Creating & managing shifts

Overview

Even though the AutoPilot creates shifts automatically, you can always create, change or add shifts manually. Both work in parallel — the AutoPilot doesn't disturb your manual changes.

Creating a single shift

1

Tap the day in the schedule

Pick the date and department where the shift should be created.

2

Set the shift details

Start, end, department(s), required qualifications, headcount, optional note.

3

Save

The shift appears in the schedule immediately — either assigned directly or open so employees can apply via availability.

Shift templates

For recurring shift patterns you create shift templates. The AutoPilot uses them too — set them up once and you'll use them everywhere.

What a template contains

Basics

Name (e.g. "Service early shift")
Start and end
Department(s)
Required qualifications
Headcount

Advanced

Repeat days (e.g. "Mon–Fri")
Optional fixed assignment to an employee
Series marker for connected shifts

Using a template

Adopt unchanged: Pick the template, the shift is created 1:1.
Adjust before saving: Load the template, change time or department, then save.
Use multiple times: The same template with small variations across days.

Series — connected shifts

A series marks multiple shifts as a logical unit (e.g. an entire vacation cover in week 42). The algorithm tries to keep series with one person or split them sensibly.

Example

You mark the late shifts Mon–Fri in week 42 as series "Vacation cover W42". On assignment the same employee is preferred, instead of splitting the week across 5 people.

If an employee later hands over a series, they can hand over the whole series at once — see Shift Handover.

Assigning shifts

When a schedule is published and availability is set, there are two ways to assign:

Automatic via the algorithm

Through AutoPilot or by clicking Assign now. Considers availability, qualifications, departments, weekly hours and rest time — and distributes fairly.

Manually per shift

Tap a shift, pick an employee. Missing qualification triggers a warning — you can assign anyway if you want.

Both can be combined: algorithm as a baseline, then reassign specific shifts manually.

Post-assignment changes

After assignment the schedule stays flexible:

Reassign employees: Tap the shift, pick a different employee.
Change times: Adjust start/end, e.g. extending due to high demand.
Delete shift: If the shift is no longer needed.
Add spontaneously: Create a new shift after the fact.
Add note: e.g. "Especially busy today, please be on time" or "Don't forget the cash report".

Employees can initiate changes via Shift Handover or Shift Swap — you as admin don't need to manage every change.

Shift notes

On every shift, managers and the assigned employee can leave a note. Examples:

From the manager

"Please refill the till before shift start"
"Inventory during this shift"
"VIP reservation at 7 p.m."

From the employee

"Will be 30 min late — dentist"
"Need keys for the storage room"
"Till was broken — please check"

Anyone adding or changing a note triggers an automatic notification to the other side.