Shift scheduling & availability

The Shift Schedule

HR → Shift Schedule — plan the week, then publish it to let the team know.

• Week or Day view; Previous / Today / Next to move around.
• Group by — By employee (a row per person, with their hours against their weekly maximum) or By position.
• Filter by Department and Position.
• Only employees with Show on the schedule turned on get a row (set on their profile).
• Time off and Unavailable times are shaded so you can see who's free.
• With HR Payroll, each row and day shows cost, and the bottom rows show hours, cost, sales and labor %.

Rows at the top

• Events — your own special events (Add event: title, colour) and, when Show bookings and league games on the schedule is on (HR → Settings → Scheduling), each day's AlphaLeague bookings and league games — so you can staff busy days.
• Open shifts — shifts with nobody assigned yet. Anyone eligible can claim them from My Work.

Add, edit and move shifts

1. Click an empty cell (or a shift to edit it).
2. Choose the Employee — or Open shift (anyone eligible can claim it) — the Position (their positions are listed first), the Date, Start and End.
3. Optional: Unpaid break (minutes) — deducted from paid hours and cost — and Notes. Fill from template copies a template's position, times and break.
4. Save. The shift shows Not published yet until you publish.

• Overnight shifts — an end time earlier than the start means the shift ends the next day (shown as +1 day).
• Move — drag a shift to another day or person. Hold Alt or Ctrl while dropping to copy it instead.
• Delete shift from the shift dialog.

Warnings

Shifts with a problem show a warning sign, and the Shifts with warnings card counts them. Warnings never stop you saving — they tell you what to check.

Warning	Meaning
Overlaps another of their shifts	Two shifts for the same person at the same time
Marked unavailable at this time	Clashes with their availability
Has approved time off	They're off that day
Over their maximum	More than Max hours / week on their profile
Weekly overtime / approaching overtime	Over (or near) the weekly overtime threshold in HR → Settings → Overtime
Daily overtime	Over the daily overtime threshold, if you set one
Minor: hours per day / week, starts too early, ends too late	Staff under the age set in Minor (child labor) warnings (HR → Settings → Scheduling) scheduled outside those limits
Not assigned this position	The position isn't on their profile
Needs a valid …	The position requires a certification they don't hold or that has expired (Certifications)
No longer works here / On leave	The person is terminated or on leave

The minor-labor defaults are under 16: at most 8 hours a day and 48 a week, not before 5:00 AM or after 10:00 PM. Check the rules that apply in your state.

Fill the week faster

• Templates — reusable shifts (name, position, times, break, days of the week), e.g. Evening front desk. Apply one or more templates to the week you're viewing, as assigned shifts or as Open shifts. Shifts already scheduled are skipped.
• Copy previous week — copies last week onto this week as unpublished shifts. Choose Include open shifts and Replace shifts that would overlap (otherwise overlapping ones are skipped).
• Clear unpublished — removes every unpublished shift in the week (within the current filters).

Labor budget

The cards above the grid show Scheduled hours, Scheduled labor cost (as a % of the budget), Sales and Labor % of sales. Click Set a labor budget to enter the week's Labor budget and Forecast sales. A default Weekly labor budget can be set in HR → Settings → Scheduling. Sales come from AlphaLeague billing.

Publish and notify

1. Check the warnings.
2. Leave Notify team ticked to tell the people affected.
3. Click Publish (n changes). The button counts unpublished changes.

• Staff only see published shifts in My Work.
• People are emailed (and texted, if turned on in HR → Settings → Notifications and on their profile). People whose shifts were removed are told too.
• Print prints the current view.
• If Managers only build and publish schedules for their departments is on, managers work only on the departments they manage.

Availability

HR → Availability shows when each person can work, and changes waiting for approval.

• Blank days mean available any time. The pattern shown is the one in force today; Changes … marks an upcoming change.
• Each day can be Available, Unavailable all day, or Specific times (Preferred or Unavailable time ranges).
• Staff send changes from My Work → My Availability, starting from a date they pick.
• Approve or Decline pending changes here (or in Approvals), with an optional note.
• Click a person to set their availability yourself — it's approved right away.
• If Managers must approve availability changes is off (HR → Settings → Scheduling), changes apply automatically.

Shift requests

Staff manage their shifts from My Work → My Schedule:

Request	What happens
Cover	Asks a colleague (or Anyone who can work it) to take the shift. Offers to anyone show under their Open shifts as Needs cover
Trade	Swaps the shift for one of a colleague's in the next four weeks
Open shift claim	Picks up an open shift (needs Can pick up open shifts on their profile)
Drop	Gives the shift back to the open shifts for someone else to claim

• A colleague accepts first (covers and trades), then a manager approves in HR → Approvals.
• With Managers must approve shift trades, covers and open-shift claims turned off, the change applies as soon as the colleague accepts (and claims and drops apply straight away).
• Approved requests update the schedule; you're told if the new assignment has warnings.