1. Four steps to create a shift for an employee
Step 1
Under "Schedule" --> "Schedule", you will see a scheduling table displaying 10 employees' shift schedules.
You can use the search box to quickly find the employee or
You can choose to show more employees on the lower right corner.
Step 2
After finding the employee, try to hover your mouse over the table and you will see a "New" button.
Step 3
Click on the "New" button and a side panel will slide out, allowing you to add a new shift easily.
You have to fill in the following information:
Working Location (To let employees know where to go for work)
Shift Start Time
Shift End Time
Lunch Break (When calculating total working hours, system will automatically deduct the lunch break minutes set here.)
Shift Status (If you don't want employees to see the shifts immediately, you can choose "Unconfirmed". If you confirm the shifts and want employees to see immediately, you can choose "Confirmed".
Project
Notes
Note ⚠️: If you have Shift Templates, you can directly choose from the list and then it will auto-populate the shift details. You can learn more about shift templates here.
Step 4
Click [Save] then the shift will show up on the "Scheduling Table".
Note⚠️:
You can create multiple shifts for one employee in a single day. When you hover your mouse over any existing shift, you can click on the "➕" icon to create another shift on that day.
2. Bulk create shifts for Multiple Employees
Bulk Creating Shifts
If you have many employees working at the same location during the same shifts, you can quickly add all of their shifts in one go using our bulk create feature.
Step 1 Go to "Schedule" page
Under "Schedule" --> "Schedule", on the top left corner, there is a button called "Bulk Settings". Click on "Bulk Create".
Step 2 Choose Employees
A side panel will slide out from the right side where you can add the necessary shifts. Just click on the "➕" icon and you can select multiple employees to assign shifts to.
Step 3 Fill in the Shifts details
After selecting the employees, here are the other things you need to fill in:
Working Location (To let employees know where to go for work)
Shift Start Time
Shift End Time
Lunch Break (When calculating total working hours, system will automatically deduct the lunch break minutes set here.)
Shift Status (If you don't want employees to see the shifts immediately, you can choose "Unconfirmed". If you confirm the shifts and want employees
Dates – Select all the days where this shift will be added
Replace All Existing Overlapping Shifts – By turning on this option, all your current shifts will be replaced by this new one. You can use this option to bulk update shift records. If you are creating new shifts, you don't have to change this setting.
If you have frequently used Shift Templates, you can use that to quickly fill in the shift details. Read more here.
Step 4 Save
After clicking on [Save], all the scheduling table will show all the shifts that you just bulk created.
If it's a "Confirmed" shift, the shifts will have a blue background:
"Unconfirmed" shifts will have a white background:
Bulk Confirming Shifts
If you want to confirm a lot of unconfirmed shifts in one go, you can use the "Bulk Confirm" feature.
Step 1 Go to "Schedule" page
Under "Schedule" --> "Schedule", on the top left corner, there is a button called "Bulk Settings". Click on "Bulk Confirm".
Step 2 Choose Employees and Confirm their shifts
A side panel will slide out from the right side. You can first click on the "➕" icon to select many employees. Then, you can choose the time period (Start Date to End Date) where you want to have all shifts confirmed.
After [Saving], you will see all the shifts on the scheduling table turn blue. That means all your shifts within the selected time period have been confirmed!
*Now, you can advise your employees to check the shifts on their mobile apps.
3.Quick Scheduling for Shift Employees
In some companies, such as manufacturing, retail, or clinics, employees work differently every day, and they work in shifts according to certain rules.
Take the nurses in the clinic as an example. Their working hours are generally divided into early shift (7:00-14:00), mid-shift (14:00-21:00) and overnight shift (21:00-07:00). The change table will be arranged in the form of "PAN three-day combination", that is, P shift on the first day, A shift on the second day, and N shift on the third day. This completes a PAN three-day combination cycle.
Workstem provides the function of copying shifts by time, which can help you quickly handle the daily shift schedule for shift work employees.
Step 1
Add three different shifts to the [Shift Template]
Step 2
In the schedule, assign employee A a three-day shift according to the shift rule, such as the early shift on December 1, Mid-shift on the 2nd, and Overnight shift on the 3rd.
Step 3
Click on [Bulk Settings] in the upper right corner --> [Copy shifts by time]
In the [Select Copy Source] interface, select "employee A" on the [People] column
In the [Select copy time] interface, select the start time of 2022/12/01-2022/12/03, the start date is the first day of the shift rule, and the end date is the last day of the shift rule
In the [Select paste time] interface, select 2022/12/04 as the start date and 2022/12/31 as the end date
Note⚠️:
The shifts of the copied and pasted "Start Date" are the same, and the system will shift from the first day of the pasted time according to the shift rule of the copy source
If there is a shift record before 2020/12/04-2020/12/31, you need to turn on [Replace all existing shift records], otherwise the system will add a record to the original record, causing an error
Click [OK] and complete the above steps to achieve that employees are scheduled for the entire month according to the shift work.
4. If there are other employees in the company whose working hours are exactly the same, you can also copy the employee's schedule record to other employees through [Copy shifts by person].
