Shifts (Work schedule)

The Shifts page (titled Work schedule) is a monthly calendar of your team's shifts. Shifts decide who receives each checklist — the checklist goes to whoever is on shift — so this calendar is the heart of delivery.

The calendar

• Navigate with Today, the previous/next arrows, and the month label in the header.
• Each shift is drawn as a colored bar across its day range; every employee has their own color. The bar is labeled with the employee names (or Shift if unnamed).
• Click an empty day to create a shift starting on that day; click a bar to edit the shift.

Creating and editing a shift

1. Click Add in the top-right corner (or click a day in the calendar).
2. Fill in the shift:
   • Employees — who works the shift. The list is filtered by the selected locations and by availability (see below).
   • Start and End — date and time (required).
   • Location — one or more locations.
   • Repeat — No repeat, Daily, Weekly, Monthly, or Rotating shift (N on / M off):
     • For daily/weekly/monthly repeats you can set Repeat every (the interval in days, weeks, or months), pick Weekdays for weekly repeats, and set Repeat until.
     • For a rotation, set Work days and Off days — e.g. 2 on / 2 off.
   • Notes — free text, optional.
3. Press Save.

Saving affects the whole series

For repeating shifts, saving or deleting applies to the entire series, not a single day. The red Delete button in the edit window removes the whole series. The window closes only via its buttons, so you won't lose changes by a stray click.

Warnings on the calendar

The calendar flags problems directly on the shift bars:

• Assign an employee — the shift is drawn with a dashed outline and a warning when it has no staff, or when everyone assigned is unavailable that day. The tooltip explains which case it is:
  • No employees are assigned to this shift — assign one.
  • All (or some) assigned employees are unavailable on this day (vacation or an approved request) — assign a replacement.
• Double-booked — a warning icon appears when an employee is also assigned to another shift on the same day; the tooltip names the overlapping shift.

Vacations and approved requests

An employee is treated as unavailable on days covered by a vacation or by an approved shift-change request (sick leave, day off, and so on). Unavailable staff:

• trigger the "assign a replacement" warnings above, and
• are filtered out of the employee selector when you create or edit a shift for those days.

This keeps you from accidentally scheduling someone who is away.

Subscribe to the calendar (ICS feed)

You can follow the work schedule from Google Calendar, Apple Calendar, or any app that supports iCalendar:

1. Click Subscribe link in the top-right corner.
2. When you see Link ready, copy the Calendar link (ICS).
3. Add it to your calendar app as a subscription (in Google Calendar: Add calendar → From URL).

TIP

The feed updates automatically as you change shifts — subscribers always see the current schedule. Generating a new link replaces the old one, so re-share it if you regenerate.