Roll out your base schedule

Updated by Victor Jespersen

Overview

"Rolling out" is the process of activating your Base Schedule template. This populates the actual Schedule view with shifts based on your templates. You can roll out schedules for all employees or a specific subset, up to 18 months in the future.

How to roll out a schedule

  1. Filter (optional): If you only want to roll out specific employees (e.g., a new hire or a single department), filter for them in the Base Schedule view first.
⚠️ Important: Do not filter by Shift type (e.g., only night shifts) or Shift status before rolling out. You must roll out full employee rows. Filtering by shift properties will generate a warning and may block the rollout.
  1. Click Roll out: Select the Roll out button in the top right-hand corner.
  2. Select Date range: Choose the From and To dates for the active period.
  3. Select Rotation start: Choose how the shift pattern should align (see "Rotation logic" below).
  4. Confirm: Click Roll out to populate the shifts.

Handling unassigned shifts

If your base schedule contains unassigned shifts (open shifts), you can control whether they are included in the rollout using the Shift > Status filter before you begin.

Your filter selection

Result on rollout

No selection (Default)

✅ Both Assigned and Unassigned shifts are rolled out.

Assigned

❌ Unassigned shifts are NOT rolled out. Only employees appear.

Unassigned

✅ ONLY Unassigned shifts are rolled out. No employees appear.

You can verify which shifts will be included by checking the Roll out summary box at the bottom of the rollout panel.

Rotation logic explained

When rolling out, you must determine where in the recurring pattern (e.g., a 4-week cycle) the schedule should begin.

This option creates a seamless schedule. Quinyx looks at the last day of the previous rollout and picks up the pattern on the very next day. This is critical for ensuring employees receive their correct entitlement of weekends off.

Example: Moving from a previous rollout to a new one

Calendar date

Rotation cycle position

Sunday, July 7

Week 2, Sunday (end of previous rollout)

Monday, July 8

Week 3, Monday (start of new rollout)

2. Set start week (manual)

This allows you to force the schedule to start on a specific week of your template (e.g., Week 1, Week 2, etc.). This is useful when rolling out a schedule for a new hire who needs to join an existing team's rotation mid-cycle.

3. Reversed order (back-filling)

If you need to correct a past schedule, you can roll out "backwards." If you select the Continue rotation option for a past date, Quinyx calculates the pattern in reverse to ensure it aligns perfectly with the future schedules you have already published.

Rule validation and violations

During rollout, Quinyx validates the shifts against your agreement rules (e.g., "Max hours per week").

Smart violation handling

If a rule involving multiple shifts is violated, the system isolates only the specific shift that caused the excess rather than penalizing the whole block. The valid shifts are assigned, and only the violating shift is unscheduled or flagged for review.

Example Scenario:

  • Rule: Max hours per week = 12 hours.
  • The Schedule: Shift A (7 hours) + Shift B (7 hours) = 14 hours total.
  • The Result:
    • ✅ Shift A is assigned successfully.
    • ⚠️ Shift B shows a violation and is unscheduled.

This logic ensures that you do not have to rebuild the entire week's schedule just because the last shift tipped the total over the limit.

Rolling out over absences

If you roll out a base schedule over a period where an employee already has an absence, Quinyx handles the conflict based on how the absence was created.

Absence source

Behavior

Overlap warning?

Absence Schedule

Smart Handling: The base schedule shift is not converted to an absence. Only the non-overlapping portion of the shift is rolled out.

No

Manual Absence

Standard Handling: The rolled-out shift is converted to an absence shift for the duration of the overlap.

Yes

You can configure how manual overlaps are handled (e.g., automatically delete or unassign the conflicting shift) in Settings > Absence type.

Notifications and confirmation

Once you initiate a rollout, you can continue working elsewhere in Quinyx. You will receive a pop-up notification (toaster) at the bottom of your screen when the process is complete.

  • Success: Confirms the schedule is live.
  • Warnings: If your rollout had conflicts (e.g., overlapping shifts or bad filters), the notification will alert you to review the specific warnings.

Additional Notes:

  • Vacation Factor: If you use the Vacation Factor feature, rolling out a subset of employees will only update the vacation factor for those specific employees.
  • Notifications: If you want to suppress the "Published Schedule" notification for employees during this process, you can uncheck the notification setting in Group Management > Advanced unit settings.

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