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Scheduler
Beta program
The Scheduler is switched on per company. If Schedule is not in your sidebar, your company is not in the beta yet.
About the examples
These are the scheduler's own components running live, not screenshots, so they cannot fall out of step with the code. They come from the newer build of the app, so a few controls are shaped a little differently from the ones you have today. What each one does is the same.
A shift is a time range with staff assigned to it. A day note belongs to a date rather than to any shift on it. Seats, repeating shifts, locations, roles, and project and machine tags are optional modules, set per company.
Schedule managers create and edit shifts. Everyone else reads the same calendar and manages their own assignments through requests.
The toolbar
| Control | What it does | Who sees it |
|---|---|---|
| Arrows and Today | Move the visible range, or return to today | Everyone |
| My availability | Your own profile: availability, note to the manager, color | Everyone |
| Team details | The roster, and the invite door | Everyone but schedule-only members |
| Day / Week / Month | Switches the view | Everyone |
| New shift | Opens the shift editor | Schedule managers |
Managers also get Open seats, Scheduled hours and Active staff cards for the visible range. Below about 960px the two labelled buttons keep their icons and drop their words.
Views
Mon
Aug 3
Jane Doe off
JD
John Doe
9:00 AM - 5:00 PM · Finish the rework batch first
MS
JD
Matt Smith & Jane Doe
12:00 PM - 8:00 PM
Tue
Aug 4
MS
Deep clean
8:00 AM - 12:00 PM
Shift
2:00 PM - 6:00 PM
All three views work at every width. Day and Week draw shifts on a timeline; Month is a grid.
- Click a block to expand its details under that day. Click it again to collapse.
- Overlapping shifts stack in lanes, so the row grows taller rather than hiding anything.
- Add shift on a day row opens the editor with that date filled in.
- The ruler runs midnight to midnight, labelled every hour on a desktop, every three on a tablet and every six on a phone. Blocks are placed to the minute either way.
- Month cells show the day number, the shift count, that day's notes and up to two shift previews. Clicking a cell opens that date in Day view.
Shift blocks
A block shows the shift's name. Without one it shows the names of its staff, and with neither it reads "Shift". The second line is the time, then the shift notes; hovering shows the note in full.
Colors come from the people on the shift. Everyone has a calendar color from a 16 color palette, assigned automatically and changeable by a manager. A one-person shift takes that person's color, and several people split the block into bands. A manager can override this with an explicit color on a shift or a repeating schedule; Use staff colors clears it.
Day notes
A day note belongs to a date, so a day with nobody scheduled can still say "Jane Doe off". Notes sit above that day's timeline, and several on one day stack.
A note is at most 80 characters, with an optional background color. Clearing the text and saving deletes it.
Managers add one with Note on a day row and edit it by clicking it. Everyone can read them, schedule-only members included. Month shows them read-only, up to two per cell.
Creating and editing shifts
Managers open the editor with New shift, with Add shift on a day row, or with Edit shift on an open shift.
- Shift name, optional. Left blank, the shift is named after its staff.
- One-off or Repeating. Repeating replaces the date with weekday buttons, a From date and an optional Until.
- Color, either Use staff colors or an override.
- Date, Starts, Ends, each typed or picked, and Overnight shift (ends the next day).
- Assigned staff.
- Staff needed, Location, Projects and Machines, each shown only when its module is on. Location also needs more than one location to choose between.
- Shift notes.
- Who can join or leave this shift, below. This one is never gated by a module.
On a repeating shift, staff, projects, machines and notes each get their own "apply to every recurring shift" checkbox, so one of them can follow the series while another stays on a single date.
Who can join or leave a shift
Who can join or leave this shift?
| Mode | Joining an open seat | Leaving a shift you hold |
|---|---|---|
| Manager approval | Request, a manager answers | Request, a manager answers |
| First come, first served | Instant | Request, a manager answers |
| Locked | Not available | Not available |
Joining can be instant, but leaving always goes through a manager. A locked repeating schedule locks every date it generates.
Taking and requesting shifts
Staff open a shift and use Shift options. Schedule-only members get the same two buttons on the detail card itself.
On a first come, first served shift the button reads Take this shift and assigns it to you immediately if it is still open. Otherwise it reads Request this shift. Leaving is always Request this shift off. Each takes an optional note.
Requests and approvals
Requests go to the schedule managers as a banner above the calendar, which Review expands.
2 pending requests
Jane Doe - Shift claim
Monday, August 3
"I can cover the back half of the week."
Matt Smith - Time off
Tuesday, August 4
Approving time off removes that person from the date; approving a claim adds them to the shift. Either way only that date changes, even on a repeating shift.
This shift, or all future ones?
Anything that changes who is on a repeating shift asks which dates it means. Past dates are never touched.
| What you did | Choices |
|---|---|
| Created a repeating shift with staff already picked | First shift only / Every shift |
| Added someone to a repeating shift | This shift only / All future shifts |
| Took a first come, first served repeating shift | This shift only / All future shifts |
| Removed someone from a repeating shift | Remove only this one / Remove all future |
| Deleted one date of a repeating shift | Remove this day only / Remove all future |
Schedule-only members are not asked; they take the one date they clicked.
Seats
With Multi-person shifts on, a shift can need more than one person, and Shift options shows the seats beside the staff list.
Staff2/3 filled, 1 open
JD
John Doe
Assignment: Lead • Machine: Bambu X1C
MS
Matt Smith
Outside availabilityThe line under the roster names the count and the mode together, such as "1 open seat - first come, first served". Someone scheduled outside their preferred hours is flagged, not blocked.
With the module off there is no Staff needed field and no seat dots, and a short-staffed shift reads "Needs 1 more person" instead.
Profiles and Team details
Your own profile opens from My availability. Anyone else's opens from their name in Shift options, or from Team details if you manage the schedule.
| Field | Who can edit it |
|---|---|
| My availability | Only the person themselves |
| Notes for the manager | Only the person themselves |
| Manager notes (managers only see these) | Any schedule manager |
| Calendar color | Any schedule manager |
Availability is free text, and anyone who can open the profile can read it. The Outside availability flag does not come from it: that comes from the older weekly availability blocks, which are still stored and still checked. Where a profile has them they show as "Mon 09:00-17:00" labels, clearable only by their owner.
Managers click a row to open that person's profile, and the dot to set their color: 16 swatches, an Automatic row, and a custom picker. Everyone else reads the roster without opening it. Schedule-only members have no Team details button.
Settings
The Scheduling card is on Settings, General and is visible to executives. Changes save through the Unsaved Changes bar at the bottom of the page.
Scheduling
['Production']
Members of these teams can create shifts, assign employees, set each person's calendar color, and approve time-off and shift requests.
Teams with ability to set schedules names the teams whose members can manage the schedule. Executives always can, so leaving it empty makes them the only managers.
Schedule modules each add one capability. Turning one off hides its controls; stored data is kept and existing shifts still display correctly.
| Module | What it adds |
|---|---|
| Machine assignments | Tag shifts and staff with the machinesA device used to produce models, such as a 3D printer. Machines are configured in the Machines and Capabilities section under Settings. they run |
| Project assignments | Tag shifts and staff with projectsA collection of parts, quantities, materials, job files, client information, and pricing (if applicable). |
| Repeating shifts | Weekly repeating shift series with per-series colors |
| Multi-person shifts | Seat counts, open shifts, and letting staff claim an open seat |
| Location filters | Filter the schedule and its shifts by location |
| Role assignments | Tag assigned staff with project roles |
Who can join or leave this shift and calendar colors are deliberately not modules; they are always on. Location filters carries one extra condition: the company also has to be on the platform's location allowlist, and where it is not, the switch changes nothing.
Schedule-only members
A schedule-only memberA person invited to see only the schedule: their shifts, their availability, and the chat rooms selected for them by the inviter. They have no access to projects, clients, or settings, and they are managed from the schedule's Team details or the Staff and Teams page. works shifts but does not need the rest of the platform: station workers, weekend crew, seasonal help. They see the schedule, their own profile, and the chats picked for them, and nothing else. Anything else returns them to the schedule.
An executive enables the role once, in the Schedule-only members panel of the Scheduling card. After that the invitation can be sent from either door, and both open the same dialog:
- Team details, then Invite to the schedule, for schedule managers.
- Settings, Staff & Teams, then Add Staff Member and the Schedule only role, for executives.
Invite to the schedule
JD
Jane Doe
This account can be added to the schedule directly.
Which chats should they see?
They only ever see the chats you pick here. They are not added to the all-staff rooms.
['Weekend crew']
What happens next depends on the email:
- Already has an account — added to the schedule immediately, with the chats you picked.
- A new email — invited by email, and joins the roster when they accept. Pending until then, and revocable.
- Already a staff member — refused. An invitation can never reduce someone's access.
Executives manage them afterwards from the Schedule-Only Members card on Settings, Staff & Teams, which appears once there is at least one: Make Staff promotes them, keeping their color, availability and shift history, and Remove revokes their access while leaving past shifts on record. Schedule managers can also remove someone from their profile in Team details.
Who can manage the schedule
Executives always can. Beyond that it is the teams named in Teams with ability to set schedules. Managing requires a staff record, so a schedule-only member never manages one however their teams are set. Everyone else on staff reads the schedule, opens profiles, and manages their own assignments through requests.