Shifts

The Shifts page is where you define the shifts your location runs and assign them to your team. It's worth getting right early — late detection, overtime, and payroll all key off an employee's recurring shifts.

The page has two tabs:

• Templates — reusable shift times (a name plus start and end), defined once and reused everywhere.
• Recurring Shifts — which employee works which shift, on which days.

Step 1 — Create your shift templates

Open the Templates tab and select New Template. A template has four fields:

• Name — what the shift is called (e.g. Mid Shift).
• Start time and End time — when the shift runs.
• Unpaid break (minutes) — break time deducted from the shift, so paid hours reflect actual work. It defaults to 60 minutes; set it to 0 for shifts with no unpaid break.

Save, and the template is available whenever you assign shifts. The Templates list shows each shift's total span alongside its paid hours — for example a 9:00 AM – 6:00 PM shift with a 60-minute break reads 9h span · 8h paid.

Define the shifts your location actually uses — for example:

• Morning — 7:00 AM – 4:00 PM
• Mid — 9:00 AM – 6:00 PM
• Closing — 2:00 PM – 10:00 PM

Templates turn assigning a schedule into a few clicks instead of retyping times.

Step 2 — Assign shifts to employees

Switch to the Recurring Shifts tab and pick someone from the Employees list. Their month fills the calendar beside it, one shift per day. Anyone still without a schedule carries a warning icon in the list, so you can see at a glance who is left to set up.

Tap any day on that calendar to open Edit weekly schedule, dated from the day you tapped. From there:

1. Check the Effective from date — the pattern starts here and repeats from it.
2. Set each day to a shift template, Rest day, or Open (open hours, no fixed shift).
3. Or use Quick assign: pick one shift and apply it to Mon–Fri, the weekend, or the whole week in a single tap.
4. Use + New template if you need a shift time that does not exist yet.
5. Save the week.

Once the month is filled, rest the pointer on any day: every other day running that same shift lights up with it, and its row in the Shifts legend tints to match. It is the quickest way to read a month as a handful of patterns rather than thirty-one separate days, and to catch a day that ended up on the wrong shift.

Tapping a legend row instead of hovering it pins that filter, so the calendar keeps only that shift picked out until you tap it again.

Recurring shifts repeat by day of week from the effective date. If a schedule changes later, create a new weekly pattern with a later effective date; the calendar keeps older dates tied to the old pattern and future dates tied to the new one.

Step 3 — Plan the whole team's week

The Team Planner puts everyone on one grid — the week across, the clock down the side — so you can see who overlaps and where a shift has nobody on it. The Employees rail lists each person with their scheduled hours and a mark for every day; the Shifts legend below it names each colour on the grid.

There are two ways to change a day:

• Drag a name from the rail onto a day. Which shift is asked rather than guessed — shifts overlap, so the hour you dropped on does not name one on its own. Drop a name on the No shift strip at the top instead and that day becomes a rest day.
• Click a block. A block is the whole crew on that shift, so where more than one person is on it the editor asks who the change is for before it asks what to change them to — untick anyone it should leave alone.

Every change here writes the same kind of recurring rule as the weekly patterns above, dated from the day you changed: next week already runs the new plan, and past weeks keep the old one. Each one lands with an Undo in the confirmation if it was not what you meant.

On a phone or a narrow window the week reads as a list rather than a grid, since a shift block is too small to drag there. Tap a shift to change who is on it, or Add staff to put someone on a day.

Leave shows up on the schedule

Approved leave draws its own row on the Team Planner grid — an avatar, an icon for the leave type, and the leave type's name — and a matching row inside the day cell on the Recurring Shifts calendar. If that day also has a shift assigned, the day is flagged instead of just showing both side by side: Team Planner splits the person's shift card off from the rest of the crew with a warning triangle, and the Recurring Shifts calendar switches its leave row to the same warning colour. Either way, the flag follows the person on leave — anyone else sharing that shift is untouched.

Watch it in the app

Both the Templates/Recurring Shifts page and Team Planner have a Watch tutorial button next to the page heading. It plays the matching clip above in a modal without leaving the page — quicker than coming back to these docs mid-task.