By shifts: the schedule is the shifts you load

What it solves

• Planning week by week. Each day carries its own shifts, with no standard week repeating on its own.
• Clocking in as normal. The person clocks in as always against that day's shift, without having to start tasks.
• Fitting the work inside the shift. The day's tasks are normal tasks, inside their shift. Loading shifts never creates, moves or deletes a task.

If it is not on the roster, they do not work. A day with no shifts loaded is a day off, and a week with nothing loaded is off entirely.

The three schedule modes

Each person has one mode, and the mode is the only source of their schedule. It is chosen in Schedules & holidays, in the How the schedule is organised section:

Each mode shows only what is its own. Someone on Standard week sees no roster, and loaded shifts do not count even if they exist. Someone By shifts has no standard week behind them: if a week is not loaded, that week is off.

Standard week and By shifts are inherited like the rest of the schedule: the closest level wins. A roster is planned per branch, so the usual thing is to set By shifts on the branch. If someone at that branch has a fixed schedule, for example the office staff, leave them on Standard week on their profile. With Use base schedule on for a branch or a person, the mode is inherited too.

Changing the mode

1. Open the branch's or the person's profile and click Edit.
2. In Schedules & holidays, under How the schedule is organised, click the mode you want.

On a branch or a person, the mode is saved as soon as you click it: "Mode saved." appears and what is below changes straight away. You do not need to click the form's save button. In the company's general settings, the mode is saved with the rest of the schedule.

Removing the mode does not delete the loaded shifts. They simply stop being used.

Loading shifts

With the branch or the person By shifts, under Edit → Schedules & holidays you will find the Shift roster. On the branch it shows the week of everyone who is By shifts; anyone at the branch with another mode is not shown, and the panel says how many people that is. On a person's profile it shows only theirs.

The roster draws the week with the hours running down and each shift from its clock-in to its clock-out. Today and the current time are marked. The top row says who is off each day.

1. Move between weeks with the arrows, or go back to Today.
2. Click Add shift, or the + on the day you want. You can also click a free hour or an existing shift.
3. Shifts for the day opens, with that person's whole day. Choose the person and the day if needed, and enter the Clock-in and Clock-out.
4. If it is a split day, click Add another shift (split day). Two shifts on the same day cannot overlap.
5. Click Save.

Shifts are saved straight away, without going through the form's button. To make a day a day off again, remove all its shifts with Remove and save: the day is left as "No shifts: that day is off."

If someone has nothing loaded in the week you are viewing, the panel warns you in red: that person is off the whole week.

Days that are over cannot be changed. Today can.

Copying the week

Copy to next week copies the shifts of the week you are viewing to the following one, person by person. Whatever those days already had is replaced. It is the quick way to build a month that looks alike week by week, and then adjust whatever changes.

Tasks

The shift roster does not create tasks. Tasks are created in Tasks, as always, and sit inside that day's shift. Changing a shift does not move any task.

Loading the week from Excel

Above the roster you will find Import roster by shifts. With the roster importer, each person who is By shifts gets a tab with the date, the clock-in time and the clock-out time of each shift. Their tab is their whole week: days without rows are off. No task is created or touched, and past dates are skipped.

What the profile shows

Without clicking Edit, the branch's or the person's profile is read-only. The Schedule section states the mode and shows what is its own: the standard week, the week of loaded shifts or the week of tasks. By shifts, you move between weeks with the arrows or Today, and days with no shifts show as Off.

What the person sees

In the app, their week with the loaded shifts and the clock-in and clock-out reminder for each shift, just as with the standard week. They clock in with the usual gesture. Public holidays and their absences still take precedence in all three modes: a holiday or a vacation blocks clocking in even if a shift is loaded that day.

Where the clock-in is measured

The shift has no location of its own. The clock-in is measured against the branch, as with the standard week. Each task with an address is measured against its own location when it is started.

If the work is away from the branch, create a branch with the geofence disabled so people can clock in from anywhere, and put the address on each task. Bear in mind that a task without an address at that branch does not check any location.

Who can load shifts

The company's owner and administrators, and the supervisors of the person's branch.

Common problems