Create a shift

This page is for planners. You need to be a Planning Administrator, or a project manager planning one of your own projects (see Plan project tasks). A new shift is a Draft: nobody but planners can see it until you publish the schedule.

Start a new shift#

Choose the way that fits what you are doing:

• From the schedule: open Planning → Schedule → By Resource and press New; or point at an empty day in a person's row and press the + that appears; or double-click an empty day. The + and the double-click start the shift on that day for that person, with the times of the first template for their default role, or 08:00 to 17:00.
• From a list: open Planning → Schedule → By Resource, switch to the list view with the view buttons at the top right, and press New.
• From a template: use Plan with a template to create many at once.

A new shift starts today from 08:00 to 17:00 in your time zone, with Allocation Type Shift.

Fill in the form#

[planning-shift-form-draft]

1. In Shift Template, optionally choose a template. It sets the times, role, break and note.
2. In Resource, choose the person or material. Leave it empty to create an open shift; the field shows "Open shift". When you choose a resource, Role fills in with the resource's Default Planning Role if the role is empty or the resource does not hold it.
3. In Role, choose the role the shift needs. If the resource does not hold it, a yellow alert tells you; you can still save.
4. In Dates, choose the start and the end. The end must be after the start; otherwise you see "Shift ... ends before it starts." from the form, or "A shift must end after it starts." from the database.
5. Check Allocated Time and the percentage beside it. Allocated time is worked out for you; see Concepts. Change the percentage to plan part of the person's time, or type the hours and the percentage follows.
6. In Break, type the unpaid break, for example 00:30. If your company set a Default break in the Planning settings, new shifts longer than its threshold get that break, and you can edit it on each shift. The break is taken off allocated time.
7. Check Shift Manager. It defaults to the manager of the person's department, or else the person's own manager, and approves changes when change approval is on. Planning Administrators also see Cost, the allocated time multiplied by the role's hourly cost.
8. Tick Repeat if the shift should come back; see Repeat a shift.
9. In the large text area at the bottom, type a Note for the employee. It appears in the published email and on the employee's schedule.
10. Press the save icon.

What happens when you choose a person who is already booked#

If the person has another shift that overlaps, a dialog titled Conflicting shifts says: "Name already has n shift(s) during this period. You can still save; the conflict stays visible on the schedule until it is resolved." Close it and save, or change the time or the person. Nothing is blocked. See Resolve shift warnings.

Check the result#

Open Planning → Schedule → By Resource and find the shift. A draft is drawn hatched. Hover over it for the card; click it for the actions. The status bar of the form shows Draft.

Next#

• Publish it: Publish the schedule.
• Repeat it every week: Repeat a shift.
• Add a skill requirement: Require skills.