Scheduling: build the week, open shifts & cover swaps

The Schedule tab on the Team page shows who works when, a week at a time. It's on the Pro and Scale plans.

Who sees what

• The owner and admins build the schedule. A shift starts as a draft that only they can see.
• Everyone sees the schedule once it's posted, picks up open shifts and asks for cover.
• Availability is seen only by the person and whoever manages them.
• Answering requests follows the time clock rule: an admin never approves their own request or the owner's.

Build the week

1. Go to Team → Schedule. Use ◀ and ▶ to change weeks.
2. Click + in a day on someone's row, or + Add shift.
3. Pick Who — a person, or Open shift for one anyone can pick up — then the Date, when it Starts and Ends, and optionally What, Where and a Note. An end at or before the start runs past midnight. A shift can be up to 16 hours.
4. Click Save draft, or Save & publish to post it now.

While you fill it in, the window warns you: a shift that overlaps one they already have, or falls on approved time off, can't be saved. You also get a heads-up when they marked themselves unavailable, it's outside the hours they gave, it takes them past 40 hours that week, or it's longer than 12 hours.

⧉ Copy last week copies last week's shifts into this week as drafts, at the same times. Anyone with approved time off that day gets an open shift instead, and shifts that are already there aren't copied twice.

Post it

When the week is ready, click 📣 Publish. Everyone on a shift that week is told their schedule is posted, and the team hears about open shifts. After that, changing a posted shift tells the people it affects, and deleting one tells the person who was on it.

Open shifts and cover swaps

• Pick up an open shift: tap it and click Pick up this shift. If your team approves pickups, the button says Ask to pick up and the owner or an admin decides.
• Need someone to cover? Tap your own shift, add a note if you like, and click Ask for cover. The team is told. You stay on the shift until someone takes it.
• Covering for someone: shifts that need cover are listed at the top of the Schedule tab. Click I'll take it.
• Approvals show under Waiting for you on the Schedule tab (and as a card on Home). Click Approve or Decline — everyone involved is told.

Availability

Click 🗓 My availability. For each day of the week pick Available or Unavailable, with times or leave them blank for the whole day. Add Specific dates for one-off changes. Whoever builds the schedule sees it on the week and gets a heads-up when a shift doesn't fit. The owner and admins can also set it for the people they manage.

Time off

Nobody can be put on a shift on a day of approved time off. When you approve time off, their shifts on those days turn into open shifts so someone else can pick them up — the app tells you how many before you approve.

Reminders and the time clock

• Each person gets a reminder before their shift — 30 minutes before by default.
• If someone who uses the time clock hasn't clocked in 10 minutes after their shift started, they and whoever manages them are told.
• The week shows Late, Not clocked in and No clock-in on shifts, and your time clock shows when your shift starts or ends.

Change these in ⚙ Settings on the Team page → Schedule: whether picking up an open shift needs approval, whether cover swaps need approval, how early to remind people, and when the "hasn't clocked in" alert goes out.

Your calendar and your phone

📅 My shifts to calendar downloads your next 60 days of shifts for Apple Calendar, Outlook or Google Calendar, or opens your next shift in Google Calendar. On a phone the Schedule shows one day at a time — tap a day at the top.

Choose which schedule notifications you get in Settings → Notifications → Schedule. An email when your shifts are posted is off until you turn it on.

Ask Oliver

Try "what's the schedule this week", "when's my next shift", "put Jane on Tuesday 9 to 5", "add an open shift Friday noon to 8", "post the schedule", "copy last week", "I'll take the open shift Thursday" or "I need someone to cover my Saturday".

What's next

Track hours with Team page: time clock, announcements & your script library and work out pay with Payroll prep: pay, overtime, bonuses & time off.