. On the shift that you want to assign, tap on + icon on the role you want to assign.

  3. Select the staff you want to assign.

  4. Tap on Done.

Tip:

Solid Staff Blocks: indicate that staff is available to work for the shift.

Faded Staff Blocks: indicate that staff has not indicated their availability for the shift. This applies to all Part timers only. 


Edit Individual Shift Slot

There may be times when you need a staff to come in earlier or later for their intended assigned shift. Instead of creating a new shift, you can simply edit their shift slot timing of the original shift. 

  1. In Mobile app, go to Schedule > Select section > Tap on the week that you want to edit.

  2. On the day you want to edit, tap on > icon.

  3. Tap on the shift of the staff that you want to edit.

  4. Edit the details.

  5. Tap on Save.

Note: If you have Part Timers working for you, we have 2 options (Shift Availability & Day Availability) to allow them to indicate their availability using our app.


Copy Existing Schedule to Subsequent Week

Once you have finished creating and assigning shifts, you can copy over the exact schedule created to the following weeks to save time.

  1. In Mobile app, go to Schedule > Select section > Add Week.

  2. Tap on Copy Week > Select to copy with Full Timers if needed.

    Select Full Timers if your staff works the same shifts every week.

    This will automatically assign them to existing shifts for the subsequent week(s).

  3. Tap on Copy.


Preview and Export Schedule

  1. In Mobile app, go to Schedule > Select section > Tap on the week that you want to preview/export.

  2. Tap on Preview.

  3. Select to preview schedule for This section or All sections.

    This section: preview schedule for this section only

    All sections: preview schedule for all sections (only if you are tagged into more than one section)

  4. You will be able to preview the schedule.

  5. If you would like to share with your staff, tap on the export icon > Select PDF or CSV format > Tap on Export.

  6. Tap on the messaging app or software that you would like to share to.


Publish Schedule

  1. In Mobile app, go to Schedule > Select section > Tap on the week that you want to publish.

  2. Tap on Publish.

This will send out push notifications to all your assigned staff of their upcoming shifts for the week.

You will still be able to make changes to the schedule after publishing except: 

  • Unassign a shift with Clock-In-Clock-Out records

  • Delete a shift with Clock-In-Clock-Out records

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