Shift makes it easy to schedule single or multiple shifts within the Schedule page.
Want to learn basic Schedule page navigation? Review the Schedule Page Navigation article.
Schedule a Single New Shift
To schedule a new shift, follow the steps below:
Click Shift in the left side panel. You’ll land on the Schedule page by default.
Select the location(s) you want to create the shift for in the top left corner.
Click the + button under the day that you want to add a new shift to.
Type a start and end time for the shift in the empty fields. Be sure to enter AM or PM appropriately.
Click Set shift time.
Select the job title that this shift should belong to.
Next, decide if you want to assign this shift to a worker, leave it as an unassigned shift, or set it as claimable by workers.
Unassigned shifts can be assigned later to workers.
Claimable shifts will be available in the Worker Portal for workers to claim. Learn more in this article.
If you assign to a worker, you can only choose one worker per shift. Use the search to find a specific worker.
Recommended workers for this shift, based on their selected preferred shifts and entered availability, will be listed in the Recommended section and have a green dot icon.
Workers who can technically take the shift, but Fountain would not recommend they do so, will be in the Available section and have an orange dot icon. Hover over their name to see why they are not recommended. For example, they may hit overtime if they take this shift.
Workers who are not available will have a gray dot icon and be in the Unavailable section. Hover over the worker’s name to see why they are unavailable. For example, they may have a shift they are already assigned to at that same scheduled time.
When finished creating all the shifts you plan to create, click Publish in the top right corner. The number of shifts that will be published will be visible within the parentheses of the Publish button.
Review the changes and click Publish. Only published shifts will move to the Timesheets table 30 minutes before the scheduled shift time.
Important Note:
If you click out of the shift creation screen before selecting a job title, your shift will not be saved, and you will need to start over with the creation process.
Creating Shifts in Bulk
You can also create shifts in bulk. To create multiple shifts at one time, follow the steps below:
Click New in the top right corner of the Schedule page. Then click Create multiple shifts in the dropdown.
Select the location, job, start time, and end time for these shifts.
If this shift requires a break, click +Add break time. Then select the break start and end time and whether the break will be paid. To add additional breaks, click Add. Adding breaks is not required.
Select how many shifts you need per the days you select with this criteria using the - and + buttons. For example, if you need 5 shifts per day, select 5 in this section.
Select the days of the week these shifts will apply to. In the example below, there will be 5 shifts created on Mondays, Tuesdays, Wednesdays, Thursdays, and Fridays.
Select the date these shifts will start on the calendar.
Select the repeat pattern. You can select every week, every 2 weeks, or every 4 weeks.
Select the date the repeatable pattern will end
Decide to leave these shifts unassigned or claimable by your workers. You cannot assign workers when creating shifts in bulk.
Click Confirm.
Updating Previously Created Shifts
To update a previously created shift, follow the steps below:
To update the time of the shift, simply click on the time in the shift box. You will be able to edit the times.
To add a break to the shift, change the role, assign a new worker, or tag the shift, click the shift box on the calendar and choose the appropriate option in the dropdown.
Tagging a shift will exclude the shift from schedule calculations. You can tag for a custom reason, for a punctual worker's need, or a special company event. Additionally, for the custom reason option, if the “Remove from Demand” toggle is enabled, tagged shifts will not be included in the demand created for that day. Learn more about Demand in this article.
To delete a shift entirely, click on the shift box and select delete in the dropdown.
Tip! You can also click on an existing shift and drag and drop it to a different day on the Schedule calendar!
Creating Time Off
In addition to scheduling shifts, you can also create time off for your workers. To create new time off, follow the steps below:
In the top right corner, click + New and then Create time off in the dropdown.
The timezone will be preselected based on the location(s) selected on the Schedule page.
Search for a worker's name to assign to this time off.
Enter a start date, end date, start time, and end time for the time off.
If the time off will span the entire day, turn the All day toggle to on.
Click Confirm. The time off request will be visible in all locations tied to the worker.
Updating Previously Created Time Off
To update previously created time off, follow the steps below:
Click the time off box on the calendar.
To update the time of the time off, simply click on the start or end time in the time off box.
If the time off was for the full day, uncheck the All day box in the time off dropdown, and the time will then become editable.
You can change the worker the time off is assigned to, assign a worker if the shift is unassigned, delete the time off, and more within the dropdown.
Job Titles on the Calendar
Additional information on how job titles will be displayed on the calendar is listed below:
After selecting a job title, the shift will be saved to the calendar. The first letter of the job title will appear to the left of the shift. For Example, R for Receptionist.
If the job title is made up of two words, the first letter of both words will appear on the right of the shift if selected. For example: Life Guard will display as LG.
If a job title is made up of three or more words, only the first letter of the first two words will be visible on the calendar.
Related Articles
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➡️ Next article: Shift Demand