By default, administrators and employees with a permission profile that allows them to see and edit shifts can create shifts in Workfeed. Here's how to:
Creating a shift
You can create shifts in both "Week view" and "Table view". To switch between them, click the eye at the top right of the schedule and choose the view under "Customize view".
In the week view
Click an empty spot on the day in the schedule. A menu appears where you choose "Create new shift". The shift is created right away, and you can adjust it.
In the table view
In the table view, each employee has their own row, and each day has its own column.
Click an empty cell next to the employee on the day the shift should be.
Click the blue "+" in the cell, or click "Add shift" in the bar at the bottom. You can also press Enter.
The shift is created right away. It is not published yet, so you can adjust it first.
Several shifts at once: Drag across several empty cells, or hold Shift and click. Then click "Add shifts" in the bar at the bottom. Each selected empty cell gets a shift that is not published yet.
If you make a mistake, you can undo with Cmd+Z on Mac or Ctrl+Z on Windows.
The different fields of a shift
Once you have created a shift, you can adjust it. Click the shift to open it. In the table view, you can also select the shift and click "Edit" in the bar at the bottom. You can set the role, the employee (or none, if the shift should be unassigned), the time span, the break and a note. Below you will find a brief explanation of each field:
The role, shown as "Cleaning" in the image below, indicates what work the person assigned to the shift will do. You can create your own roles and assign them to suitable employees.
The assigned employee is the one doing the shift. If you choose no one, the shift becomes an "Unassigned shift".
The time span is the start and end time of the shift.
The break is the break the employee can take during the shift. Click the number next to "Total" to change the break. You can always manage or adjust the break rules in the settings.
The note, shown as 💬, lets you write a note for the shift.
Publishing shifts
When you create new shifts, they are not immediately visible to your employees. As long as there is a blue line next to a shift, it means that it has not been published yet, which means that the shifts are only visible to administrators and employees with a suitable permission profile.
You can publish all shifts within the displayed period (see screenshot) at once, or publish shifts individually. Once the shifts are published, your employees will be notified and able to view them. Should you publish an unassigned shift, it will be added to the list of available shifts. You can read more about this here.
Publishing all shifts within the displayed period at once
Clicking the blue "Publish" button at the top right of the screen will publish all shifts within the selected period at once. The number behind it indicates how many shifts there are.
Publishing individual shifts
To publish only one shift in the week view, right-click the shift and choose "Publish shift". Then only this shift is published.
In the table view, click the shift and choose "Publish" in the bar at the bottom.
You can also use the filter by clicking the funnel icon and filtering the view, and then publishing only the displayed shifts.
Shift activity (activity log)
For each shift, you can see which actions and any changes have been made, as well as who made them. Switch from "Details" to "Activity" to view the activity log for the shift.
Here you can see who created the shift and changed the employee, role, time, break, etc. if any changes have been made to the original shift. You can also see the date and time when the changes were made.
FAQ
Who can create shifts?
Anyone with permission to create shifts can create shifts. Read more about permission profiles here.Can I authorize my employees to create their own shifts?
Yes, you can. When you go to the settings (click ⚙️ at the top right) and navigate to "Schedule", you can find "Allow employees to add their own shifts" at the bottom. When you activate this setting, employees will be able to create shifts (only for themselves). The shifts they create will be sent to you for approval. Learn more about approving shifts here.Can I edit published shifts?
Yes, you can. Simply click on the shift you want to edit, and you will see the "Edit shift" option. When you click on this, you can make changes. When you are done making the changes, you can click "Save" at the bottom to save the changes and notify the assigned employee.How can I unpublish shifts?
To unpublish a shift, simply right-click on the relevant shift, copy it, and paste it again. Once you’ve done this, you can delete the shift you originally copied from, and you will then have a new identical shift that is not published yet.
I need to make changes to my whole schedule. Can I edit many shifts at once?
Yes, you can bulk edit shifts and avoid making manual changes to shifts individually. Read more about it here.
The shift is one hour shorter or longer than planned.
If the shift counts one hour too many or one hour too few compared to the start and end time, it is most likely because the shift overlaps with the change between daylight saving time and standard time.