Schedule a shift

Overview

Scheduling a shift books work into the calendar — date, start and end times, shift type, and the team member(s) assigned to deliver it. A shift can be created from the Jobs page, a Dashboard job card, or directly from the Schedule page, and is always linked to a job so the scheduled work, assigned staff, shift timing, and job details stay connected.

Who This Workflow Is For

This workflow applies to the Business Owner, Sole Trader, Admin, and Supervisor. Finance, Tradies, and Apprentices cannot create shifts.

Before You Start

The job needs to exist. Decide whether to use Fast Schedule (you know the date and time) or Choose on Board (you want to see team availability first). Have the date, start and end times, shift type (Ad Hoc, Inspection, Reschedule), and the worker(s) to assign ready.

Step-by-Step Process

1. Open the job — from the Jobs page, the Dashboard job card, or the Schedule page.
2. Scroll to the Schedule card and select Add.
3. Choose the path:
   • Fast Schedule — for a known date and time. The quick-entry form opens.
   • Choose on Board — to check team availability. The schedule board opens; select an available slot.
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 one or more team members:
   • Business Owner, Supervisor, Tradie, or Apprentice can be assigned.
   • Admin and Finance users cannot be assigned as shift workers.
   • You can leave the assigned worker empty to create an unassigned shift that you allocate later — see Edit, reassign, or delete a shift.
7. (Optional) Add Shift To-Do’s — visit-specific tasks the worker should complete on site.
8. Select Confirm Shift. The shift is created, linked to the job, and appears on the Schedule board.

What Happens Next

The shift appears on the Schedule board for the day, on the assigned worker’s dashboard, and on the related job card. Where notifications are enabled, the assigned worker receives an assigned-shift email. From here:

• The field team uses their own shift workflow to open the shift card, review details, clock in, and complete the work.
• If plans change, edit, reassign, or delete the shift.
• For multi-day or recurring work, see Create multi-day or recurring shifts.

Common Issues

• Admin or Finance user not in the assignee list. This is by design — Admin and Finance cannot be shift assignees. Assign a Business Owner, Supervisor, Tradie, or Apprentice.
• Shift not appearing for the worker. Confirm the worker is assigned and the shift was saved. Ask them to refresh their dashboard.
• Worker did not get the email. Confirm the worker’s email address on their user record and check spam. Reassigning the shift again can re-trigger the notification.
• Wrong shift type chosen. Open the shift and edit the shift type — see Edit, reassign, or delete a shift.
• Schedule has multiple shifts at the same time. Use Choose on Board to check team availability before booking.

Related Guides

• Edit, reassign, or delete a shift
• View the schedule board
• Create multi-day or recurring shifts
• Create a job manually