Scheduling Work

Overview

The Schedule (also called the Schedule Board) is where you plan and manage every shift across the business. Workers in MyApprentice are assigned to shifts, not directly to jobs — so a single job can contain one or many shifts, each with its own date, time, assigned workers, and Shift To-Do’s.

Who uses this feature

Business Owners and Supervisors plan and assign work. Tradies and Apprentices see their own assigned shifts only. Sole Traders use the same scheduling tools to manage their own work.

When to use this feature

• You need a visual overview of who is working when.
• A job needs scheduling — including recurring visits or multi-day work.
• A shift needs to change time, scope, worker, or be cancelled.

What you can do with this feature

• View the Schedule Board in Day, Week, Month, Team, or Person mode.
• Filter the board by worker, team, date, job, or shift status.
• Add a new shift using Fast Schedule (when you already know the time) or Choose on Board (when you want to see team availability first).
• Set up recurring shifts for maintenance contracts or ongoing visits.
• Assign more than one worker to a single shift.
• Edit a confirmed shift’s time, worker, or details.
• Cancel or delete a shift.

How the feature works

View the Schedule Board

1. Select Schedule from the sidebar.
2. Use the view controls at the top to switch between Day, Week, Month, Team, or Person.

View	Best for
Day	Reviewing the full shift load for a single day.
Week	Planning and reviewing the week ahead.
Month	High-level visibility over the month.
Team	Seeing all team members side-by-side.
Person	Filtering to a single worker’s shifts.

Each shift block shows the shift name, assigned worker, and time. Hover for a summary; click to open the shift detail panel on the right.

Shifts that have been created without a worker appear as Needs Worker on the board and as action items on the Business Owner and Supervisor dashboards.

Add a shift — Fast Schedule

1. Open the job card (from Jobs or the dashboard).
2. Scroll to the Schedule card and select Add.
3. Select Fast Schedule.
4. Enter the date, start time, and end time.
5. Select the shift type (for example Ad Hoc, Inspection, or Reschedule).
6. Select Assign Workers and choose the required team member(s).
7. Add Shift To-Do’s if specific instructions apply to this visit.
8. Select Confirm Shift.

Add a shift — Choose on Board

1. From the job card, select Add in the Schedule card.
2. Select Choose on Board.
3. The schedule board opens showing team availability.
4. Review worker schedules and select an available slot.
5. The shift pop-out opens with the selected date and time pre-filled.
6. Confirm remaining shift details (shift type, assigned worker, Shift To-Do’s).
7. Select Confirm Shift.

Use Choose on Board during planning sessions when you want to avoid double-booking. Use Fast Schedule when you already know the slot.

Set up recurring shifts

Recurring shifts repeat weekly on the days you choose. The recurrence end date is required. (Daily, fortnightly, and monthly cadences are not currently supported — for those, schedule the shifts individually.)

1. Open the job and select Add in the Schedule card.
2. Choose Fast Schedule or Choose on Board to set the first occurrence.
3. Enter start date, start time, and end time, and select the shift type.
4. Select Recurring.
5. Set the End Date for the recurring period.
6. Tick the days of the week the shift should repeat on.
7. Confirm the start and end time applies to all recurring days.
8. Select Assign Workers.
9. Add Shift To-Do’s if required — these apply to every recurring shift.
10. Select Confirm Shift. MyApprentice creates one shift per recurring occurrence.

Field	What it controls
Start Date	Date of the first occurrence in the series.
End Date	Last occurrence — no shifts are created after this date.
Recurring Days	The days of the week the shift repeats on.
Start / End Time	The working hours for every shift in the series.
Shift Type	Classifies all shifts in the series.

Each recurring occurrence is created as an individual shift. You can edit or cancel individual shifts in the series without affecting the others.

Assign multiple workers to one shift

1. Open the shift either from the job’s Schedule card or by clicking the shift block on the schedule board.
2. Select the Assigned Worker field or Assign Workers.
3. Tick each team member you want to assign.
4. Select Save or Confirm Shift.

Each assigned worker receives an email notification and sees the shift on their dashboard.

Edit a confirmed shift

From the Schedule page:

1. Select Schedule from the sidebar.
2. Locate the shift using Day, Week, or Month view.
3. Click the shift block — the detail panel opens.
4. Edit date, time, shift type, assigned workers, Shift To-Do’s, or job link.
5. Select Save Shift.

From the job card:

1. Open the job, scroll to the Schedule card, and find the shift.
2. Click the shift to open the pop-out.
3. Edit the fields and select Save or Confirm Shift.

Changes to time or location may notify the assigned worker. Confirm with your team after editing.

Cancel or delete a shift

1. Select Schedule from the sidebar.
2. Locate the shift.
3. Click to open the shift detail panel.
4. Scroll to the bottom and select Delete Shift.
5. Confirm when prompted.

Deleting a shift removes only that scheduled visit; the underlying job is not deleted or cancelled. To reschedule, add a new shift to the job.

Role-specific notes

• Business Owner: sees the full business schedule, including unallocated work.
• Supervisor: sees and manages the schedule for workers in their scope.
• Tradie / Apprentice: see their own assigned shifts only — cannot create or assign.
• Finance: no scheduling access.
• Sole Trader: uses the same scheduling tools to manage their own shifts.

Related workflows

• Allocating Workers (Dispatch)
• Creating and Managing Jobs
• Doing the Work on Your Shift
• Using the Dashboard and Notifications

Important notes

• The Delete Shift button is available even for in-progress and completed shifts. Deleting a shift does not remove any clock-in records already on the worker’s timesheet — those remain attributed to the original shift. The deletion record is retained in Document History.
• Editing a shift’s date or time after clock-in records exist does not retroactively update timesheet entries. Review the worker’s timesheet after editing — see Correct Timesheets After Shift Reassignment.
• Recurring shifts create one record per occurrence; cancelling all remaining shifts means deleting each one.