How to create shift schedules for your employees

Now that you've created Work Centers, you can start creating shift schedules for employees assigned to Work Centers.

 

There are 3 approaches to scheduling shifts:

1. Individual Shift Scheduling (Web and mobile).
2. Creating shifts by copying (Web only)

1. Individual Shift Scheduling 

Step 1: Click on Shift Scheduler under Time to view the Scheduling interface.

Step 2: Select the work center (relevant for admins or schedulers assigned to multiple work centers).

Step 3: Select the relevant date range from either week or month view as per your scheduling need.

Step 4: Click on each cell to schedule the office location and the shift timing for each of your employees throughout the week.

Step 5: Clicking on Save as Draft allows you to create a full draft schedule for further review and publish thereafter. The shift can also be published directly using the Save & Publish button.

Note: To schedule a day off for an employee within the week, check the option 'Make it a day off' on that particular day.

As seen in the below image, shifts scheduled as Draft are shaded with lines, whereas Published shifts are unshaded with no lines.

Step 6: To publish a schedule, click on Publish Shifts to notify employees of their schedules through a push notification on the Bayzat app.
Notes:

• The publish shifts button will only be available under a particular work center selection.
• If the need is to publish the draft shifts only for a specific set of employees, then the required filter or search criteria should be applied before publishing the shifts using the ‘publish shifts’ button.

To learn more about scheduling shifts from mobile please click here.

 

2. Creating shifts by copying

Creating shifts by duplicating existing ones is an efficient method for swiftly generating the employee shift schedule. This approach is particularly favored when the schedule remains consistent over weeks, and shifts from the prior week are copied to a future date range.

There are two methods to utilize the copy shifts capability for creating a shift schedule. In both cases, shifts are copied for a week and can be pasted into a future date range, spanning up to 90 days.

1. Copy shifts for one employee and paste them to other employees for a future date range.
2. Copy the entire shift schedule for a group of employees and paste it into a future date range.

A. Copy shifts for one employee.

Step 1: Under a specific work center selection, copy an employee's shift by clicking the copy icon next to each employee’s name, as shown in the image below.
Note: The copy functionality will be disabled if the 'all' work center is selected.

Step 2: Open the dialog, select the date range to which the copied shifts will be posted, and choose the employees for whom the shifts will be posted. When selecting the date range, you can choose a future date range for a maximum period of 90 days.

You can also explore advanced paste options based on your needs. These options allow you to override existing draft shifts, draft day-offs, or draft day-offs with check-in allowed. Additionally, you have the flexibility to paste shifts on weekends or public holidays within the selected date range.

Step 3: Once the details are filled, paste the shifts as drafts using the 'Paste shifts as draft' button. Once you confirm, a pop-up will appear providing a summary of the successfully pasted shifts and the number of shifts that were skipped for various reasons.

Step 4: Review and publish the draft shifts either week by week or month by month.

B. Copy the entire shift schedule for a group of employees
Step 1: In the week view, under a specific work center selection, click [copy schedule] to duplicate the schedule for all listed employees for the chosen week. If this action is performed after applying any filters or search criteria, the copy schedule will apply only to the set of listed employees
Note: The copy functionality will be disabled if the 'all' work center is selected.

Step 2: Open the dialog, and select the date range to which the copied shifts will be pasted. When selecting the date range, you can choose a future date range for a maximum period of 90 days.

You can also explore advanced paste options based on your needs. These options allow you to override existing draft shifts, draft day-offs, or draft day-offs with check-in allowed. Additionally, you have the flexibility to paste shifts on weekends or public holidays within the selected date range.

Step 3: Once the details are filled, paste the shifts as drafts using the 'Paste shifts as draft' button. Once you confirm, a pop-up will appear providing a summary of the successfully pasted shifts and the number of shifts that were skipped for various reasons.

Step 4: Review and publish the draft shifts either week by week or month by month. You can also Undo the paste at this stage under a certain time limit. 

 

As a Super Admin or a Shift scheduler, you can edit, delete, or reassign shifts to an existing draft / published shift. 

Click here to view how to edit a shift.