Your first week,
step by step.

1. Check your team

Open Team. Add or edit the people you need to schedule. Enter each person’s name, weekly hour target, configured weekly limit, and any skills used in your coverage needs.

The target is what you’re aiming for. The limit is a boundary you enter for the scheduling tool. They are separate settings.

2. Set the work to cover

Open Locations & coverage. Add a location, then add a coverage need for the selected week: date, start and end time, number of people, and an optional required skill.

• Keep each time range within one day. Needs at the same location cannot overlap.
• Leave the required skill blank to allow any available employee.
• Use separate ranges before and after an unpaid break.
• Set a fixed travel buffer if people move between locations. It does not calculate routes.

Use the week arrows to check that you’re entering needs for the right week.

3. Record when people cannot work

In Schedule, use Recurring unavailability for a weekly pattern. Choose the employee, day, time range, and starting date.

For a one-time change, an employee with an account can submit an availability request. You review it in Availability requests.

4. Prepare and review a draft

Return to Schedule and select the week. Choose Prepare this week to create a proposal from your coverage needs, availability, skills, and configured limits.

Review the proposed shifts and checks. The proposal is not yet your saved draft. Choose Apply to draft when you want to keep it.

You can also add or edit shifts directly. A manual shift is saved to the draft; it is not published automatically.

• Correct dates, people, and locations
• Appropriate start and end times
• Hours compared with targets and configured limits
• Conflicts and uncovered needs reviewed

5. Publish the version you approve

Choose Publish to team. Read the summary before confirming.

• Resolve blocking scheduling conflicts first.
• If there are coverage gaps, explicitly acknowledge them before publishing.
• If a previously published week is now empty, review the warning that publication will remove those published shifts.

Employees see the published version. Later draft edits stay separate until you publish again.

6. Check what one employee sees

Send the private invitation link to the employee. It expires after 48 hours and works once; creating a new link invalidates the previous link. The employee opens it on their device, chooses a username and password, and saves their recovery code. Each employee sees their own published shifts.

Confirm the right week and location are visible. If they still see an old shift, check whether you saved only a draft, then have them reload the page after publication.

Ask the employee to check from their own account. They should keep their password and recovery code private.

7. Review an absence before changing the plan

1. Open Availability requests and choose the request to review.
2. Check the affected shifts, possible replacements, hours, and any coverage gaps.
3. Choose whether to update only the draft or to approve and publish.
4. Read the confirmation of every affected week. If other draft changes would also be published, review and confirm those too.
5. If publishing with gaps, acknowledge that warning explicitly.

If the schedule changed after your preview, refresh the preview before confirming. A request by itself does not remove published shifts.

What about missed hours?

The app does not automatically turn an absence into hours owed. The optional additional-hours flow requires you to confirm that the arrangement is authorized, enter the hours to explore, and choose a deadline within four weeks. It uses existing coverage needs; it does not invent work to fill a target.

Read more about targets and additional hours.