Category: admin-guide

The Shift page is where you build and manage the schedule. It has three tabs: Shifts (the full shift list and shift creation), Availability (Beta), and Preferred (Beta) working time.

2.1Overview

2.2Shifts tab

2.2.1What is in the shifts table

Every shift is listed with Date, Title, Status, Start Time, End Time, Break Time, Total Hours, Assigned To, and Notes. Use the All, Now & Upcoming, and Past tabs above the table to switch between every shift, currently active and upcoming shifts, or past shifts.

2.2.2How to filter and search shifts

The toolbar above the table lets you narrow down the shift list: Select users, Status, and a Search box.

1. 1

   Click Select users to open a searchable checklist grouped by Teams and Users (search by name, team, or tag), with a Select All option, so you can narrow the list to specific people.

2. 2

   Click Status to open a checklist of Draft, Scheduled, Confirmed, In Progress, Completed and Cancelled, plus Select All. (Cancelled shifts you delete from the table live in Recently Cancelled Shifts below instead.)

3. 3

   Use the Search shifts box to filter the list directly as you type, independent of the two dropdowns above. Once filters are applied, click Clear All to reset everything back to default.

2.2.3Shift validation warnings

Create Shift and Edit Shift both check the times you enter and warn you before you save. An Overnight shift notice confirms when a shift crosses midnight, while Daily hours limit exceeded and Shift too long are hard warnings shown in red when a shift would put an employee over their daily hour limit or exceeds the maximum shift length.

When editing an existing shift, the same check runs against that employee’s actual schedule for the day and names them directly, for example warning that a specific employee would have a certain number of hours on that date if the change is saved. Once a shift is saved, a Success confirmation slides in confirming it was created.

2.2.4How to edit a shift

1. 1

   Click the edit (pencil) icon in the Actions column of any shift row to open Edit Shift, update its details, and save your changes.

2.2.5How to publish shifts

1. 1

   Tick the checkbox on one or more Draft shifts, the Publish and Delete button counts update live to show how many are selected.

2. 2

   Click Publish (N). A confirmation asks you to confirm how many shifts will be published before it goes ahead.

3. 3

   Once published, each shift’s Status changes from Draft to Scheduled, and the header’s Total hours and status counts update to match.

2.2.6How to delete, restore, and permanently remove a shift

1. 1

   Click the delete (trash) icon on a shift row. A confirmation explains this moves the shift to deleted items and that the action can be reversed within 30 days.

2. 2

   Deleted shifts appear in the Recently Cancelled Shifts panel at the bottom of the table, showing who it was deleted for, the Deleted date, and when it Expires.

3. 3

   From that panel, click Restore to move the shift back to the table as a Draft (publish it again to make it visible to employees), or Delete to permanently remove it, this action cannot be undone.

2.3Availability tab (BETA)

Shows when employees are free to work. Admins can also add availability entries on an employee’s behalf using + Add Availability.

2.3.1How to filter availability

1. 1

   Use the Search by name, status, date, or note box to filter the table directly as you type, independent of the two dropdowns above.

2. 2

   Click Select users for a searchable employee checklist (by name, team, or tag) with Select All, the same pattern as the Shifts tab.

3. 3

   Click Status to filter by Available or Not Available, plus Select All.

2.3.2How to add availability

1. 1

   Click + Add Availability, choose the employee(s) under Select Employees, pick a date, set From / To times (or tick All Day), a Status of Available or Not Available, and an optional Note, then Save. A notice at the top of the modal reminds you that entries you create this way are visible in both admin and employee views. You can also add a Private Note visible to the Owner only.

2. 2

   The table lists Date, Employee, From, To, All Day, Status, Note, and Actions. Select rows and click Delete to remove entries; a Recently Deleted Availability link at the bottom keeps deleted entries for reference.

2.4Preferred tab (BETA)

Employees can log preferred working times (days/hours they would like to work), which appear here for admins to reference when building the schedule.

2.4.1How to filter preferred working time

Use Select users and the Search by name, date, or note box above the table. There is no separate Status filter here since preferred-time entries do not have a status.

2.4.2How to add preferred working time

1. 1

   Click + Add Preferred Time, choose the employee(s), pick a date, set From / To times, and an optional Note, then Save.

As with Availability, a notice reminds you that entries are visible in both admin and employee views, and you can add a Private Note visible to the Owner only.

1. 2

   The table lists Date, From, To, Employee, Note, and Actions. Select rows and click Delete to remove entries; a Recently Deleted Preferred link at the bottom keeps deleted entries for reference.

The Dashboard page is the first page you see after logging in. It gives you a quick snapshot of your workspace for a selected date range: how many employees you have, how many shifts are planned, how many hours have been worked, and a visual schedule of everyone’s shifts.

1.1Overview

The icons in the top-right corner of the header give quick access to a few workspace controls:

1.1.1How to change the date range

1. 1

   Click the date-range field at the top of the dashboard header.

2. 2

   Pick a quick preset (Today, Yesterday, Tomorrow, This Week, Last Week, Next Week, This Month, Last Month, Next Month) or choose a Custom Range from the calendars.

3. 3

   The summary cards and the Shift Schedule below refresh together for the new period. Use the arrows on either side of the date field to move to the previous or next period.

1.2Header and summary cards

1.2.1How to read the summary cards

1.3Create Shift and Planning Mode

1.3.1How to create a new shift

1. 1

   Click the Create Shift button in the header.

2. 2

   Fill in the Title, Start Time, End Time, Break and Duration.

3. 3

   Use Assign to (Users) to choose who the shift is for.

4. 4

   Set a Start Date and, if the shift should repeat, an End Date and the days under Repeat on.

5. 5

   Add a Shift Note, or a Private Note visible only to Owner Only, then save the shift.

1.3.2How to turn on Planning Mode

1. 1

   Click the Planning Mode toggle in the header to switch it ON.

2. 2

   A banner confirms you’re in planning mode. Draft shifts can now be moved freely with drag and drop, and Select All / Publish controls appear above the schedule.

1.3.3How to publish draft shifts

1. 1

   Tick the checkbox on a draft shift, or click Select All, to select the shifts you want to publish.

2. 2

   The Publish button shows the number of shifts selected. Click it to publish all selected shifts at once.

1.4Shift Schedule (Gantt chart)

1.4.1What is in the shift schedule

The Shift Schedule shows a visual Gantt chart of shifts for every employee across the selected date range, with a timeline running along the top of each day.

1.4.2How to filter by shift status

1. 1

   Use the status chips above the chart (Draft, Scheduled, Confirmed, Cancelled) to show or hide shifts by status.

2. 2

   Click the arrow next to the chips to reveal more filters: Available, Unavailable, Time Off, Preferred, Correction (+) and Correction (-).

3. 3

   Click Clear All to reset every filter back to its default.

The bar at the bottom of the schedule explains every colour and pattern used in the chart:

1.4.3How to view shift details

1. 1

   Click on any shift bar in the schedule.

2. 2

   The Day Summary panel opens on the right, showing the shift time and duration, the employee, and any note. Click Edit to make changes, or Close to dismiss it.

1.4.4How to filter by tag

1. 1

   Click the tag icon next to the search bar.

2. 2

   Search for a tag and tick the ones you want, click Select All, or click + Add Tag to create a new tag.

1.4.5How to export the schedule

1. 1

   Click the export icon next to the search bar.

2. 2

   Choose PNG or PDF to download the current view of the schedule.

1.4.6How to filter by team or user

1. 1

   Click the filter icon next to the search bar.

2. 2

   Search by name, tick individual Teams and Users, or click Select All.

1.4.7How to configure Gantt settings

1. 1

   Click the settings (gear) icon next to the search bar.

2. 2

   Adjust the Visible employee rows, the Working days, the Start time / End time, and the Planning snap interval.

3. 3

   Add a named Guide line at a specific time with a chosen colour, or click Reset to default settings to undo your changes.

1.5Notifications

1.5.1How clock in / clock out alerts appear

Whenever an employee clocks in or out, a pop-up notification appears in the bottom-right corner of the dashboard, confirming who took the action and the time it happened.

1.6Getting started

If your workspace has no shifts or time entries yet, the schedule area shows a Keep track of your team panel with two shortcuts: Build a Schedule to start creating shifts, or View Tracking Time to open the Time Tracking page.