A shift management system that keeps the schedule and the team together
What goes into the schedule
Before a run, the period should already have the team, roles, availability, requests and absences. Without that, the proposal is built on missing information.
Team
Active employees. Add them one by one or import a list.
Roles and demand
Who can fill each role, and how many people a shift needs.
Availability
What employees submitted for the period, and who has not sent anything yet.
Requests
Preferences and requests that are still open, so they do not disappear into messages.
Absences
Leave or an absence you already know about is taken into account before that person is proposed for a shift.
The working sequence
The same week goes through four steps. Preparing the data, the schedule proposal and publishing are not the same step.
Prepare the data
Team, roles, shifts or opening hours, and business rules such as rest between shifts.
Collect availability and absences
Employees submit from the app. On the manager screen you see who is ready to be scheduled before you create a proposal.
Create a proposal and edit it
The run builds a proposal from what you defined. It is not published. You change assignments and then approve. Automatic shift scheduling
Publish
Only after approval do the shifts open for the team in the app.
After publishing
A change to a published shift is handled as a request. The employee asks for a swap, and another employee can accept. If you require manager approval, the swap takes effect only after that approval.
Employees see shifts in the app. A mobile notification is sent only when it is included in the plan and turned on. Not every change sends a message.
What the manager sees and what the employee sees
The manager
Sets the team, roles and rules, sees availability and absences, runs a proposal, edits and publishes.
The employee
Submits availability and requests, and sees the shifts published for them. Employee scheduling app
Management screens open according to the permissions you grant. Using the app does not give an employee the manager’s scheduling screens.
Planned hours, attendance and cost
The schedule keeps the planned hours. Clock-in and clock-out are stored separately, and you can compare them. Planned labor cost and management reports depend on the plan. Pricing
Scattered management and one process
Excel is a practical weekly grid, especially for a small team. The gap starts when availability, requests and changes live in separate places.
| Topic | Scattered management | One process |
|---|---|---|
| Availability | Collected in messages and a file | The employee submits in the app, and the manager sees it before scheduling |
| Roles | Counted by hand on each shift | Role demand is part of the schedule proposal |
| Draft | The file you share is also what the team sees | The proposal stays with the manager until you publish |
| Change after publishing | An update with each employee separately | A swap request under the policy you set |
| Hours | A total built outside the schedule | Planned hours, and a comparison with reported time when reports are included in the plan |
Who this process is for
This sequence fits a restaurant, a café, and also a security team or a service desk — anywhere you manage coverage by roles and hours.