Shifts and templates
Add a shift by hand, generate a week of shifts from a template, work the shift list, and keep the shift templates every site uses.
On this page
A shift is one piece of work: where it happens, when it starts, how long it lasts and who is needed. Most shifts come from a template or a client's service plan; you add the rest by hand and adjust any of them. A shift template is a ready-made shift, such as a day shift, a night shift or a school run, that you apply to a site's days.
Seeing shifts needs schedule.view; adding and changing them needs schedule.manage (Admin, HR and Operations). Shift templates are a list shared by every company: Admin keeps them, and a custom role needs workspace.manage.
Add a shift
- Go to Work Schedule and choose Schedule. Click an empty slot, or choose New and then New shift.
- In Where, choose the Kind: Site, Client or Transport. For a site, pick the Site and, if you want, a Team. For a client, pick the Client.
- In When, set the Date, Start time, Duration (minutes) and any Unpaid break (minutes).
- In Who is needed, choose the Designation and the Headcount, and add any Required credentials. Notes are shown to whoever takes the shift.
- Choose Create.
The end time is worked out from the start and the length, so a night shift that crosses midnight is simply a longer duration. The shift stays open until it has as many people as its headcount.
On the full shift page, the side shows This shift and Who could take it, which update as you type. It also says which roster the shift falls in and whether workers can see it yet.
Generate shifts from a template
- On Schedule, choose Generate shifts and then Generate from template.
- Pick the Template and the Site. A Team is optional.
- Set the From date and To date, and tick the Weekdays it applies to.
- Choose Submit.
A message says how many shifts were made and how many already existed. You can run it again over the same dates: it only adds what is missing and never changes a shift you moved or cancelled. For a client's recurring visits, choose Generate from service plan instead (see Places and map).
Work with the shift list
On Schedule, choose List view. Shifts and driving duties lists the shifts by day, from today.
- Switch between Shifts and Driving duties.
- Show All, Needs someone, Assigned or Done.
- Filter by From, Kind and Site.
On a shift that still needs people, choose Assign. The menu on each row has Open shift and Cancel shift.
Assign people on the shift page
Open a shift and go to Assigned workers.
- Choose Assign worker and pick the Worker. The list is ranked best fit first, and workers placed with you by another company are marked.
- Read the Rule check. A warning needs an Override reason, which stays with the assignment. A rule that blocks stops the assignment.
- Choose Submit.
Each row also has Clock in, Clock out, Correct punch and Record absence, which need people.manage, plus Where they clocked in and Unassign. See Attendance and timesheets.
Set up shift templates
- Go to Setup › Lists & catalogs and choose Shift templates.
- Choose New shift template.
- Fill in the Name, Start time, Duration (minutes), Unpaid break (minutes), Designation and Headcount. Add Required credentials if the work needs them, and a Sort order for the list.
- Choose Create.
ValiCrew ships no templates, because shift lengths are yours to set: 720 minutes from 19:00 is a night shift that crosses midnight. Pick a template on the list to edit it in a panel beside the list. When you no longer need one, choose Stop using: it stays on every shift it made but is no longer offered. Use again brings it back.
On a site's page, the generate button makes next week's shifts from the templates that site already runs, in one click.