The Scheduler is where you build and manage your team’s schedule. Administrators and managers use it to create shifts, assign them to workers, fill open shifts, and publish the schedule for the team to see.
This article is a tour of the Scheduler and its view options. To learn how to build and publish shifts, see Create and Manage Shifts/Schedules.
The Scheduler at a glance
Department: The department you’re viewing.
Date range: The dates shown, with arrows to move forward and back.
View length: Day, week, or two weeks.
Toolbar: Filter, View, Tools, Open shifts, Sales vs Labor Cost, warnings, requests, and Print/Publish.
Events: Events for each day appear at the top.
Shifts: Each worker’s shifts, in the middle of the screen.
Totals: The number of shifts and hours for each day, pinned to the bottom.
Change the department
The Scheduler shows one department at a time. To switch, click the department name at the top left (for example, Front of House) and select the department you want to view.
Administrators can view all departments across all locations. Managers can view the departments they manage.
Change the date range
Move forward or back: Click the arrows on either side of the date range.
Jump to a date: Click the date range and choose a date. [Confirm.]
Change the length of the view: Click the drop-down next to the dates and select Day, Week, or Two week.
Clicking on an individual day in the Week or Two Week view will automatically switch into the Day view.
Shifts and totals
Shifts appear in the middle of the screen, grouped by worker. (Refer to Create and Manage Shifts/Schedules for more on creating, viewing, and editing shifts).
The totals row is pinned to the bottom, so it’s always visible as you scroll. It shows the number of shifts and total paid hours for each day and for the whole period.
Open shifts and Sales vs Labor Cost
Two extra tables can be shown below the scheduled shifts:
Open shifts: Click Open shifts in the toolbar to show or hide shifts that still need to be filled. See Open Shifts.
Sales vs Labor Cost: Click the $ icon to show your scheduled labor cost as a percentage of forecasted sales. See Sales and Labor Management.
You can drag the handle above either table to resize it, and double-click to reset.
Filter and sort
Click the filter icon in the toolbar to open the filter bar below it. Click the icon again to close it.
Filter by
Use the Filter by drop-downs to narrow what you see in the Scheduler:
Workers: Show only the workers you select.
Positions: Show only shifts for the positions you select.
Sections: Show only shifts in the sections you select.
Display
Choose how worker names appear:
First & last name: Shows each worker’s preferred name. This is the default.
Legal name: Shows each worker’s legal name, as defined on their employee profile.
Sort by
Choose the order workers are listed in:
Name: Lists workers alphabetically.
Custom order: Lists workers in an order you set. On the Scheduler, click and drag employee rows into the preferred order.
View options
Click View in the toolbar to change how the Scheduler looks.
Density
Density controls how much space each row takes up, so you can fit more workers on screen or make shifts easier to read. Select one of three options:
Compact: Smaller rows, so you can see more workers at once.
Default: The standard spacing. This is selected by default.
Relaxed: Larger rows, with more space around each shift.
You can also use the down and up arrows next to Density to step between the options.
Display settings
Select Display settings from the View menu to open the Display settings window. Here you choose how shifts look in the Scheduler. A preview next to each setting shows the effect.
Shift text
Choose which line appears first on each shift:
Position first: The position is shown in bold, with the times underneath. This is the default.
Time first: The times are shown in bold, with the position underneath.
Shift color style
Choose how strongly shifts are colored:
Light: A pale, subtle color.
Medium: A softer fill with a colored border. This is the default.
Solid: A full, solid color.
Multiple shifts per day
Choose how to display a worker who has more than one shift on the same day:
Separate rows: Each shift gets its own row. This is the default.
Stacked: The shifts are stacked together in a single row, so each worker takes up less space.
When you’re done, click Save changes. To leave without saving, click the X at the top right.
Keyboard shortcuts
Select Keyboard shortcuts to see the list of shortcuts for the Scheduler.
These are different between MAC and Windows desktops.
Pending requests
Click the bell icon in the toolbar to see requests that are waiting for your response. A red dot on the bell means there is something to review.
The window has three tabs. A number next to a tab name shows how many requests are waiting.
Open shifts
Shows employees who have applied for an open shift. Applications can be approved or declined.
Swap & drops
This tab has two sections.
Shift drops
A shift drop is when a worker asks to give up one of their shifts. Each request shows the worker, the date and time of the shift, and its position. Choose one of these options:
Decline: Reject the request.
View applicants: See which workers have offered to pick up the shift, and choose who takes it.
Shift swaps
A shift swap is when two workers agree to trade shifts. Each request shows both workers, with the date, time, position, and section of each shift. Choose one of these options:
Approve: Confirm the swap. The shifts move to the other worker.
Decline: Reject the swap. Both workers keep their original shifts.
Time off
Displays any pending time off requests. Details include employee name, date, and time (if applicable). Requests can be approved or declined.
Warnings
The warnings button in the toolbar shows how many shifts have a compliance warning, such as daily or weekly overtime, or a missing certification. For example, 13 warnings means 13 shifts need your attention.
Click the button to highlight the shifts with compliance warnings. This makes it easier to find and fix them before you publish. Click it again to go back to the full schedule.
To learn more about warnings, read the View Compliance Warnings article
Print and Publish
The button at the top right changes depending on the state of your schedule:
Print: Shown when there are no draft shifts. Click it to print the schedule or save it as a PDF. See Printing a Manual Timesheet.
Publish: Shown when there are draft shifts. Click it to publish them so your team can see them. See Create and Manage Shifts/Schedules.
Once you publish, the button changes back to Print.
