How do I plan shifts on the web panel?

The Shifts page in the web panel shows the weekly schedule on one board. You can assign a shift to an employee or open it to the pool as an open shift, and create recurring shifts. New shifts start as drafts; when you select Publish and the week is published, the shifts become visible to employees who have an account. Warnings and conflicts are shown before you publish.

Role and persona

Account owners and managers. Employees cannot open this page; they see their own shifts in the mobile app. Managers work only in the branches they manage.

Prerequisites

• Your organisation has at least one branch and active staff to assign.
• You are signed in to the web panel as an account owner or manager.
• Whether a manager can publish shifts depends on the Managers can publish shifts setting, which is on by default. Only an account owner can turn it off. If it is off, a manager gets an error when publishing; the setting lives under Settings › Manager capabilities.

Steps

Choose the week and view

1. Open Shifts from the left menu.
2. Use the Previous week and Next week buttons in the top bar to move between weeks. These buttons carry only an arrow icon; they have no visible text and the screen reader announces their names. The Today button between them has visible text and takes you to the current week.
3. The Week/Day view switch and the Create shift menu are shown in the top bar. When the viewport drops below the lg breakpoint both are hidden and are chosen from the More actions (⋯) menu in the top bar.
4. Narrow the board with the Branch, Employee and Status filters. The status list has Draft, Open, Scheduled, In Progress, Completed, Early Leave and No Show; published shifts appear as Scheduled. The summary above the board shows assigned, unassigned and draft shifts.

Assign a shift to an employee

1. Select Create shift > Assign to employee. Double-clicking an empty cell on the day of an employee who has an account opens the same window. This double-click shortcut exists only for employees who have an account; for someone whose account has not been created yet, use Create shift > Assign to employee.
2. Fill in Employee, Date, Branch, Start time and End time. A shift that passes midnight shows Ends next day.
3. Turn on Field shift if location verification should not be required for this shift.
4. Select Save draft. A shift is always created as a draft and stays hidden from the employee until it is published; someone whose account has not been created yet cannot see it in the app until they create their account. You cannot assign someone who already has another shift at the same time.

Create recurring shifts

1. In the Assign to employee window, select Recurring.
2. Choose the Date range, the Days of week (at least one), the branch and the times. The window shows an estimate of how many shifts will be created.
3. Select Preview; a preview is required. If there are conflicts, Save drafts stays disabled.
4. You can create at most 100 shifts at once. If the selection is too large, narrow the range or pick fewer days.
5. Select Save drafts. Recurring shifts are also created as drafts.

Create an open shift

1. Select Create shift > Open to pool.
2. Enter the date, branch and times. Optionally set a Position requirement; only employees in that position can apply.
3. Under How it gets filled, choose First come, first served or Collect applications, you choose. If you collect applications, an Application deadline is required.
4. Select Save draft. When the week is published, the shift opens to the pool for eligible employees.
5. If you collect applications, you can choose someone only after the Application deadline has passed and before the shift starts; while the application window is open no selection can be made. Once the deadline has passed, in the Applications panel in the shift detail select Select this employee next to an employee, then confirm the assignment with Confirm & assign; the other applications close.

Check warnings

1. If a shift card has a warning badge (a triangle icon and a count), hovering over the badge shows a tooltip with the warning summary and View detail. View detail is not a separate clickable button; to see the reason, click the badge and the shift drawer opens scrolled to its Warnings section.
2. To see the whole week, use the Warnings button. The Weekly warnings panel can be filtered by Critical, Warning and Info.
3. Warnings cover the weekly hour limit, consecutive working days, rest time and overlap with approved leave. Weekly hours, consecutive days and rest warnings are advisory; critical issues such as a clash with approved leave can block publishing.

Publish

1. Pick the right week and filters, then select Publish. The button shows the draft count, for example Publish (12). Only drafts in the visible week and filters are published.
2. In the window, review the warnings, the estimated cost (if you have permission to view costs) and the assignments to publish. If there are warnings you can close with Go Back, or move to the confirmation step with Publish Anyway; Publish Anyway does not publish, it only advances to the Review before publish step.
3. If critical issues block publishing, the window lists them. Use Go to shift to fix them. For an issue on a single shift you can also select Grant exception with justification; the justification is written to the audit trail. An owner can grant exceptions in any branch; a manager only in their own branches.
4. On Review before publish, check the counts and select Publish.

Edit and cancel

1. To edit a draft, select the shift and choose Edit. You can also drag drafts on the board to move them.
2. For an assigned shift in Scheduled status that has not started, the start and end date and time, the branch and the Field shift setting can be updated. Reason (required) must be filled in; the change is recorded and the assigned employee is notified if they have an account. A shift that has started, and an Open shift, cannot be edited; cancel it and create a new one.
3. Cancel Shift marks the shift as canceled and cannot be undone. An owner or manager can cancel a draft; only an owner can cancel a published or active shift.
4. To act on many shifts, select Select, mark the shifts and the bar at the bottom shows Edit, Cancel and Publish. The Publish in that bar works differently from the weekly publish flow; see the Bulk publish section below. Bulk edit is available for drafts only.

Bulk publish

The Publish in the selection bar is not the same as the weekly Publish flow:

• It publishes only the draft shifts you selected.
• It does not open the Review before publish window; it skips the warning, estimated-cost and Grant exception with justification steps. Because of this you cannot grant an exception for a conflict in the bulk flow.
• Shifts that cannot be published (for example because of a conflict, an unauthorised branch or an invalid duration) are not published. When the operation finishes, a result notification says how many shifts were published and how many failed. On a mixed result (some succeeded, some failed) use See details to open the failed shifts and their reasons in the Failed operations list; if every selected shift failed, the notification shows only that the operation failed. There is no separate pre-publish warning or narrowing step; if you want to see the warnings first, use the weekly Publish flow.
• If all the selected shifts are already published, bulk Publish is disabled.

Successful result

When publishing finishes you see "Successfully published N shift(s)!". The shifts move to Scheduled, assigned employees who have an account are notified, and unassigned drafts become open shifts that employees can take. Someone whose account has not been created yet cannot see their assigned shift in the app until they create their account; once they do, they are notified about shifts that have not ended yet.

Common problems

Related articles

How do I manage staff on the web panel? · How is leave managed in the web panel? · How do I view attendance on the web panel? · How do I view my shifts and shift details?