Managing Shifts

After creating your shift plan, you can add and manage shifts. This page explains the key features: creating shifts, shift status, publishing, drag & drop, copying, quick assign, and open shifts.

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Creating Shifts

There are three ways to create a new shift:

• Plus on a day – Click the + in an empty day cell
• Plus on a shift – Click the + on an existing shift
• Plus top right – Click the + in the top right corner of the shift plan

After clicking, the shift dialog opens where you can set times, work area, and employees.

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Shift Status: Draft & Published

Every shift has a status that determines who can see it.

Status	Visibility	Appearance
Draft	Admins only	White card with dashed border
Published	All employees	Colored card (department color)

Changing Status of a Single Shift

1. Open the dropdown menu (⋯) on the shift card
2. Select:
   • Publish – if the shift is a draft
   • Set to Draft – if the shift is published

When to Use Drafts?

Create new shifts as drafts first if you still want to make changes. Once the planning is complete, publish all shifts at once.

Publish All Shifts in a Week

If you have multiple drafts in a week, you can publish them all at once:

1. Navigate to the desired week
2. Click Publish in the top right corner next to the search
3. The number of drafts is shown as a badge

After publishing, affected employees are automatically notified.

Current Week Only

The button only publishes drafts from the currently displayed week. For other weeks, navigate there first.

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Drag & Drop: Moving Shifts

With drag & drop, you can quickly move shifts to another day or employee.

How It Works

1. Click on a shift and hold the mouse button
2. Drag the shift to the desired target (different day, different employee, different department)
3. Release the mouse button to drop the shift

Where Can You Move?

Depending on the view, you can drop shifts differently:

View	Move to...
Employee view	Different day, different employee
Department view	Different day, different department

Visual Feedback

While dragging, the shift is displayed slightly rotated and enlarged. The target area is highlighted when you hover over it.

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Drag & Copy: Copying Shifts

Instead of moving a shift, you can also copy it. This lets you quickly create similar shifts on multiple days.

Keyboard Shortcut

System	Key While Dragging
Mac	Hold ⌥ Alt key
Windows/Linux	Hold Ctrl key

How to Copy a Shift

1. Hold the modifier key (Alt/Ctrl)
2. Click on a shift and drag it to the target
3. Release – the shift is copied, not moved

What Gets Copied?

Element	Copied
Title & description	✓
Start and end time	✓
Work area	✓
Assigned employees	✓
Required employees	✓
Open shift (flag)	✓
Status	As Draft

Copy as Draft

Copied shifts are always created as drafts. This allows you to adjust them before publishing.

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Quick Assign

With Quick Assign, you can assign multiple employees to a shift at once – with an overview of availability and weekly hours.

Plus Feature

Quick Assign is available from the Plus plan.

How to Open Quick Assign

1. Click on a shift
2. Open the dropdown menu (⋯)
3. Select Quick Assign

What You See

For each employee in the work area, the following is displayed:

Information	Description
Checkbox	Select/deselect employee
Name	Employee name
Availability	Badges for absences or unavailabilities
Weekly hours	Current vs. target hours with color indicator

Weekly Hours Color Coding

Color	Meaning
Gray	Employee has capacity available
Yellow	Employee is slightly over the limit
Red	Employee is over their weekly hours

Assigning Employees

1. Check the boxes for the desired employees
2. Click Save
3. All selected employees are assigned to the shift

Sorting

The employee list is sorted by availability. Available employees with fewer weekly hours appear first.

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Open Shifts

Open shifts allow employees to sign up for available shifts themselves. This reduces planning effort and gives the team more flexibility.

Creating an Open Shift

1. Create a new shift or edit an existing one
2. Enable the checkbox Employees can register
3. Enter the number of employees needed for the shift
4. Publish the shift

Combination Possible

You can also manually assign employees while keeping the shift open for additional applications.

How Employees Sign Up

Employees see open shifts on their Dashboard in the "Open Shifts" card:

1. Employee opens the dashboard
2. Sees available open shifts from their work areas
3. Clicks Sign up for this shift – is immediately registered

Capacity Indicator

Each open shift shows the current staffing level:

Display	Meaning
2/3	2 of 3 required employees are registered
3/3	Shift is fully staffed – no more applications possible

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Practical Examples

Example 1: Prepare and Publish a Week

Dr. Schmidt's Practice is planning the upcoming week.

Process:

1. Create all shifts – they are automatically saved as drafts
2. Assign employees and review the planning
3. Navigate to the week and click Publish
4. All shifts are published at once
5. Employees receive a notification

Result: The week is planned and all employees are informed.

Example 2: Copy Recurring Shift

Sunny Care Home needs the same morning shift every day.

Process:

1. Create the morning shift on Monday
2. Hold Alt (Mac) or Ctrl (Windows)
3. Drag the shift to Tuesday → a copy is created
4. Repeat for all other days

Result: Identical shifts on every day without setting up each shift manually.

Example 3: Quick Team Assignment with Quick Assign

Dr. Weber's Dental Practice has a shift that needs 3 employees.

Process:

1. Click on the shift → Dropdown → Quick Assign
2. Check the availability and weekly hours of each employee
3. Select 3 available employees with checkboxes
4. Click Save

Result: All 3 employees are assigned with one click.

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Frequently Asked Questions

Can employees see drafts?

No. Shifts in "Draft" status are only visible to admins. Employees only see published shifts.

Can I set a published shift back to draft?

Yes. Open the shift's dropdown menu and select "Set to Draft". Note: The shift will then disappear from employees' view.

What happens when copying if employees aren't in the target area?

If you copy a shift to a different work area, only employees who are also assigned to that area are included. Other assignments are removed.

Why don't I see the Quick Assign button?

Quick Assign is a Plus feature. In the Basic plan, the button is grayed out and shows an upgrade hint.

Can I move multiple shifts at once?

No, drag & drop works only for individual shifts. For recurring patterns, we recommend weekly templates.

Are employees notified when I move shifts?

Only when the status changes. Simply moving an already published shift does not trigger an automatic notification.

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Summary

Feature	Description	Availability
Shift status	Draft (admins only) or Published (everyone)	All plans
Publish all	Button publishes all drafts of the week	All plans
Drag & Drop	Move shifts by dragging	All plans
Drag & Copy	Copy shifts with Alt/Ctrl + drag	All plans
Quick Assign	Assign multiple employees with availability overview	Plus
Open Shifts	Employees can sign up for shifts themselves	All plans

Recommendation

Use draft status to prepare your planning in peace. Copy recurring shifts with Drag & Copy. Once everything is ready, publish all shifts at once – your employees will be automatically notified.