Updated 1 week ago by Leigh Hutchens

There are two ways to add shifts:

Add a "Quick Shift"

Click on a row in the Schedule view and add a shift. Select a shift type and you are done! If you need to add more details, select "More options".

Quick edit

In order to make shift editing faster and easier we've now added "quick edit" in the schedule and base schedule.

Click on a shift and the quick edit panel will open.

From here you can:

  • Delete the shift: Click on the trash can.
  • Re-assign the shift to another employee: Select another employee in the drop-down.
  • Change shift type: Select another shift type in the drop-down.
  • Move the shift to another day: Select a new date in the date picker.
  • Change start and end time: Edit the start and end time.

If you want to make other changes, like changing cost center or break time just click "More options" and the detail panel will open on the right-hand side.

Add a "Regular" Shift

Add a shift by selecting "Add" followed by "Shift" in the top left-hand corner.

When creating a schedule, you can add or edit the following on each shift:

  • Employee
  • Shift type
    • Note that if you're switching between shift types as you're creating a new shift, the shift times as well as any breaks will always reflect those of the last selected shift type. However, if you're switching between shift types as you're editing an existing shift, the shift times as well as any breaks won't update to reflect those of the last selected shift type.
  • Date and time
  • Break(s)
    • There's support for adding multiple breaks to the same shift. If you haven't set up break rules, adding a break will result in a 30-minute break being added to the middle of your shift by default. For a 9:00-11:00 o'clock shift, the break will be placed at 9:45-10:15, but you can modify this to your liking. If your shift were to be shorter than 30 minutes, the default behaviour is for the break to be made as long as the shift containing it.
    • The recycling button next to the "Breaks" heading will replace any existing breaks of the shift with what's been configured in shared-, local-, agreement template-, or agreement-level break calculations. You are able to also add additional breaks manually after applying your break calculation rules. Note that break calculation rules on agreement template-level can currently only be set up in Classic. Read more about break calculation rules here.
  • Task(s)
    • Tasks are basically the same as a shift, in the sense that they are built out of shift types. On a task, you need to define shift type and start and end time. You add a task directly on a shift. You can only add a task within the shift time.
Scheduling a task over a break only means the employee will work on the task in question both before and after his/her break; in order for the employee to not go on break, you need to remove the break from the shift altogether.
  • Shift information
    • Section
    • Cost center
    • Project
    • Agreement
      • The agreement field is added to the form once you've assigned an employee to the shift in question.
  • Description
    • The shift comments will be visible on the shift in both daily and weekly view.
  • Salary type rules
    • Salary type rules are described here.
Note that once you copy an existing shift to a new employee, the cost center of the copied shift will become the default cost center for the staff card. You can change the cost center on the newly copied shift by editing the shift

Advanced settings

Advanced settings are inherited from your shift's shift type, but you may override these on shift level in the very bottom of the "Edit shift" dialog, under the "Advanced settings" section.

The following advanced settings can be configured on shift level:

  • Productive hours
    • This drop-down has three options:
      • "Yes, always" - the shift's hours will count towards "Productive hours", irrespective of the current selection of the "Count as scheduled hours" setting.
      • "Yes, for scheduled time" - the shift's hours will count towards "Productive hours" only if the current selection of the "Count as scheduled hours" setting is true/checked.
      • No - the shift's hours won't count towards "Productive hours", irrespective of the current selection of the "Count as scheduled hours" setting.
  • Count as scheduled hours
    • Determines whether the shift's hours count towards "Scheduled hours". Note the dependency of this setting and that of "Productive hours".
  • Count as worked hours
    • Determines whether the punch linked to this shift counts towards "Worked hours".
  • Free day
    • Checking that a shift is a free day indicates that the assignee of this shift is not supposed to work between the start and end time of the shift. Typically, this setting is checked in combination with unchecking the "Count as scheduled hours" and "Count as worked hours".
If you make changes on shift level and then select a new shift type for your shift, the advanced settings of that newly selected shift type will replace those you set on shift level.

Assign employee to a shift

When assigning an employee to a shift, you get a list of potential employees to schedule in a list.

How to: 

  1. Create a new shift or edit an existing shift
  2. Select a shift type
  3. Select date and time of the shift 
  4. Click on the employee drop down to choose an employee to be scheduled on the shift
  5. Employee list appears, employees are sorted by relevance. 

What does “Sorted by relevance” mean: 

  1. Employees who are available or unavailable according to agreement and have a Notice of Interests (if notice of interests are not used, this part is not applicable)
    1. Home unit 
    2. Away unit 
  2.  Employees who are available (according main agreement, no absence or shift)
    1. Home unit 
    2. Away unit
  3. Employees who are unavailable (according main agreement, has an absence or a shift):
    1. Home unit 
    2. Away unit 

In the sorting logic we also take into consideration how many skills that are matching between the shift type and the employee.

If employees meet the exact same criteria, they are sorted in alphabetical ascending order.

Visual indications

  • Skills:
    • blue text: matching skills between employee and shift type
    • red text: missing skills between employee and shift type
  • Grey dot on the on the employees profile picture:
    • unavailability according to agreement
    • absence, or
    • employee has a shift the same time
  • Green dot on the on the employees profile picture:
    • Notice of Interests
in order to get as much information as possible in the list, make sure to select date, time and shift type before selecting employee.
The visual information provided in the sorted list is based on the full day. Example: if the employee is absent first part of the day, he/she will have a visual indication (grey dot) with text Absence exist and be sorted at the bottom of the list, even if the shift that is about to be assigned is the second part of the day.

Which employees can I schedule?

Given that you have the correct permissions set up, you can schedule all employees who are members of a given group and have a valid role, a valid agreement and a start date of the employment defined. You also need to be member of same group.

Batch editing of shifts

Batch Deletion of Shifts - Employee Row

You can delete an entire employee row in Schedule. Just click the ellipsis next to the employee name in Schedule followed by "Delete shifts":

The following popup will appear:

In the above popup, you're able to select whether you want to also delete the punches present in the row in question.

If you've got "Deviation reporting" set as type of time reporting on the employee in question, punches will be deleted automatically.

Batch Deletion of Shifts - Full Schedule

It's possible to delete all currently visible shifts, which means that any filter selections you've made are taken into account. This means you can, for instance, choose to delete all shifts for a given unit and month originating from a certain base schedule!

Start by navigating to the month of your choice and applying any filter - we've selected to delete all shifts originating from the base schedule named "Base schedule" for our Drottninggatan unit in September:

Next, click the ellipsis in the top right corner followed by "Delete shifts" as shown below. Please note that the "Attest all" control that used to be placed next to the "Display" menu has now been moved to this menu:

Upon clicking "Delete shifts", the following popup will appear, displaying the number of shifts to be deleted and giving you the option of also deleting the corresponding punches:

In our example, our selection of shifts have no corresponding punches so we won't tick that box.

Please note that if you've got "Deviation reporting" set as type of time reporting on the employee in question, punches will be deleted automatically.

The result can be seen below - all shifts corresponding to the filter we had applied have been deleted with only absences and notices of interest remaining for the month of September on our Drottninggatan Unit:

If you don't apply any filters at all when carrying out the steps described above, all shifts in the period you're viewing will be deleted.

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