Shifts

Shifts are the scheduled blocks of work in Planner. Each shift records the time, location, shift kind, status, and the worker assigned to it.

Where shifts fit

Create a shift

1. Go to Planner and click Add Shift.
2. Choose the Shift Kind.
3. Choose the Premise.
4. Choose the Venue.
5. Add the cost centre if needed.
6. Assign a worker if the shift already has one.
7. Choose the position if needed.
8. Enter the start and end date and time.
9. Choose the Status.
10. If the shift kind allows offers, turn on Offer shift if this should be sent as an offer rather than a direct assignment.
11. Add notes if needed.
12. Save the shift.

If any scheduling policies apply, the system checks them before saving. Warnings can be acknowledged and overridden. Blocks prevent the save entirely.

Create a recurring shift

When creating a shift, you can set it to repeat on a pattern:

1. Follow the steps above to fill in the shift details.
2. Turn on the repeat option.
3. Choose the repeat pattern.
4. Choose whether the repeated shifts should be Independent or Linked.
5. Choose the days of the week the shift should repeat on.
6. Save the shift.

Use Independent when you want to create several similar shifts quickly, but expect to change them one by one later.

Use Linked when the whole run should stay together. Editing one linked shift updates the whole group, and deleting it gives you the choice to remove just that shift or all linked shifts in the group.

Offer a shift to a worker

When a shift is set to a status that has Offerable turned on, and Offer shift is on, the worker receives the shift as an offer rather than a direct assignment.

Offers can be sent in two ways:

• To a specific worker — assign the shift to one person. They see it in their portal with Accept and Decline buttons.
• To all workers — leave the shift unassigned. All workers see it as an open offer. The first to accept gets it.

When creating or editing an offered shift, you can set when the offer expires:

• When the shift ends
• On a specific date and time
• A set number of days from now
• A set number of days before the shift starts

If the offer expires without a response, it is automatically cancelled.

Edit a shift

1. Open the shift from the board.
2. Update the fields you need to change.
3. Save the shift.

A shift can only be edited if the current status has Editable turned on for its shift kind. If the shift is in a read-only status, editing requires the override permission.

If the shift belongs to a Linked recurring group, saving changes updates the rest of the linked shifts too.

Delete a shift

1. Open the shift from the board.
2. Click Delete.
3. Confirm whether to delete just this shift, or the whole linked group if it belongs to one.

Bulk delete shifts

1. Open Planner.
2. Select the shifts you want to remove.
3. Click Delete Selected.
4. Confirm the change.

Things to know

• Status options depend on the shift kind — not all statuses are available on every kind.
• A shift can exist without a worker assigned — unassigned shifts appear on the board as unfilled slots.
• Cancelling a shift does not delete it. Cancelled shifts remain visible to schedulers but are hidden from workers.