# Shifton Help Center — full text > Shifton is a workforce management platform. This file carries every published English help article in full, for AI crawlers. > Last updated: 2026-08-07 > Articles: 193. Translations of each are listed in https://help.shifton.com/sitemaps.xml --- # Company Registration Source: https://help.shifton.com/shifton/company-registration/ Registration takes three steps: first you specify who you are — an employer or an employee — then you choose a product, and only then do you fill in the… --- # Mobile App Dashboard Source: https://help.shifton.com/shifton/dashboard/ The Dashboard is the first screen after logging in. It answers two questions: what do I have now and what comes next. The shift is also started and finished… --- # What's available for free Source: https://help.shifton.com/service/free-functionality/ Field service mode can be used for free and with no time limit if your team is very small and one module is enough for you. There is nothing to enable or pay… --- # Free plan Source: https://help.shifton.com/shifton/free-plan/ Shifton can be used for free and with no time limit if you work with a small team and the basic features are enough for you. There is nothing to enable or… --- # Setting up the “Invoicing” module Source: https://help.shifton.com/service/invoicing-module-settings/ Before you issue your first invoice, the module needs to be set up: specify what gets printed in the documents and which number the numbering starts from.… --- # Mobile App Navigation Menu Source: https://help.shifton.com/shifton/navigation-menu/ In version 2.1.0 the navigation in the app was rebuilt. It used to be a list for an employee: my schedule, my requests. Now the app mirrors the web version… --- # Starting and Ending Shifts on Mobile Source: https://help.shifton.com/shifton/start-end-shift/ Marking the start and the end of a shift is what an employee opens the app for most often. Starting from version 2.1.0 both operations go through the… --- # Trial period and tasks Source: https://help.shifton.com/shifton/trial-period-and-tasks/ Right after company registration, the trial period begins: a green Free trial counter appears in the app header, counting down from ten days. It's not just a… --- # Activity logs Source: https://help.shifton.com/service/activity-logs/ Shifton Field Service lets you track everything that happens in your company using the Activity logs section. Here you can review every action performed over… --- # Adding employees to the company Source: https://help.shifton.com/service/adding-employees-service/ Shifton Field Service lets you add new employees to the company, send them invitations, import employee lists, and also dismiss and delete employees. All… --- # API documentation Source: https://help.shifton.com/service/api-documentation/ Shifton Field Service lets you automate your work with the platform and connect it to external services through an open API. All the key entities are… Next →Security --- # Change password Source: https://help.shifton.com/service/change-password/ Shifton Field Service lets you change your account password at any time, right in your profile settings. Changing your password regularly helps keep your… --- # Company settings Source: https://help.shifton.com/service/company-settings/ The Company settings section lets you manage general information about the company, billing data, payment methods, invoices, transactions and active modules. --- # Chats Source: https://help.shifton.com/service/customer-chats/ A client can ask a question about their visit without calling the office, and your team can answer in one place. The whole conversation is tied to the task,… --- # Customer portal — overview Source: https://help.shifton.com/service/customer-portal/ The client does not need a Shifton account for this — everything opens from a link in an SMS or an email. --- # Reviews Source: https://help.shifton.com/service/customer-reviews/ This is where the ratings and comments that clients leave after a job is done are collected. They show how each technician performs and what specific clients… --- # Dynamic reports Source: https://help.shifton.com/shifton/dynamic-reports/ The classic Reports page provides eleven ready-made reports with a predefined set of data. Dynamic reports is a builder: you choose the period, the filters… --- # Dynamic reports Source: https://help.shifton.com/service/dynamic-reports-service/ The regular Reports section provides ready-made forms. Dynamic reports is a builder: you set the period, the filters and the grouping yourself, get exactly… --- # Employee profile Source: https://help.shifton.com/service/employee-profile/ Shifton Field Service lets you keep the key information about every employee in a single profile. The employee profile contains contact details, access… --- # Invoicing Source: https://help.shifton.com/service/invoicing/ Shifton Field Service lets you use the Invoicing module to create financial documents — estimates, work orders, invoices, receipts and proofs of service —… Next →Setting up the “Invoicing” module --- # Modules and module settings Source: https://help.shifton.com/service/modules-and-module-settings/ Shifton Field Service lets you enable and disable individual modules depending on the needs of your company. Most modules work independently of each other,… --- # My profile Source: https://help.shifton.com/service/my-profile-service/ Shifton Field Service lets every user manage the data of their personal account in the My profile section. Here you edit your personal information, set up… --- # Shifton referral program Source: https://help.shifton.com/service/referral-program/ Shifton offers a referral program that lets you earn rewards by bringing in new clients. For every user who registers through your invitation, you receive… --- # Reminder settings Source: https://help.shifton.com/service/reminder-settings/ This page brings together everything the client receives from your company: both the reminders that go out at a set time and the messages that are sent… --- # SMS billing Source: https://help.shifton.com/service/sms-billing/ SMS to clients are paid for from a separate SMS balance — not out of your Shifton subscription. As long as there is money on it, notifications and reminders… --- # Step-by-Step Shifton Setup Guide Source: https://help.shifton.com/shifton/setup-guide/ This guide describes the correct order for setting up the Shifton platform from registration to full operation. Follow the steps sequentially — each. This guide describes the correct order for setting up the Shifton platform from registration to full operation. Follow the steps sequentially — each subsequent step depends on the previous one. ### Steps Overview Step Action Where to Configure 1 Company registration shifton.com → Sign Up 2 Phone verification and adding a card My Profile → Phone / Company → Billing 3 Salary settings Company Settings → Salary Settings 4 Enabling modules Company menu → Modules 5 Module configuration Company menu → Modules → Settings 6 Adding and inviting employees Employees → + Add employees 7 Creating a project Projects → + Create a project 8 Creating a schedule Schedules → + Add schedule 9 Working with the Schedule page Schedule page → adding/editing shifts 10 Additional features Activities, map, requests, reports ### Step 1. Company Registration - Go to shifton.com and click Sign Up or Try Free. - Choose a product: - Shifton Scheduling — for shift and schedule management - Shifton Field Service — for mobile teams and tasks - Fill in the form: company name, country, industry, name, email, password, phone. - Click Register — you will be taken to your account immediately. The person who fills in the form becomes the company Owner with full access to all settings. More details: Company Registration. About Scheduling and Field Service modes, see the article Work Modes. ### Step 2. Phone Verification and Adding a Card Before inviting employees, you need to complete three mandatory actions: #### 2.1 Verify Your Phone Number - Click your name in the upper right corner → My profile. - On the General tab, find the Phone number field → click the verification prompt. - Enter the SMS code → Confirm. #### 2.2 Add a Bank Card - Click the company name → Billing. - Add a payment card. #### 2.3 Subscribe - In the Billing section, set up a monthly subscription. Without these steps, sending invitations to employees is not possible. More details: Phone Verification. For payment methods and subscription, see Payment Methods and Company Balance and Invoices. ### Step 3. Salary Settings Configure payment parameters before creating schedules — they affect payroll calculations for all future shifts. - Click the company name → Company Settings → Salary Settings. - Configure the key parameters: Parameter Description Currency Calculation currency (154 world currencies) Rate mode Rate per hour — payment for each hour worked. Rate per shift — fixed payment per shift Daily / Weekly / Monthly quotas Working time quotas after which overtime is calculated Overtime tiers Overtime rates (e.g., first 2 hours → 150%, then → 200%) Night shift coefficients Coefficients for night shifts Holiday rates Rates for working on holidays Pay rate priority By positions — rate from position. By location — rate from the shift location More details: Salary Settings. For the cascading rate hierarchy, see Pay Rate Hierarchy. ### Step 4. Enabling Modules Shifton uses a modular system — enable only the features you need. - Click the company name → Modules. - Enable the required modules using the toggle. #### Recommended Modules for Getting Started Module Purpose Price Departments and Projects Multiple projects/departments (1 free) $1/mo per additional project Payroll Payroll calculation and reports $0.50/employee/mo Time-Off Requests Time-off/vacation requests $1/employee/mo Attendance Clock-in/Clock-out tracking $1/employee/mo Breaks Break tracking $0.50/employee/mo All modules have a 30-day free trial (Work Location Control — only 10 days). More details: Module System Overview ### Step 5. Module Configuration After enabling modules, configure their parameters. - Click the company name → Modules → Settings tab. - Configure each enabled module. #### Key Settings Module What to Configure Basic Time format, date format, notification language, SMS alerts Breaks Break types (paid/unpaid), duration, limits Attendance Check-in methods (button / GPS / QR), automatic completion, reminders Time off request Time-off types (sick leave, vacation, holiday), custom types Vacation Auto-accrual of days, balance, carryover Work location control GPS radius, validation at clock-in/clock-out Emergency shifts Urgent shift notifications Activity Activity templates, linking to schedules More details: articles in the Modules section ### Step 6. Adding and Inviting Employees - Click Employees in the left sidebar. - Click + Add employees. - Fill in the form: Field Required Description First name Yes First name Last name Yes Last name Phone Number No Mobile with country code E-mail No For sending invitations Monthly rate of hours, % Yes 100% = full-time, 50% = half-time Select a project No Assign to a project immediately Select schedule No Assign to a schedule immediately Position No Position Send invite No Send an email invitation - Click Add and close or Add (to add the next employee). Q: import employees from Excel/CSV using the Import button — download the template, fill it in, and upload. More details: Adding Employees ### Step 7. Creating a Project A project is a container for grouping employees and schedules (department, team, branch). The first project is created automatically upon registration. You can rename it and configure its settings. #### Project Setup - Open Projects in the sidebar. - Click Edit on the desired project. - Fill in the fields: Field Description Project name * Project name (required) Color Color for visual identification in schedules and reports Time Zone Project time zone. Can only be changed if the project has no schedules yet Default location Location automatically assigned to shifts when generating the schedule Managers Project managers — can create and edit schedules Employees Project employees (multi-select) Observers Observers — view-only access to schedules, no editing Basic pay rate Base pay rate for payroll calculation - Configure permissions: schedule visibility, shift swapping, open shifts, restriction on changing past shifts. - If needed, add Marks — colored labels for categorizing shifts. - Click Save. Important: To create additional projects, enable the Departments and Projects module ($1/mo per additional project). More details: Managing Projects. For the module for multiple projects, see Departments and Projects. ### Step 8. Creating a Schedule A schedule defines working time rules and contains employee shifts. - Click Schedules in the sidebar → + Add schedule. - Fill in the basic information: name, project, dates (up to 3 months per step), base rate. - Choose the schedule type: Type Description Example Empty Fully manual — shifts are added manually Small office, manager assigns shifts personally Basic Fixed shift templates Office Mon–Fri 09:00–18:00 By availability Based on employee availability Cafe with student baristas Advanced Multiple shift types with different staffing needs Call center with morning, evening, and night shifts Preset Rotation patterns (2/2, 5/2, etc.) Security, factory, 24/7 operations - Configure shift templates (time, breaks, days of the week). - For By availability and Advanced types — configure constraints (hour quotas, minimum rest). - Add employees to the schedule. Don’t forget to publish the schedule (Publish & notify employees) — without publishing, employees will not see their shifts. More details: Creating a Schedule ### Step 9. Working with the Schedule Page After creating a schedule, go to the Schedule page to manage shifts. #### View Modes - Day / Week / Month — switch the time period - By employees / By shift templates — grouping #### Key Actions - Adding a shift: click ⋮ next to the employee → Add shift to employee → set time, break, location - Editing a shift: click on a shift in the grid → modify parameters → save - Duplicating shifts: Actions → Duplicate Shifts → specify the source and target period - Bulk actions: Actions → Bulk Shift Actions → select period, employees → Move to Open / Edit / Delete - Open shifts: shifts without an assigned employee that can be claimed #### Filters and Overlays - Filters: by employees, positions, locations, marks, shift status - Overlays: show/hide shifts, time-off, availability, breaks, activities #### Export - Excel (several formats), PDF - Import bonuses/deductions — import bonuses and deductions More details: articles in the Schedule Page and Shifts section ### Step 10. Additional Features After the basic setup, enable additional capabilities as needed: #### Activities (Activity Module) Planning additional tasks on top of shifts — training, meetings, inventory. Create activity templates and assign them to employees. #### GPS Map (Work Location Control Module) Monitoring employee locations at clock-in/clock-out. Set the allowed distance radius from the work location. #### Employee Requests Employees can independently through the app or web version: – Request time-off and vacations (module Time-Off Requests) – Swap shifts (if allowed in project settings) – Take open shifts – Drop shifts #### Reports 11 report types: working hours, payroll, attendance, time-off, overtime, and more. Filter by period, employees, projects. #### Attendance (module Attendance) Employee clock-in/clock-out tracking — via a button in the app, GPS coordinates, or QR code. #### Breaks (module Breaks) Break tracking within a shift — paid and unpaid, with limits on count and duration. ### Related Articles - Company Registration - First Login and Interface Overview - Company General Information - Salary Settings - Module System Overview - Managing Projects - Managing Positions ### FAQ Q: Can I skip any step? A: Steps 1–2 are mandatory. Steps 3–5 are strongly recommended before creating schedules, as salary and module settings affect calculations. Steps 6–8 are the minimum to start working. Q: How long does the full setup take? A: Basic setup (steps 1–8) takes 15–30 minutes for a small team. Q: Is it necessary to configure salary before creating a schedule? A: Strongly recommended. Salary settings (currency, rate mode, overtime) apply to all future shifts. You can change them later, but retroactive recalculation does not occur. Q: Can I add employees without sending an invitation? A: Yes. Add an employee without checking the Send invite box — they will appear in the system with a “Not invited” status. You can invite them later. Q: What if I don’t enable any modules? A: Basic functionality (schedule, employee list, dashboard) works without modules. Modules add additional capabilities — payroll, time-off, attendance, etc. Q: What is the correct order: employees first or project first? A: The first project is created automatically upon registration. It is recommended to set up the project first, then add employees — when adding, you can assign them to a project and schedule right away. Q: An employee was added but doesn’t see shifts — what should I do? A: Check three steps: 1) the employee is added to the project, 2) the employee is added to the schedule, 3) the schedule is published. All three steps are required. Q: Can I go back and change settings later? A: Yes. All settings (except schedule type and project time zone for projects with schedules) can be changed at any time. Q: How do I know which modules I need? A: Start with the basic functionality. Enable modules as needed — each one has a 30-day free trial period for testing. Q: Do I need to create Positions and Skills? A: Not required. Positions are useful for different pay rates and filtering. Skills are for automatically assigning employees to specific tasks or activities. Q: How do I invite an employee without an email? A: Enter a mobile number — the invitation will be sent via SMS. Q: What is an “active employee” for pricing purposes? A: An employee who had at least one shift in the billing month. Inactive employees are not charged. Q: Is publishing the schedule mandatory? A: For the manager’s workflow — no, shifts are visible in the admin panel. But employees will only see their shifts in the app after publishing. Q: Can I set up the system for multiple branches? A: Yes. Create a separate project for each branch (Departments and Projects module). Each project has its own managers, employees, and schedules. Q: How do I set up a rotation schedule (2/2, 24 on / 72 off)? A: When creating a schedule, select the Preset type and define the rotation pattern — the system will automatically repeat it for the entire period. --- # Time-Off Requests on Mobile Source: https://help.shifton.com/shifton/time-off-requests-mobile/ Step-by-Step Instructions Submitting a Time-Off Request Open the Shifton app. Go to Requests or Time Off from the app menu. Tap "New request" or "+". ### Step-by-Step Instructions #### Submitting a Time-Off Request - Open the Shifton app. - Go to Requests or Time Off from the app menu. - Tap “New request” or “+”. - Select the time-off type (Vacation, Sick day, Holiday, or other). - Select the start date and end date. - Optionally add a comment or reason. - Tap Submit. #### Checking Request Status Status Meaning Pending Awaiting manager review Approved Time off granted, schedule updated Rejected Request was denied #### Canceling a Request - Find the pending request in the Requests section. - Tap on it. - Tap Cancel (only available while the status is Pending). For full instructions on creating time-off requests, see Requests Page Overview. ### Related Articles - Requests Page Overview (web) - Time-Off Requests Module - Vacation Management Module - Shift Requests on Mobile ### FAQ Q: Can I submit a sick day request for the same day? A: Yes. Depending on your company’s policy, the request may require approval or be auto-approved. Q: How do I check my remaining vacation balance? A: The balance is displayed in the Time Off or Balance section of the app, and also in your employee profile on the web version. Q: No time-off option available — what should I do? A: Ask your administrator to activate the Vacation or Time-Off module. Q: “Insufficient balance” error — what does it mean? A: Your vacation days have been used up. Check your balance and discuss options with your manager. Q: Do I get a notification when a request is approved or rejected? A: Yes. You receive a push notification and an in-app notification when the status changes. Q: Is the schedule updated automatically after approval? A: Yes. After approval, shifts on those days are automatically removed from the schedule. --- # Account Security Best Practices Source: https://help.shifton.com/shifton/account-security/ Keep your Shifton account and company data secure by following these recommendations. Strong Password Use a strong password: at least 8 characters. Keep your Shifton account and company data secure by following these recommendations. ### Strong Password Use a strong password: at least 8 characters, combining uppercase and lowercase letters, digits, and symbols. Never reuse passwords from other services. To change your password: go to company name → My Profile → Security / Password tab, enter your current password, then create a new one. ### Phone Number Verification Verify your phone number — it is required for SMS-based password recovery and adds a second recovery method to your account. - Go to company name → My Profile. - Find the Phone Number field. Enter your number in international format (e.g. +1 555 123 4567). - Click the blue checkmark icon next to it. - Enter the SMS confirmation code and click the checkmark to confirm. - A green checkmark indicates your phone is verified. Always keep your verified phone number current. If your number changes, update it in your profile immediately. ### Managing Administrator Access Regularly review who has Administrator access. Only give admin rights to staff who truly need full access. To change a role to Administrator: 1. Go to Employees (People icon). 2. Find the employee, click their current role badge in the Permission Level column. 3. Select Administrator from the dropdown. To assign Manager role: 1. Go to Scheduling → Projects, click the pencil icon on the project. 2. Set the employee as manager and save. 3. A manager’s access is limited to that specific project — they cannot see or edit other projects. Remove Administrator access from employees who have changed roles or left the company. ### When an Employee Leaves Dismiss the employee immediately to revoke their access to all company data: People → ✕ → Dismiss — set the correct dismissal date. ### If You Suspect Unauthorized Access - Change your password immediately — go to company name → My Profile → Security / Password tab. - Review Administrator access — check the Permission Level column in the Employees list. Remove access from any unrecognized accounts. - Review Activity Logs — go to company name → Logs to see recent actions and changes. - Contact Shifton Support if you suspect a security breach. ### Activity Log The Activity Log records key actions in your company account: – Shift changes – Employee additions and removals – Permission changes – Settings modifications Each log entry shows: date and time, which user performed the action, what was changed (old and new value), and the affected employee or entity. To access: company name → Logs (availability may depend on your subscription plan). ### Role Overview Role Access Level Owner Full access, including billing. One per company. Administrator Full access to schedules, employees, modules, reports. No access to Company Settings or billing. Manager Project-level access only — cannot see or edit other projects. Employee Own schedule only by default. Permissions can be expanded per-schedule. Employee permissions can be expanded per schedule (e.g. allow viewing others’ shifts, shift swapping, creating own shifts) — configured in the schedule’s Basic Information settings. ### Related Articles - My Profile - Changing Password - Activity Log - Authority Levels and Roles - Deactivating and Deleting Employees - Contact Support ### FAQ A: Shifton supports phone number verification as a second factor. Go to My Profile → Phone Number field → enter your number and confirm with an SMS code. Q: An employee was fired but we forgot to revoke access immediately — what should I do? A: Immediately dismiss them via People → Dismiss. After that, the employee loses access. Review the Activity Log for any suspicious actions. Q: Can the Owner transfer their rights to another user? A: No. The Owner role is unique and cannot be transferred through the regular interface. Contact support for an Owner account change. Q: How do I check who last accessed the account? A: The Activity Log does not record login (authentication) events. Use the activity log to audit actions within the system. Q: Can I restrict login by IP address? A: No. Shifton does not provide IP-based login restriction or whitelisting. Q: How do I protect data when dismissing an administrator? A: 1. Change passwords for key accounts; 2. Revoke the dismissed employee’s Administrator rights; 3. Review API keys and integrations — disable unnecessary ones. Q: Is there a log of failed login attempts? A: No. Shifton does not record failed authorization attempts in an accessible log. Q: Is data encrypted in Shifton? A: Yes. Data is transmitted over HTTPS (TLS) and stored on encrypted infrastructure in the EU. Q: Can employees see each other’s salaries? A: No. Salary data is visible only to Administrator, Owner, and the employee themselves (if the corresponding setting is enabled in Salary Settings). Q: How often should I change the administrator password? A: It is recommended to change the password every 3–6 months, or immediately if a compromise is suspected. Q: What is the “Support access toggle” — is it safe to enable? A: Shifton support does not make changes to your account — they only provide guidance during demo calls with screen sharing. There is no support access toggle. Q: Can a Manager see data from another project? A: No. A Manager can only see the project(s) they are assigned to manage. Data from other projects is not accessible to them. Q: How do I log out of Shifton on all devices? A: Change your password — this will terminate active sessions on other devices. Or contact support for a forced logout. Q: Can I set a company-wide password complexity policy? A: No. Shifton applies general password requirements (minimum length, character combination), but per-company settings are not available. Q: Are passwords stored in plain text? A: No. Passwords are stored in hashed form — even the support team has no access to them. Q: Where is Shifton data stored — in which region? A: Data is stored on encrypted infrastructure in the EU. Contact support for details. --- # Adding Employees Source: https://help.shifton.com/shifton/adding-employees/ Learn how to add new employees to your Shifton account using the Employees page. What Is This? The Employees page is where you manage your entire. Learn how to add new employees to your Shifton account using the Employees page. ### What Is This? The Employees page is where you manage your entire workforce in Shifton. From here, you can add new team members one at a time by filling out a simple form with their basic information, assigning them to projects and schedules, and optionally sending them an invitation to join the platform. When you click the + Add employees button, a side panel opens where you enter the new employee’s details. Once saved, the employee appears in your employee list and can be assigned to shifts right away. ### Prerequisites Before adding employees, make sure you have: - An active Shifton account with Administrator or Manager access - At least one project created (if you want to assign the employee to a project) - At least one schedule created (if you want to assign the employee to a schedule) The first 10 employees are included free with Basic Functions. Employees beyond 10 are billed at $1 per employee per month. ### Step-by-Step Instructions #### Step 1: Open the Employees Page Navigate to the Employees page in the main menu. #### Step 2: Click the Add Employees Button Click the + Add employees button at the top of the page. A side panel will slide open from the right. #### Step 3: Fill In Employee Details Complete the form fields as needed. Fields marked with an asterisk (*) are required. Field Required Description First name Yes* Employee’s first name Last name Yes* Employee’s last name E-mail Yes* Employee’s email address — required for login and to send an invitation. Must be unique across the system Phone No Phone number with country code selector (e.g., +1 for US) Role Yes* Authority level: Employee, Manager, or Administrator Personnel Number No Internal employee ID or payroll number used by your organization Monthly rate of hours % No Percentage of full-time hours the employee works. Default is 100% (full-time). Set to 50% for half-time, etc. Select project No Choose which project to assign the employee to Select schedule No Choose which schedule the employee should follow Add starting from date No The date from which the employee becomes active in the system Position No The employee’s job title or role within the organization Send invite No Check this box to send an invitation email to the employee immediately #### Step 4: Save the Employee Choose one of the available actions at the bottom of the panel: Button What It Does Add and close Saves the employee and closes the side panel Add Saves the employee and keeps the panel open so you can add another employee Cancel Discards all entered information and closes the panel #### Step 5: Verify the Employee Was Added After saving, the new employee will appear in your employee list. You can search for them by name or filter by project to confirm. The employee’s initial status depends on whether an invitation was sent: Status Meaning Invited The employee was added and an invitation email was sent. They have not yet accepted the invite Active The employee accepted the invitation and created their password Once the employee accepts the invitation and logs in, their status changes from Invited to Active. #### Employee List Columns The employee list shows the following information for each employee: Column Description Full name Employee’s first and last name Employee authority level Role: Employee / Manager / Administrator Position Job title, if assigned Phone number Phone number, if provided E-mail Email address Time zone Employee’s time zone Account status Active / Invited / Dismissed Actions Edit (pencil icon) and Delete (trash icon) buttons ### Access Permissions Role Can Add Employees? Administrator Yes Manager Yes Employee No ### FAQ Q: Can I add multiple employees at once? A: Using this method, you add employees one at a time. To add many employees at once, use the Import Employees feature instead. Q: What happens if I do not fill in the email address? A: Email is required. Without it, the employee cannot receive an invitation or log in to Shifton. Each email address must be unique — you cannot register the same email address twice. Q: The employee accepted the invitation but sees a blank white screen — what is wrong? A: This usually means the email address is already linked to another Shifton account. Ask the employee to check with support to resolve the duplicate account situation. Q: What does “Monthly rate of hours %” mean? A: This setting defines what percentage of a full-time schedule the employee should work. For example, 100% means full-time, 50% means half-time. This is used in scheduling calculations to determine how many hours the employee should be assigned. Q: Can I change the employee’s project or schedule after adding them? A: Yes. You can update all employee details at any time from their profile page. Q: Is it mandatory to assign a project when adding an employee? A: No. You can create the employee first and assign them to a project later through their profile’s Projects tab. ### Possible Issues and Solutions Issue Cause Solution The + Add employees button is not visible You do not have Administrator access Ask your account administrator to grant you the appropriate permissions Cannot select a project No projects have been created yet Go to the Projects section and create a project first Cannot select a schedule No schedules have been created yet Go to the Schedules section and create a schedule first Employee does not receive the invitation email Email address was not provided, or the Send invite checkbox was not checked Open the employee’s profile, add their email, and resend the invitation Phone number field does not accept input Country code was not selected Click the country code dropdown next to the phone field and select the correct country first --- # Admin vs Employee View: What Is the Difference Source: https://help.shifton.com/shifton/admin-vs-employee-view/ In Shifton, the same interface looks different depending on the role. An Admin sees the full set of Settings and manages the entire company. In Shifton, the same interface looks different depending on the role. An Admin sees the full set of Settings and manages the entire company. An Employee sees only their own Schedule and can perform a limited set of actions. ### What the Admin Sees - Side menu — all sections: Dashboard, Scheduling, Activities, Requests, Projects, Schedules list, Geolocation map, Employees, Reports. - Schedule page — full control: creating, editing, and deleting Shifts, the Publish & notify button, the Actions menu, import and export, Settings icon. - Employees — access to all Employee profiles, editing all tabs, managing roles. - Reports — all 11 report types. - Company Settings and Modules — configuring Schedules, salary, Modules. ### What the Employee Sees Q: – Dashboard — list of unconfirmed Shifts (if confirmation is required). – Scheduling — viewing their own Shifts (and colleagues’ Shifts, if allowed). – Activities — only their own activities. – Requests — creating and viewing their own requests. – Attendance buttons (Start/End shift) and Activity. Not available: – Projects, Schedules list, Geolocation map, Employees, Reports sections. – Publish & notify button, Actions menu, import/export. – Editing other Employees’ Shifts. – Company Settings, Modules, Company balance. ### Comparison Table Feature Admin Employee Dashboard Yes Yes Schedule page Full control View only Sees all Shifts Always If allowed Sees all Employees Always If allowed Creates/edits Shifts Any Only own (if allowed) Publish & notify Yes No Actions / Bulk actions Yes No Import / Export Yes No Employees section Yes No Reports (11 types) Yes No Projects / Schedules list Yes No Geolocation map Yes No Company Settings / Modules Yes No Attendance (Start/End shift) Yes Yes Activities (own) Yes Yes Requests (own) Yes Yes Shift confirmation dialog No Yes (if enabled) ### Self-Service Settings An Admin can expand Employee capabilities through Edit Schedule → Main information. #### Visibility - Allow employees to see all shifts — the Employee can see all colleagues’ Shifts. - Show all employees / Show employees with the same position — which Employees are visible to the Employee in the grid. #### Request Actions # Toggle What It Allows the Employee to Do 1 Allow shift swapping Propose a Shift swap with a colleague 2 Allow employees to send shifts to the open shift list Return their Shift to the open Shifts list 3 Allow employees to create their own shifts Create a request for a new Shift 4 Allow employees to create breaks Add a Break (requires the Breaks Module) 5 Allow employees to drop shifts Drop a Shift 6 Allow employees to take shifts from the Open Shifts list Pick up an open Shift 7 Allow employees to swap breaks between different shift templates Swap Breaks between templates 8 Allow employees to split shifts Split their Shift into parts If a toggle is enabled with With manager confirmation — a request is created and the Manager makes the decision. Without confirmation — the action is performed immediately. ### Shift Confirmation If a Schedule has the Allow with confirmation type, after Shifts are published, the Employee sees a blocking dialog “Confirm changes.” They must click Confirm or Remind later. ### Related Articles - Authority Levels - Manager Role - Open Shifts - Shift Swap Requests - Starting and Ending a Shift ### FAQ Q: An Employee cannot see colleagues’ Shifts. A: In the Schedule settings (Edit Schedule → Main information), enable Allow employees to see all shifts. Q: How do I set up Shift swapping? A: Enable Allow shift swapping in the Schedule settings. If needed, activate With manager confirmation. Q: Can Employees see their estimated salary? A: Yes, if the Payroll Module is enabled and the checkbox Show the employee his estimated salary is turned on in Company Settings → Salary Settings. Q: Why does the Employee see the interface in a different language? A: The language is determined automatically based on the user’s locale. Q: Can an Employee independently pick up an open Shift? A: Yes, if the toggle Allow employees to take shifts from the Open Shifts list is enabled in the Schedule settings. Q: An Employee sees a Start shift button — what is it? A: A button for starting a Shift via the Attendance Module. It appears for all roles when the Module is active. Q: Can a Manager use the Publish & notify button? A: Yes. A Manager can see and use Publish & notify in the Schedules of their assigned projects. Q: Is the mobile Employee interface different from the web version? A: The functionality is identical. The mobile app is adapted for smartphones, but the available sections are the same. Q: Can an Employee change the start time of their Shift? A: No, unless the toggle Allow employees to create their own shifts is enabled — it allows creating a request for a new Shift. Q: Does the Employee see the Reports tab? A: No. The Reports section is available only to Managers and Administrators. Q: What does the Employee see on the Dashboard? A: A list of unconfirmed Shifts (if the Allow with confirmation type is enabled) and activity/Break widgets. Q: Can an Employee see other Employees in the Schedule? A: Yes, if the parameter Allow employees to see all shifts is enabled in Edit Schedule → Main information. Q: Can an Employee edit their own profile? A: Yes — name, contacts, notification settings. They cannot change their role or salary. Q: Does a Manager see the Geolocation map section? A: No. The Geolocation map is available only to global Administrators. Q: Can an Employee create their own Break? A: Yes, if the toggle Allow employees to create breaks is enabled in the Schedule settings and the Breaks Module is active. Q: What does the Employee see when logging into the mobile app? A: Their Shifts, availability, activities, and requests. The feature set is identical to the web version for the Employee role. Q: How do I configure it so Employees only see colleagues with the same position? A: Edit Schedule → Main information → enable Show employees with the same position instead of Show all employees. Q: Can an Employee split their Shift into two parts? A: Yes, if the toggle Allow employees to split shifts is enabled in the Schedule settings. A split request is created. Q: An Employee sees a “Confirm” button — what is it? A: If the Schedule uses the Allow with confirmation type, the Employee must confirm their Shifts after the Schedule is published. --- # Creating an Advanced Schedule Source: https://help.shifton.com/shifton/advanced-schedule/ Build schedules with different numbers of workplaces for each shift. The Advanced schedule type is designed for enterprises where daily operations are. Build schedules with different numbers of workplaces for each shift. The Advanced schedule type is designed for enterprises where daily operations are divided into multiple shifts with varying staffing needs. ### What Is This? The Advanced schedule type uses automatic distribution to create shifts where each time slot can have a different number of required employees (workplaces). Unlike the Basic type, which assigns the same hours to everyone, the Advanced type lets you define how many people are needed during each shift period. This is ideal for manufacturing plants, hospitals, call centers, or any operation that runs multiple shifts per day with varying coverage requirements. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create schedules 3 A project with enough assigned employees You need sufficient staff to cover all defined workplace slots ### Step-by-Step Instructions #### Step 1: Basic Information - Navigate to Schedules in the sidebar and click + Add schedule. - Complete the basic information fields: Field Required Description Enter schedule name Yes A descriptive title (e.g., “Warehouse — 3 Shift Rotation”) Color No Choose a color to identify this schedule Select a project Yes Select the project this schedule belongs to Select dates Yes Set the start and end dates — maximum 3 months Basic employee pay rate No Base pay rate per hour for shifts in this schedule Select week control type Yes How overtime is handled: Allow with confirmation (default) / Allow / Disallow Below these fields is a section with employee action permissions (checkboxes). See the Schedule Settings and Permissions article. - Click Next to proceed. #### Step 2: Select Schedule Type - On the schedule type selection screen, choose Advanced (automatic distribution). “Offers schedule generation that allows creating a number of work shifts with a different number of workplaces for each of them. Ideal solution for enterprises that require their daily work to be divided into shifts.” - Click Next. The schedule is created. #### After Creation: Configure Shift Templates The Advanced type is designed to support multiple shift templates, each with a different number of required workplaces per shift. After creation: - Click the schedule name to open it. - Go to the Shift Templates tab to define each shift type (e.g., morning, afternoon, night) and the number of staff required for each. - Go to the Add employees tab to add employees. #### After Creation: Add Shifts and Publish - Add shifts via Company Schedule using bulk add or manual entry. - Click Publish & notify employees so employees can see their shifts. ### Access Permissions Role View Schedule Create Advanced Schedule Edit Shifts Delete Schedule Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Employee Yes (own shifts only) No No No ### FAQ Q: When should I use Advanced instead of Basic? A: Use Advanced when your operation requires different numbers of employees at different times of day. For example, if you need 5 people in the morning, 8 in the afternoon, and 3 at night, Advanced is the right choice. If everyone works the same hours, Basic is simpler. Q: Can I set different workplace counts for different days of the week? A: The Advanced schedule applies the same shift structure to all selected work days. If you need different staffing levels on different days, consider creating separate schedules for those day groups. Q: How does Shifton decide which employees get which shifts? A: The system distributes employees automatically to balance workload. You can make manual adjustments after the schedule is generated. Q: What happens if I do not have enough employees to fill all workplaces? A: Shifton will fill as many slots as possible with available employees. Unfilled workplace slots will appear as open shifts that you can assign later or that employees can claim. Q: Can I have shifts of different durations within the same schedule? A: Yes. Each shift period can have its own start time, end time, and break settings, so shifts do not need to be the same length. ### Possible Issues and Solutions Issue Possible Cause Solution Not enough employees assigned to shifts Fewer employees in the project than total workplaces defined Add more employees to the project or reduce the number of workplaces Shifts overlap in time Shift time ranges are not properly sequenced Adjust start and end times so shifts do not overlap Employees assigned to back-to-back shifts The system may assign consecutive shifts if availability allows Manually adjust assignments to ensure adequate rest periods Cannot set more than a certain number of shifts per day System configuration limitation Check if your plan supports the number of shifts you need Schedule shows uneven distribution Unequal number of employees per position or availability constraints Review employee assignments and availability, then manually rebalance --- # Attendance Source: https://help.shifton.com/shifton/attendance/ The Attendance module tracks clock-ins, clock-outs, breaks, and activities — via browser and mobile app. Shifts receive statuses: Planned → Active →. The Attendance module tracks clock-ins, clock-outs, breaks, and activities — via browser and mobile app. Shifts receive statuses: Planned → Active → Completed (or Missed). Managers receive notifications about late arrivals, and the system can apply late deductions. This module is a required dependency for Work Location Control and Activity, as well as for unscheduled breaks. ### How to Enable/Disable Modules → Attendance → toggle the switch. ### Module Settings Go to Modules > Settings > Attendance: #### Browser Setting Description Allow browser work Allow clock-in/out via browser Check IP Clock-in only from the location’s network Allow to start/end break outside of location Breaks can be started outside the location #### Mobile App Setting Description Allow work from mobile Allow clock-in/out via the app Check IP Clock-in only from the location’s network Check by GPS Clock-in only within the geofence Allow to start/end break outside of location Breaks outside the location #### Actions on Shifts Setting Description Change event time Actual start/end time is recorded Do not change the end time of the shift End time is not modified on clock-out Record late time Late arrivals appear in the Working Hours report Record early employee departures Early departures are recorded Allow shift restart Employee can restart the shift Allow shift to be reopened after end (min) Time after end for restart #### Time Limits Setting Description How early can employee “start”? (min) How many minutes before the shift start can clock-in How late can employee “finish”? (min) How many minutes after the shift end Limit break start/end time (min) Tolerance for break start/end #### Late Deductions Setting Description Allowed number of minutes late Grace period (e.g., 5 min — no penalty for up to 5 min late) Per-minute hold Deduction per minute Fixed deductions Flat deduction Hold amount Deduction amount ### Pricing $0/month + $1/employee/month. For full instructions on starting and ending shifts, see Starting and Ending a Shift — step-by-step actions for browser and mobile app, IP and GPS verification behavior. ### FAQ Q: Can I use Attendance without GPS verification? A: Yes. GPS verification (Check by GPS) is a separate setting. Attendance works without it: employees simply tap Start shift / End shift. Q: What happens if an employee fails the IP or GPS check? A: A red banner appears with an error — starting the shift is impossible. The screen shows a map with directions to the workplace. Q: An employee was late but no deduction was applied — why? A: Check the Allowed number of minutes late setting — this is a grace period. If the lateness falls within it, no penalty is applied. Q: Can I allow employees to start a shift before the scheduled time? A: Yes. The How early can employee “start”? setting defines how many minutes before the shift start clock-in is allowed. Q: What is “Allow shift restart”? A: If enabled, an employee can end and restart the same shift (within allowed time limits). Useful if someone accidentally ends their shift. Q: Is the Attendance module required for other modules? A: Yes. Work Location Control and Activity both require an active Attendance module. Unscheduled breaks also depend on it. Q: How do I configure late deductions? A: In Modules > Settings > Attendance > Late Deductions: set the grace period, deduction type (per-minute or flat), and the amount. Q: Where can I view attendance data? A: In the Working Hours report — it shows actual hours, late arrivals, and early departures. Q: Can employees start a break outside their location? A: Only if the Allow to start/end break outside of location setting is enabled (configured separately for browser and mobile app). Q: Does Attendance work in both browser and mobile app? A: Yes, both platforms are supported. Settings for each platform are configured separately in Module Settings. ### Related Articles - Module System Overview - Work Location Control - Activity - Breaks - Employee Working Hours - Managing Locations - Work Modes --- # Authority Levels Source: https://help.shifton.com/shifton/authority-levels/ Learn about the two main access levels in Shifton and how to change an employee's authority level. What Is This? Shifton uses authority levels to control. Learn about the two main access levels in Shifton and how to change an employee’s authority level. ### What Is This? Shifton uses authority levels to control what each person can see and do within the system. Every user has one of three roles: Employee, Manager, or Administrator. The role determines what features are accessible and what actions the user can perform. Two levels — Employee and Administrator — are set globally from the employee list. The Manager role is assigned at the project level rather than from the main employee list. See Manager Role for details. ### Prerequisites Before changing authority levels, make sure: - You have Administrator access to Shifton - The employee has been added to the system ### Step-by-Step Instructions #### Step 1: Open the Employees Page Navigate to the Employees page from the main menu. You will see a list of all employees with their current authority levels displayed. #### Step 2: Understand the Authority Levels Level Visible in Employee List? Description Administrator Yes Full access to all features, settings, projects, and employees. Can manage the entire Shifton account Employee Yes Limited access. Can view own schedule, manage own availability, and update own profile. Cannot access admin features or other employees’ data Manager No (assigned per project) A project-level role that grants management capabilities within specific projects. Not shown in the main authority dropdown Employee — the standard role for team members. Employees can: – View their own schedule and assigned shifts – View the open shifts list (if enabled in schedule settings) – Submit requests: Shift Swap, Time Off, Drop Shift, Take from Open List, and others — depending on what is enabled in schedule settings – Start and end shifts via the mobile app (with the Attendance module) – Manage their own profile and set their availability Employees cannot: view other employees’ schedules (unless “Allow employees to see all shifts” is enabled), create or edit schedules, manage other employees, or access financial settings and reports. Manager — a project-level role for team leads. Managers can do everything an Employee can, plus: – Create and edit schedules in their assigned projects – Add and edit employees – Manage open shifts – Approve and reject employee requests – View reports for their projects Managers cannot: change Company Settings, manage modules, view company financial data (balance, payment methods), or assign the Administrator role. Administrator — full access to the entire account. Administrators can do everything a Manager can, plus: – Change Company Settings (General, Billing, Salary Settings) – Activate and deactivate modules – View and manage Company Balance – Assign any role, including Administrator – View all reports across all projects – Pause or delete the company #### Role Permissions Summary Feature Employee Manager Administrator View own schedule Yes Yes Yes Submit requests Yes Yes Yes View project schedule — Yes Yes Create/edit schedules — Yes Yes Manage employees — Yes Yes Approve/reject requests — Yes Yes View reports — Yes Yes Company Settings — — Yes Manage modules — — Yes Financial data (Balance, Payments) — — Yes Assign roles — — Yes Delete company — — Yes Q: Whether Managers can see salary data depends on the Salary Settings configuration. If “Show employee salaries to the manager” is enabled, managers can see calculated salaries for employees in their projects. #### Step 3: Change an Employee’s Authority Level - Find the employee in the employee list - Click the Edit (pencil icon) button in the employee’s row to open their profile - On the General Information tab, find the Employee authority level (or Role) field - Select the new role: Employee, Manager, or Administrator - Click Save The change takes effect immediately. #### Step 4: Verify the Change After saving, the employee’s row in the employee list will show the updated authority level. The employee’s access changes the next time they load a page or log in. ### Access Permissions Role Can View Authority Levels? Can Change Authority Levels? Administrator Yes Yes Manager No No Employee No No ### FAQ Q: What is the difference between Administrator and Employee? A: Administrators have unrestricted access to the entire Shifton account, including all employees, projects, schedules, settings, and reports. Employees can only see their own schedule, profile, and availability. Q: Where is the Manager role? I do not see it in the dropdown. A: The Manager role is not a global authority level. It is assigned per project through the employee’s Projects tab. See Manager Role for instructions. Q: Can I have multiple Administrators? A: Yes. You can assign the Administrator level to as many employees as needed. However, it is recommended to limit the number of Administrators to maintain security and prevent accidental changes. Q: What happens if I change an Administrator to an Employee? A: They will immediately lose access to all admin features. Make sure at least one other person has Administrator access before downgrading someone. Q: Can an Employee see other employees’ schedules? A: By default, Employees can only see their own schedule. Managers and Administrators can see schedules for their assigned projects or the entire account, respectively. An Administrator can enable the “Allow employees to see all shifts” toggle in schedule settings to give Employees broader visibility. Q: Can a Manager see employee salary data? A: It depends on Salary Settings configuration. If “Show employee salaries to the manager” is enabled, Managers can see calculated salaries for employees in their projects. By default, this is not enabled. Q: Does changing the authority level take effect immediately? A: Yes. The change applies immediately — the employee’s access changes the next time they load a page or perform an action in Shifton. Q: Can a Manager add employees to any project? A: Managers can manage employees within projects they are assigned to as manager. They do not have access to other managers’ projects unless explicitly assigned. ### Possible Issues and Solutions Issue Cause Solution The authority level dropdown is not editable You do not have Administrator access Ask an existing Administrator to make the change I accidentally removed my own Administrator access You changed your own level to Employee Ask another Administrator to restore your access. If no other Administrator exists, contact Shifton support An employee has too much access They are set to Administrator when they should be Employee Change their authority level to Employee using the dropdown in the employee list Cannot find the Manager option in the dropdown Manager is a project-level role, not a global authority level Assign the Manager role from the employee’s Projects tab instead (see Manager Role) --- # Creating a Basic Schedule Source: https://help.shifton.com/shifton/basic-schedule/ Generate a standard work schedule with fixed hours, lunch breaks, and regular work days and days off. The Basic schedule type is ideal for traditional. Generate a standard work schedule with fixed hours, lunch breaks, and regular work days and days off. The Basic schedule type is ideal for traditional 9-to-5 teams. ### What Is This? The Basic schedule type uses automatic distribution to create shifts with consistent working hours for every assigned employee. It is the simplest and most commonly used schedule type — perfect for office teams, retail staff, or any group that follows a standard daily timetable. When you choose Basic, Shifton automatically generates shifts for each employee across the selected date range based on the work days, start and end times, and break settings you define. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create schedules 3 A project with assigned employees The schedule must be linked to a project that has employees ### Step-by-Step Instructions #### Step 1: Basic Information - Navigate to Schedules in the sidebar and click + Add schedule. - Complete the basic information fields: Field Required Description Enter schedule name Yes A descriptive title (e.g., “Office Team — March”) Color No Choose a color to identify this schedule on the calendar Select a project Yes Select the project this schedule belongs to Select dates Yes Set the start and end dates — maximum 3 months Basic employee pay rate No Base pay rate per hour for shifts in this schedule Select week control type Yes How overtime is handled: Allow with confirmation (default) / Allow / Disallow Below these fields is a section with employee action permissions (checkboxes). See the Schedule Settings and Permissions article for details. - Click Next to proceed. #### Step 2: Select Schedule Type - On the schedule type selection screen, choose Basic (automatic distribution). “Creates schedules with a fixed number of working hours, lunch breaks, work days and days off. For example, it can be used to generate a standard 9-5 timetable for a selected number of employees.” - Click Next. The Basic schedule uses a fixed template — no additional configuration is required at this step; shift details are added after creation. #### After Creation: Add Employees After the schedule is created, it appears in the Schedules list but has no employees yet. - Click the schedule name to open it. - Go to the Add employees tab. - Select the employees to include and click Add. #### After Creation: Add Shifts For Basic schedules, shifts are added through the Company Schedule page: - Use Actions → Bulk add to add shifts for multiple employees at once using a shift template. - Or click the + on any day cell to add a shift for a specific employee manually. See the articles on Bulk Shift Actions and Adding Shifts Manually for details. #### Publish the Schedule Click Publish & notify employees so employees can see their shifts in the mobile app. Until published, shifts are visible to managers only. ### Access Permissions Role View Schedule Create Basic Schedule Edit Shifts Delete Schedule Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Employee Yes (own shifts only) No No No ### FAQ Q: What is the typical use case for a Basic schedule? A: The Basic type works best for teams with a standard, predictable timetable — such as a Monday-through-Friday office with 9 AM to 5 PM shifts and a one-hour lunch break. Q: Can I set different hours for different days of the week? A: No. The Basic schedule uses the same shift template for every work day. If you need different hours on different days, consider the Advanced schedule type instead. Q: What if I need to exclude a specific day (like a holiday)? A: After the schedule is generated, you can manually delete or modify individual shifts for holiday dates. Q: Can I change the work days after the schedule is created? A: You cannot change the schedule type configuration after creation. However, you can manually add or remove individual shifts on the schedule page. Q: The schedule date range is limited to 3 months — what do I do after it ends? A: Use the Reduce/Extend schedule function to extend the schedule into the next period. See the Extending and Shortening Schedules article. Q: Shifts are not visible to employees — why? A: Shifts must be published. Click Publish & notify employees on the schedule page. Until published, only managers can see the shifts. ### Possible Issues and Solutions Issue Possible Cause Solution Shifts not generated for some employees Those employees are not assigned to the selected project Assign the missing employees to the project and recreate or add shifts manually Break time overlaps with shift end time The break start time is set too late in the day Adjust the break start time so the break ends before the shift end Schedule shows no data on the calendar You are viewing a different project or date range Switch to the correct project and navigate to the schedule’s date range Cannot select Saturday or Sunday as work days Calendar interface issue Ensure you are clicking the correct day toggles in the work days selector Shifts appear with wrong duration Incorrect start or end time entered Delete the schedule, correct the times, and recreate it --- # Break Creation Request Source: https://help.shifton.com/shifton/break-creation/ Employees can request breaks during their shifts, allowing them to schedule rest periods that fit their workday. What Is This? The break creation request. Employees can request breaks during their shifts, allowing them to schedule rest periods that fit their workday. ### What Is This? The break creation request feature lets employees propose a break within their assigned shift. This is useful when shifts do not have pre-assigned breaks or when an employee needs an additional break. The request goes to a manager for approval, and once confirmed, the break is added to the shift. ### Prerequisites Requirement Details Module Breaks module must be active ($0.50 per employee per month) Setting “Allow employees to create breaks” must be enabled in schedule settings Shift Employee must have an assigned, active shift to add a break to The Breaks module is a paid add-on. Without it, the break creation option will not appear even if the schedule setting is enabled. To activate it, go to your company menu → Modules → enable Breaks. ### Step-by-Step Instructions #### Enabling Break Creation Requests (Manager/Admin) First, ensure the Breaks module is active (company menu → Modules → Breaks). Then: 1. Navigate to Schedules from the left sidebar. 2. Open the relevant schedule and click Settings (gear icon). 3. Locate the “Allow employees to create breaks” option. 4. Enable the toggle. 5. Optionally enable “With manager confirmation” if breaks should require approval before taking effect. 6. Save the settings. #### Submitting a Break Creation Request (Employee) Breaks can be requested from the mobile app during an active shift: - During your active shift, tap “Add break” in the mobile app. - Select the break type, start time, and duration. - Tap Submit to send the request. Alternatively, through the web interface: 1. Open your schedule and click on the shift where you need a break. 2. Select “Request break” from the available actions. 3. Fill in the break details: Field Description Break type Type of break (as configured in your schedule) Start Time When the break should begin Duration How long the break should last Comment Optional note explaining the need for the break - Click Submit to send the request. #### Approving a Break Request (Manager) - Navigate to the Dashboard or Requests section. - Locate the pending break creation request. - Review the break details and the employee’s shift. - Click Approve to add the break to the shift, or Reject to deny it. - The employee is notified of the decision. ### Access Permissions Role Enable Setting Request Break Approve/Reject Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes (assigned schedules) Yes Yes (assigned schedules) Employee No Yes (when enabled) No ### FAQ Q: Can an employee request multiple breaks within one shift? A: Yes, employees can submit multiple break requests for the same shift, as long as the breaks do not overlap and fit within the shift’s time window. Q: Does the break reduce the employee’s paid hours? A: This depends on your company’s break payment settings. Paid breaks do not reduce hours; unpaid breaks do. For details, see Break Types. Q: Can I change the time of a break request after submitting? A: You would need to cancel the existing request and submit a new one with the updated times. Q: What if my break request falls outside my shift hours? A: The system will not allow you to request a break outside the start and end time of your assigned shift. ### Possible Issues and Solutions Issue Possible Cause Solution “Add break” option not visible in mobile app Breaks module is not active, or the schedule setting is disabled 1. Verify the Breaks module is active (company name → Modules). 2. Enable “Allow employees to create breaks” in schedule settings “Request break” option not visible on web Feature is disabled in schedule settings Enable “Allow employees to create breaks” in the schedule settings Break request rejected Break may conflict with operational needs Discuss alternative times with your manager Break does not show on the shift Page not refreshed after approval Refresh the schedule page to see the updated shift with the break Cannot select a time Time is outside the shift boundaries Choose a start and end time within your shift hours Multiple break requests conflicting Overlapping break times submitted Cancel one request and adjust the timing to avoid overlaps --- # Break Types in Shifton Source: https://help.shifton.com/shifton/break-types/ Shifton has four break types. They are not mutually exclusive — all four can be used in the same company simultaneously. The difference lies in who. Shifton has four break types. They are not mutually exclusive — all four can be used in the same company simultaneously. The difference lies in who initiates the break and how it is configured. ### Overview: 4 Break Types Type Description Who Initiates Simple break A fixed number of minutes is deducted from the shift Configured in the template, no action required from the employee Scheduled break A break with a specific time window, employees go in sequence System (by schedule) Unscheduled break The employee takes a break at any time within established limits Employee Break request The employee sends a request to the manager, the break is created after approval Employee → Manager ### 1. Simple Break Where to configure: Shift template → Break field (in minutes). The simplest type. You specify how many minutes to deduct from the shift duration when calculating pay. There is no interface for the employee. Q: - Shift period: 09:00–18:00 = 9 hours. - Break: 60 min. - Paid shift duration: 8 hours. If the Pay employees for breaks parameter is enabled in Salary Settings, the break is considered paid and the duration remains 9 hours. When to use: for a standard lunch break that is the same for everyone. ### 2. Scheduled Break Where to configure: Shift template → Set up breaks checkbox → Add break. A break with a clearly defined time window. Multiple breaks can be added to a single template. Fields when creating: Field Description Title Break name (e.g., “Lunch”, “Coffee”) Duration Duration from 5 to 240 minutes (in 5-minute increments) Paid If enabled — break time is paid Start Start of the time window End End of the time window At the same time Maximum number of employees on break simultaneously Cascading queue. With At the same time = 1, the system queues employees: - Employee 1: 10:00–10:05 - Employee 2: 10:05–10:10 - Employee 3: 10:10–10:15 The Attendance module is not required for Scheduled breaks. Breaks are defined in the shift template. Missed break: marked gray on the schedule; the manager receives a notification (if notifications are enabled). When to use: when it is important that breaks do not overlap and leave the team short-staffed. ### 3. Unscheduled Break Where to configure: Module Settings → Breaks (Unscheduled breaks section). Requires: Breaks + Attendance modules (both must be enabled). The employee starts and ends the break themselves through the app. You only set the limits. Configuration parameters: Parameter Description Allow to start break at any time Allow a free break Limit number of employees on break Limit the number of employees on break Max employees on break at same time Maximum number (e.g., 1) Pay for the break Whether the break is considered paid Break duration (min) Break duration Limits by shift length (Break limit section): Shift Length Max Break ≥ 9 hours 60 min ≥ 12 hours 90 min Unclosed break. In Activities with open breaks, choose the behavior: – Notify managers and employee — send a notification. – Close — close the break automatically. How an employee takes an unscheduled break: Step Action Expected Result 1 During an active shift, open Attendance in the top bar Your active shift is displayed with a Start break button 2 Tap Start break The break timer begins 3 Open the Attendance list when the break is over You see an End break button and elapsed time 4 Tap End break The break is recorded, shift timer resumes If the Start break button is not visible — check that the Breaks module is enabled, the Attendance module is enabled, and the employee has an active shift. When to use: for a dynamic environment where the exact break time is not known in advance. ### 4. Break Request Where to configure: Schedule settings → Allow employees to create breaks. Requires: the Breaks module enabled. The employee sends a request, the manager approves or declines. After approval, the break appears in the schedule. Workflow: - The employee creates a request (time and duration). - The manager receives a notification. - The manager approves or declines. - Upon approval, the break is factored into working time calculations. For details on submitting and approving requests, see Break Creation Request. When to use: when it is important to coordinate breaks and control team workload. ### Breaks Module: Activation and Settings #### How to enable the module - Go to Company Settings → Modules. - Find Breaks and enable the toggle. - Click Save. Cost: $0/month + $0.50/employee/month. Trial period — 1 month. Unscheduled breaks also require an active Attendance module. #### Module Settings → Breaks Parameters Parameter Description Show warning when changing shift times Warn when shift times are changed Permissible change in duration (min) Allowable deviation in shift duration (default 90 min) Unscheduled breaks Unscheduled break settings (see section 3 above) Break limit Limits by shift length Activities with open breaks What to do with unclosed breaks: Notify / Close ### Impact of Breaks on Salary Calculation #### Paid vs Unpaid Break Type Unpaid (default) Paid Simple break Deducted from paid hours Not deducted Scheduled break Configured per break (Paid field) Configured per break Unscheduled break Configured in Module Settings Configured in Module Settings Global override. In Company Settings → Salary Settings, the Pay employees for breaks checkbox — if enabled, all company breaks are considered paid. #### How an Unpaid Break Affects a Shift Shift Break Paid Hours 09:00–18:00 60 min, unpaid 8 h 09:00–18:00 60 min, paid 9 h 09:00–18:00 30 min, unpaid 8.5 h 09:00–18:00 0 min 9 h ### Effect on Other Modules - Salary Settings: “Pay employees for breaks” — if enabled, break time is paid. - Reports: Employee Working Hours — the “Breaks” column shows total break time for the period. - Employee Requests: “Create Break” and “Break Swap” requests become available. - Schedule Settings: when the module is active, “Allow employees to create breaks” and “Allow employees to swap breaks” options appear. ### Break Swap Exchange scheduled break slots with a colleague. To activate: - Open the schedule settings. - Enable Allow employees to swap breaks. After this, employees can send each other break swap requests. ### Related Articles - Breaks During Shifts — How to Start and End - Breaks Module - Attendance Overview - Adding Shifts - Break Creation Request - Break Swap - Salary Settings ### FAQ Q: Can I use multiple break types at the same time? A: Yes. For example, a shift can have a Simple break (60 min for lunch) while also allowing Unscheduled breaks for short pauses. Q: Can I combine a Simple break and a Scheduled break in the same shift? A: Yes. A Simple break sets the standard deduction, while a Scheduled break adds specific time windows for breaks. Q: What is the difference between scheduled and unscheduled breaks? A: Scheduled breaks are built into the shift template and visible in advance. Unscheduled breaks are taken spontaneously by the employee during the shift. Q: Is the Attendance module required for Scheduled breaks? A: No. Scheduled breaks are defined in the shift template and do not require Attendance. Attendance is only needed for Unscheduled breaks. Q: How do I add a break to a shift template? A: When creating or editing a shift template — check the Set up breaks checkbox → click Add break → fill in Title, Duration, Start/End window, At the same time. Q: How many breaks can be added to a single shift template? A: There is no limit. Multiple Scheduled breaks with different time windows can be added. Q: Can I set a default break for all new shifts? A: Yes. In the shift template, specify the break duration in minutes — it will be applied automatically. Q: Can I set different break durations for different shift templates? A: Yes. Each shift template has its own break field — set the desired duration when creating the template. Q: Why doesn’t the employee see the start break button? A: For Unscheduled breaks, both modules are required: Breaks and Attendance. An active shift is also needed. Q: An employee cannot start a break — why? A: The concurrent employee limit has been reached, or the maximum break time for the shift has been exhausted. Q: How do I limit the number of employees on break simultaneously? A: For Unscheduled: Module Settings → Breaks → Limit number of employees on break → enter the number. For Scheduled: in the shift template break settings, set At the same time → desired number. Q: What does “At the same time” = 0 mean? A: A value of 0 means an unlimited number of employees on break simultaneously. Q: What happens if an employee goes on break and does not return? A: The system records an open break. According to the Activities with open breaks setting, it will either send a notification or close automatically at the end of the shift. Q: What happens if the employee forgets to tap End Break? A: If the Close option is enabled in the unscheduled break settings, the system automatically closes the break after the allotted time. Q: What happens if an employee misses a scheduled break? A: The missed break is marked gray on the schedule, and the manager receives a notification (if notifications are enabled). Q: Where is the break pay priority set? A: Salary Settings → Pay employees for breaks (global) overrides all individual settings. If disabled, each break’s own settings apply. Q: Is a Simple break paid by default? A: No. A Simple break is deducted from paid hours. To make it paid, enable Pay employees for breaks in Salary Settings. Q: Break time is not showing in payroll. A: Enable “Pay for break” in Module Settings or in Salary Settings. Q: Are breaks deducted from working hours in reports? A: It depends on the Pay for break setting. If disabled, break time is deducted from paid time. Q: How do I view break history in reports? A: Reports → Employee Working Hours — the “Breaks” column shows total break time for the period. Q: Can the employee see the current break time? A: Yes. The Attendance list shows a timer with elapsed break time. Q: Can I exchange break slots with a colleague? A: Yes. The Break Swap feature is available when the Allow employees to swap breaks option is enabled in schedule settings. Q: Different break rules for different projects? A: No — break settings are configured at the company level in Module Settings. Q: Can I set different break limits for different projects? A: No. Break settings are configured at the company level in Module Settings. Q: Is the Attendance module required to use breaks? A: For scheduled breaks (Scheduled/Simple) — no. For unscheduled breaks — yes. Q: How much does the Breaks module cost? A: $0/month + $0.50 per active employee per month. Trial period — 1 month. Example: 30 employees = $15/month. Q: Is Break request time counted in working hours? A: It depends on the settings. An unpaid Break request is deducted from working time. A paid one is not. Q: Can a manager decline a Break request? A: Yes. A Break request goes through an approval/decline process — the manager makes the decision manually. Q: Where does the employee see a Break request after creating it? A: In the Requests section of the page or in the mobile app — Requests section. Q: Can I set up automatic break closure when time expires? A: Yes. The Activities with open breaks → Close setting. When enabled, the system automatically closes uncompleted breaks. Q: How does an employee start a scheduled break? A: In the mobile app or web interface during an active shift — tap the Start Break button. The start time is recorded by the system. --- # Breaks Source: https://help.shifton.com/shifton/breaks/ The Breaks module gives you full control over breaks: scheduled and unscheduled breaks, duration limits, and pay settings. Essential for labor law. The Breaks module gives you full control over breaks: scheduled and unscheduled breaks, duration limits, and pay settings. Essential for labor law compliance and accurate time tracking. Unscheduled breaks require an active Attendance module. ### How to Enable/Disable Modules → Breaks → toggle the switch. ### Pricing $0/month + $0.50/employee/month. Trial period — 1 month. ### Effect on Other Modules - Salary Settings: “Pay employees for breaks” — if enabled, break time is paid. - Reports: Working Hours reflects break time. - Employee Requests: “Create Break” and “Break Swap” requests become available. - Schedule Settings: when the module is active, “Allow employees to create breaks” and “Allow employees to swap breaks” options appear. For details on break types, settings, and salary impact, see Break Types. ### Related Articles - Module System Overview - Attendance - Break Types - Breaks During Shifts - Salary Settings - Payroll ### FAQ Q: Different rules for different projects? A: No — settings apply at the company level. Q: What is the difference between scheduled and unscheduled breaks? A: Scheduled breaks are built into the shift template and visible in advance. Unscheduled breaks are taken spontaneously by employees. For details, see Break Types. Q: Is the Attendance module required to use breaks? A: For scheduled breaks — no. For unscheduled breaks — yes, an active Attendance module is required. Q: How much does the module cost for 30 employees? A: $0 + $0.50 x 30 = $15 per month. --- # Breaks During Shifts Source: https://help.shifton.com/shifton/breaks-during-shifts/ A practical guide on how to start and end a break during an active shift. For break types, settings, and salary impact, see Break Types. A practical guide on how to start and end a break during an active shift. For break types, settings, and salary impact, see Break Types. ### Taking a Break (Employee) Step Action Expected Result 1 During an active shift, open Attendance in the top bar Your active shift is displayed with a Start break button 2 Click Start break The break timer begins 3 Open the Attendance list when your break is over You see an End break button and elapsed time 4 Click End break The break is recorded, shift timer resumes ### Activating the Breaks Module Step Action Expected Result 1 Go to Settings > Modules The Modules page opens 2 Find Breaks and click Enable Breaks functionality becomes available ### Related Articles - Break Types - Breaks Module - Starting and Ending a Shift - Employee Working Hours Report - Adding Shifts ### FAQ Q: The “Start break” button is not visible — why? The Breaks module is not enabled, or the employee does not have an active shift. For unscheduled breaks, the Attendance module is also required. For details, see Break Types. Q: An employee cannot start a break — why? The concurrent employee limit has been reached, or the maximum break time for the shift has been exhausted. Q: Is break time deducted from working hours? It depends on the break pay setting. For details, see Break Types — Impact on Salary. Q: Can the employee see the current break time? Yes. The Attendance list shows a timer with elapsed break time. Q: What happens if an employee does not end a break before the shift ends? It depends on the Activities with open breaks setting: either the manager receives a notification, or the break is closed automatically. --- # Creating a Schedule by Employee Availability Source: https://help.shifton.com/shifton/by-availability-schedule/ Generate shifts automatically based on when your employees have indicated they are available to work. This schedule type ensures that only available. Generate shifts automatically based on when your employees have indicated they are available to work. This schedule type ensures that only available employees are assigned to shifts. ### What Is This? The By Availability schedule type uses automatic distribution to build shifts by checking each employee’s availability settings. Instead of assigning fixed hours to everyone, this type respects the days and times each team member has marked as available in their profile. This is especially useful for part-time teams, retail businesses, or any organization where employees have varying schedules and preferences. Q: Employees must have their availability configured in advance. If an employee has no availability set, they will not receive any shifts from this schedule type. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create schedules 3 A project with assigned employees The schedule must be linked to a project that has employees 4 Employee availability configured Each employee must have their availability set in their profile before schedule creation ### Step-by-Step Instructions #### Before You Begin: Verify Employee Availability - Navigate to each employee’s profile. - Confirm that the Availability section is filled in with their preferred working days and times. - If availability is not set, ask employees to update their profiles or set it for them (if you have edit access). #### Step 1: Basic Information - Navigate to Schedules in the sidebar and click + Add schedule. - Complete the basic information fields: Field Required Description Enter schedule name Yes A descriptive title (e.g., “Retail Team — April Availability”) Color No Choose a color to identify this schedule Select a project Yes Select the project this schedule belongs to Select dates Yes Set the start and end dates — maximum 3 months Basic employee pay rate No Base pay rate per hour for shifts in this schedule Select week control type Yes How overtime is handled: Allow with confirmation (default) / Allow / Disallow Below these fields is a section with employee action permissions (checkboxes). See the Schedule Settings and Permissions article. - Click Next to proceed. #### Step 2: Select Schedule Type - On the schedule type selection screen, choose By availability (automatic distribution). “Generates schedules by checking employee availability settings. Shifts are assigned to employees with preferred working hours, which allows generating schedules with more accuracy and avoiding downtime.” Note: Employees must have availability configured. - Click Next. The schedule is created. #### After Creation: Add Employees - Click the schedule name to open it. - Go to the Add employees tab. - Select employees and click Add. The system will respect each employee’s availability when generating shifts. #### After Creation: Add Shifts and Publish - Add shifts via Company Schedule using bulk add or manual entry. - Click Publish & notify employees so employees can see their shifts. ### Access Permissions Role View Schedule Create Schedule Edit Shifts Set Employee Availability Owner Yes Yes Yes Yes (all employees) Admin Yes Yes Yes Yes (all employees) Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned employees) Employee Yes (own shifts only) No No Yes (own availability only) ### FAQ Q: What happens if an employee has not set their availability? A: The system will not apply availability restrictions for that employee — they can be assigned to any shift. Make sure all employees update their availability before you create the schedule. Q: Can employees update their availability after the schedule is created? A: Yes, employees can update their availability at any time. However, changes to availability do not automatically update an existing schedule. You would need to manually adjust shifts or recreate the schedule. Q: How does the system handle overlapping availability between employees? A: When multiple employees are available for the same time slot, Shifton distributes shifts to balance the workload across all available team members. Q: What if no employees are available for a specific day? A: That day will have no shifts assigned. You will need to either manually add a shift or ask employees to update their availability to cover that day. Q: Shifts are not visible to employees — why? A: Shifts must be published. Click Publish & notify employees on the schedule page. Until published, only managers can see the shifts. ### Possible Issues and Solutions Issue Possible Cause Solution No shifts generated for any employees No employees have availability configured Verify that employees have set their availability in their profiles Some employees received no shifts Those employees have not set their availability or have very limited hours Ask them to update their availability settings Too many shifts assigned to one employee Other employees have limited availability, causing uneven distribution Review and balance availability across the team, or set maximum shift limits Schedule does not reflect recent availability changes The schedule was created before the availability was updated Regenerate the schedule or manually add the missing shifts Shifts overlap with employee time-off requests Availability and time-off are managed separately Review time-off requests and adjust shifts accordingly after schedule creation --- # Inviting Employees Source: https://help.shifton.com/shifton/inviting-employees/ Learn how account invitation statuses work and how to send or resend invitations to your employees. What Is This? After adding employees to Shifton, you. Learn how account invitation statuses work and how to send or resend invitations to your employees. ### What Is This? After adding employees to Shifton, you need to invite them so they can log in and access their schedules, request time off, and manage their availability. Shifton uses an invitation system with three statuses that let you track which employees have been invited and whether they have accepted. You can send invitations at the time of adding an employee or at any point afterward from the employee list. ### Prerequisites Before inviting employees, make sure: - The employee has been added to Shifton (see Adding Employees) - The employee has a valid email address on file - You have Administrator access ### Step-by-Step Instructions #### Step 1: Understand Invitation Statuses Each employee in your list has one of three invitation statuses, shown as a colored label: Status Color Meaning Not invited Red The employee exists in the system but has never been sent an invitation Invite pending Blue An invitation has been sent but the employee has not yet accepted it Invite accepted Green The employee has accepted the invitation and can log in #### Step 2: Send an Invitation During Employee Creation When adding a new employee, check the Send invite checkbox at the bottom of the Add Employee form before saving. The invitation will be sent to the email address you provided as soon as the employee is created. #### Step 3: Invite an Existing Employee If an employee was added without an invitation (status shows “Not invited” in red), you can send one at any time: - Find the employee in the employee list - Click the Invite now link next to their status - The status will change to Invite pending (blue) #### Step 4: Resend an Invitation If an employee has not accepted their invitation (status shows “Invite pending” in blue), you can send it again: - Find the employee in the employee list - Click the Resend invite link next to their status - A new invitation email will be sent to the employee #### Step 5: Verify Acceptance Once the employee opens the invitation email and completes the registration process, their status will automatically change to Invite accepted (green). No action is required from you. ### Access Permissions Role Can Send / Resend Invitations? Administrator Yes Manager No Employee No ### FAQ Q: What does the invitation email contain? A: The invitation email includes a link for the employee to create their Shifton password and log in for the first time. Once they complete this process, their status changes to “Invite accepted.” Q: Can I invite multiple employees at the same time? A: Currently, invitations are sent individually from the employee list. For bulk additions, consider checking the “Send invite” box when adding each employee. Q: What if the employee says they did not receive the invitation? A: Ask them to check their spam or junk folder first. If the email is not there, verify that the correct email address is on file and use the Resend invite link to send it again. Q: Can an employee use the system without accepting an invitation? A: No. Employees must accept the invitation and set up their password before they can log in to Shifton. Q: Does the invitation expire? A: If an invitation is not accepted after an extended period, you can resend it to generate a fresh invitation link. ### Possible Issues and Solutions Issue Cause Solution “Not invited” status but no Invite now link The employee does not have an email address on file Open the employee’s profile, add their email address, then return to the list to send the invitation Employee did not receive the invitation email Email went to spam, or the address is incorrect Ask the employee to check spam/junk folders. Verify the email in their profile and resend the invitation Status remains “Invite pending” for a long time The employee has not completed the registration process Contact the employee directly and ask them to check their email and follow the registration link. Resend if needed Cannot resend invitation You do not have Administrator access Ask an Administrator to resend the invitation on your behalf Employee accidentally deleted the invitation email The original email is no longer available Use the Resend invite link to send a new invitation email --- # Managing Projects Source: https://help.shifton.com/shifton/managing-projects/ Organize your workforce by grouping employees and schedules into projects. Projects are the top-level containers that help you separate teams. Organize your workforce by grouping employees and schedules into projects. Projects are the top-level containers that help you separate teams, departments, or business units within Shifton. ### What Is This? The Projects page lets you create, view, and manage all of your company’s projects. Each project can have its own managers, employees, schedules, and color coding. Think of a project as a workspace — it keeps everything related to a specific team or function in one place. Every Shifton company account comes with one free project. If you need additional projects, the Departments module is required at a cost of $1/month per additional project. ### Prerequisites Before you begin, make sure the following are in place: # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin or Manager role Only users with sufficient permissions can create and manage projects 3 Departments module (optional) Required only if you need more than one project ($1/month per additional project) ### Step-by-Step Instructions #### Viewing Your Projects - Navigate to the Projects page from the left sidebar in your browser. - You will see a table listing all existing projects. The projects table displays the following columns: Column Description Name The project title you assigned during creation Managers Users assigned as managers of the project Employees count Total number of employees assigned to the project Project color The color label used to visually distinguish the project across schedules and reports Actions Available operations: Edit, Marks, Delete #### Searching for a Project - Use the Search bar at the top of the projects table. - Type part or all of the project name. - The list will filter automatically as you type. #### Creating a New Project - Click the + Create a project button at the top of the page. - Fill in the required fields: - Project name — a descriptive title for the project. - Color — select a color to help visually identify this project on schedules and reports. - Assign managers who will oversee this project. - Click Save to create the project. #### Editing a Project - Find the project you want to modify in the table. - Click the Edit icon in the Actions column. - Update the project name, color, or manager assignments. - Click Save to apply your changes. #### Managing Project Marks Each project can have its own set of marks (colored labels) for categorization. Marks can be attached to shifts and to employees in the schedule (Scheduled Team Members tab). Q: – Identify the work location (branch, department) – Add extra information to a shift (work type, special instructions) – Filter shifts on the schedule calendar by mark type How to manage project marks: - Click the Marks icon (tag icon) in the Actions column next to the project. - Click + Add mark. - Enter the mark name and select a color. - Click Save. Created marks become available when adding or editing shifts in this project. For full details, see Tags and Marks. #### Deleting a Project - Click the Delete icon in the Actions column. - Confirm the deletion in the pop-up dialog. - Warning: Deleting a project will remove all associated schedules and shift data. This action cannot be undone. ### Access Permissions Role View Projects Create Project Edit Project Delete Project Bookmark Owner Yes Yes Yes Yes Yes Admin Yes Yes Yes Yes Yes Manager Yes (assigned only) No Limited No Yes Employee Yes (assigned only) No No No No ### FAQ Q: How many projects can I create for free? A: Every Shifton account includes one free project. To add more, you need to activate the Departments module at $1/month per additional project. Q: Can an employee belong to more than one project? A: Yes, employees can be assigned to multiple projects simultaneously. Their schedules will be managed within each project independently. Q: What happens to schedules if I delete a project? A: All schedules, shifts, and related data within that project will be permanently deleted. Make sure to export any necessary data before deleting a project. Q: Can I transfer employees from one project to another? A: Yes. Edit the employee’s profile or the project settings to reassign them. You can also assign employees to a new project without removing them from the current one. Q: Who can see the Projects page? A: All users can see projects they are assigned to. Owners and Admins can see and manage all projects in the company account. ### Possible Issues and Solutions Issue Possible Cause Solution “Create a project” button is not visible You have reached the free project limit Activate the Departments module in your account settings Cannot delete a project Active schedules or employees are still assigned Remove or reassign all employees and delete associated schedules first Project color does not appear on the schedule Browser cache issue Refresh the page or clear your browser cache Cannot assign a manager to the project The user does not have a Manager or Admin role Promote the user to Manager or Admin before assigning them Search returns no results Typo in the search query or the project was deleted Double-check the spelling or verify the project still exists --- # Night Shifts and Holiday Rates Source: https://help.shifton.com/shifton/night-shifts-and-holiday-rates/ Shifton automatically calculates premium pay for night Shifts and work on holidays — you only need to configure the rules once in Salary Settings. Shifton automatically calculates premium pay for night Shifts and work on holidays — you only need to configure the rules once in Salary Settings. ### What Is a Night Shift in Shifton The night period is defined by the Admin: for example, from 20:00 to 08:00. Settings are located in Company Settings → Salary Settings → Night Working Hours. ### Setting Up the Night Coefficient - Go to Company Settings → Salary Settings. - Scroll to the Night Working Hours section. - Set the start and end of the night period in the From and To fields. - Choose the Night shift definition type: - By full entry — a Shift is considered night only if it entirely falls within the night period. - At the beginning of the shift — a Shift is considered night if its start falls within the night period. - By overlapping — a Shift is considered night if the overlap with the night period is at least the specified number of hours. - Choose the Night time accounting type: - All shift time — all hours of the Shift are counted as night hours. - Time crossing — only the hours that actually overlap with the night period are counted as night hours. - Choose the Recalculation type: - Time recalculation — night hours are multiplied by the coefficient, increasing the calculated working time. Affects quotas and overtime. - Rate recalculation — the pay rate for night hours is multiplied by the coefficient. Does not affect working hours. - Enter the Coefficient (e.g., 2.0 = double rate). - If needed, set the Maximum number of night shifts per week (0 = no limit). - Click Save. #### Calculation Example Settings: night period 20:00–08:00, accounting type — Time crossing, recalculation type — Rate recalculation, coefficient — 1.5, base rate — $30/hour. Shift 18:00–06:00 (12 hours): – 18:00–20:00 = 2 hours × $30 = $60 (regular rate) – 20:00–06:00 = 10 hours × $30 × 1.5 = $450 (night rate) – Total: $510 ### Holidays #### How to Add a Holiday - Open the Schedule page. - Find the Holidays row at the top of the grid. - Click on the desired date and add a holiday. #### How the Holiday Coefficient Works The rate is set in Company Settings → Salary Settings → Pay Rate for Holidays and Days Off: – Work on a day off — coefficient for working on a day off – Work on holiday — coefficient for working on a holiday The value is specified as a percentage of the base rate. For example, 600% = 6× the base rate. #### Example Base rate $30/hour, holiday coefficient — 600%. Shift on a holiday 08:00–20:00 (12 hours): 12 × $30 × 6 = $2,160 #### Impact of Holidays on Vacation Holidays that fall within an Employee’s vacation period are not counted as vacation days. ### Shifts Crossing Midnight Shifton correctly handles Shifts that start on one day and end on another (e.g., 22:00–06:00). Important with Time recalculation coefficient: if the coefficient is 2.0, a 12-hour night Shift is counted by the system as 24 working hours. Take this into account when building the Schedule. ### Related Articles - Adding Shifts - Holidays Row - Salary Settings - Pay Rates - Pay Rate Report - Pay Rate Hierarchy ### FAQ Q: Can I set different night coefficients for different Employees? A: No. The night coefficient is set at the company level. Q: Which is better: Time recalculation or Rate recalculation? A: Rate recalculation increases only the pay — convenient for accurate working hour tracking. Time recalculation increases the calculated working time — affects overtime and quotas. Q: A Shift from 18:00–06:00 is not considered night even though most of it is at night. Why? A: Check the Night shift definition type. In By full entry mode, the Shift must entirely fall within the night period. Switch to By overlapping and specify the required minimum overlap. Q: Do the holiday coefficient and night Shift coefficient stack? A: The behavior depends on the system configuration. It is recommended to test the specific scenario on a test Schedule. Q: Can I set different night coefficients for weekends and weekdays? A: No. The night coefficient is the same for the entire company regardless of the day of the week. Q: What does a coefficient of 1.5 mean — is it a surcharge or a total multiplier? A: It is a total multiplier. With a rate of $30/hour and a coefficient of 1.5, night hours are paid at $45/hour (not $30+$15). Q: Are night Shifts displayed differently in the Schedule? A: No. The visual display of the Shift is the same. The pay calculation is adjusted in the Payroll Report. Q: How do I verify that the night premium is applied in the Report? A: Reports → Pay Rate Reports → check the night hours column for the desired Employee. If the value is zero, check the Settings in Salary Settings. Q: A Shift from 22:00 to 02:00 — how should I set the Night shift definition type? A: Use By overlapping with a minimum overlap of 1 hour — then Shifts overlapping with the night period by 1+ hour will be considered night Shifts. Q: Can I limit the number of night Shifts per week? A: Yes. In the Night Working Hours settings, there is a Maximum number of night shifts per week field — enter the desired value (0 = no limit). Q: How is the holiday coefficient calculated: from the base rate or the final rate? A: From the base rate. For example, a 200% coefficient means base rate × 2, not an additional surcharge on top of the current rate. Q: A holiday falls on a night Shift — which rate is applied? A: The behavior depends on the configuration. It is recommended to test on a test Shift: create a Shift on a holiday date during night hours and check the calculation in Payroll. Q: How do I set up a coefficient for Sunday work? A: Salary Settings → Work on a day off — set the percentage of the base rate for work on any day off (including Sunday). Q: Where can I see the night hours calculation in the Report? A: Reports → Pay Rate Reports → the table will contain columns with a breakdown into regular and night hours for each Employee. Q: Can I disable the night coefficient for a specific Schedule? A: No. The night coefficient is set at the company level and applies to all Schedules. Q: How do I determine which Shifts received the night coefficient? A: Shifts overlapping with the night period (defined in Salary Settings) automatically receive the night coefficient. Check the calculation in Pay Rate Reports. Q: Does a 600% holiday coefficient mean six times the rate? A: Yes. The base rate is multiplied by 6. For example, with a rate of $30/hour, the pay for a holiday hour is $180. --- # Password Recovery Source: https://help.shifton.com/shifton/password-recovery/ Reset your Shifton password if you have forgotten it or can no longer log in. What Is This? If you have forgotten your Shifton password, you can request a. Reset your Shifton password if you have forgotten it or can no longer log in. ### What Is This? If you have forgotten your Shifton password, you can request a password reset link to be sent to your registered email address. This is different from changing your password while logged in — password recovery is used when you cannot access your account at all. The recovery link is sent to the email address associated with your account. ### Prerequisites Requirement Details Registered email The email address you used when signing up for Shifton Access to that inbox You must be able to receive emails at that address ### Step-by-Step Instructions #### Step 1: Go to the Password Recovery Page Open the following URL in your browser: app.shifton.com/password/recovery Alternatively, on the Shifton login page, click the “Forgot password?” link below the password field. #### Step 2: Enter Your Email Address - Enter the email address associated with your Shifton account. - Click Send (or Reset password). #### Step 3: Check Your Email - Open your email inbox. - Look for a message from Shifton with a password reset link. - If the email is not in your inbox, check your spam or junk folder. #### Step 4: Set a New Password - Click the link in the email. - You will be redirected to a page where you can enter a new password. - Enter your new password and confirm it. - Click Save or Confirm. #### Step 5: Log In with Your New Password - Go to app.shifton.com. - Log in using your email and the new password you just set. ### If the Reset Email Does Not Arrive If you have not received the password reset email within a few minutes: - Check your spam or junk folder. - Make sure you entered the correct email address. - Try requesting the reset email again. - If the email still does not arrive, contact Shifton support directly at daria@shifton.com. The support team can provide a temporary password — after receiving it, change it immediately to something secure and do not share it with anyone. ### Access Permissions Role Can Use Password Recovery Owner Yes Administrator Yes Manager Yes Employee Yes Password recovery is available to all account types. ### FAQ Q: I entered my email but did not receive the reset link — what should I do? A: First check your spam folder. If it’s not there, make sure you used the correct email address (the one you registered with). If the problem persists, contact Shifton support. Q: The reset link in the email does not work — what now? A: Reset links expire after a period of time. Request a new one by going to the password recovery page again. Q: I do not remember which email I used to register — what can I do? A: Contact Shifton support with any identifying information (company name, phone number associated with the account). The support team can help identify your account. Q: I can log in but want to change my password for security reasons — where do I go? A: Use the Change Password option. Click your name in the top-right corner → “Change password”. You will need your current password to do this. Q: After changing my password, I am still logged out from other devices — is that normal? A: Yes. Depending on session settings, you may need to log in again on other devices after a password change. ### Related Articles - Changing Your Password - My Profile - Company Registration --- # Pay Rate Hierarchy Source: https://help.shifton.com/shifton/pay-rate-hierarchy/ Shifton determines the rate for each Shift using a cascading system — from the most specific level to the most general. 1. Individual Shift rate ← highest. Shifton determines the rate for each Shift using a cascading system — from the most specific level to the most general. 1. Individual Shift rate ← highest priority ↓ if not set 2. Position rate ← if Pay rate priority = By positions OR Location rate ← if Pay rate priority = By location ↓ if not set 3. Schedule rate ↓ if not set 4. Company rate (Salary Settings) ← fallback ### Priority Table Level Where to Set Applies To Priority Shift Edit form → Basic pay rate Single Shift Highest Position Positions → Edit → Basic rate/hour All Shifts with this position High (By positions) Location Location settings All Shifts at this location High (By location) Schedule Creation wizard → Step 1 All Shifts in the Schedule Medium Company Company Settings → Salary Settings All Shifts (fallback) Lowest ### Level 1: Company Rate The base rate in Company Settings → Salary Settings. Applied only if no more specific level is set. - Company Settings → Salary Settings. - Select Rate mode: Rate per hour or Rate per shift. - Enter the Basic rate/hour (or Basic rate/shift). - Select Pay rate priority (By positions or By location). - Click Save. ### Level 2: Schedule Rate Set when creating or editing a Schedule. If filled in, all Shifts in the Schedule use this rate. - Schedule creation wizard → Step 1 → field “Basic employee pay rate in this schedule”. - Enter a value or leave it empty. You can also set individual rates via Scheduled team members: 1. Schedules → edit icon → Scheduled team members tab. 2. Change the rate in the Pay rate USD per hour column → Save. ### Level 3: Position or Location Rate #### By Position (By positions) Each position is assigned its own rate. Applied to Shifts of all Employees with that position. - Positions → Edit → Basic rate/hour field → Save. - Company Settings → Salary Settings → Pay rate priority = By positions. Q: Position Rate/hour Manager $60 Supervisor $50 Operator $40 #### By Location (By location) The rate comes from the Shift location. The same Employee receives different pay at different locations. - Company Settings → Salary Settings → Pay rate priority = By location. - Rates are set in the location settings. Example: Location Rate/hour New York office $45 Miami office $38 Remote $35 ### Level 4: Individual Shift Rate Highest priority. Overrides all other levels for a specific Shift. - Click on a Shift in the Schedule. - Basic pay rate field → enter the rate → Save. Use this for one-time exceptions (e.g., a substitution at a non-standard rate). ### Practical Example Conditions: company rate $30/hour, no Schedule rate, Pay rate priority = By positions, Supervisor position = $50/hour, no Shift rate. Result: the position rate is applied — $50/hour. Changing a variable: same situation, but the Shift rate is set to $45/hour. Result: the Shift rate is applied — $45/hour. ### When Rates Are Updated Changing a rate does not update existing Shifts. To recalculate: - Schedule → Actions → Bulk Shift Actions. - Set the period. - Edit → Recalculate salary → confirm. ### Related Articles - Salary Settings - Pay Rates - Payroll - Creating Your First Project and Schedule - Managing Positions - Managing Locations ### FAQ Q: Which takes priority — the position rate or the Schedule rate? A: The position rate (if Pay rate priority = By positions). The Schedule rate is applied only if no rate is set for the position. Q: Can I use By positions and By location at the same time? A: No. One priority is selected for the entire company. Q: An Employee works at different locations with different rates. A: Set Pay rate priority = By location — each Shift will receive the rate of its location. Q: How do I check which rate is applied to a Shift? A: Open the Shift edit form → Basic pay rate field. Or check the Payroll Report. Q: Do I need to recreate Shifts after changing a position rate? A: No. Run Bulk Shift Actions → Edit → Recalculate salary. Q: What happens if a position has no rate and “Pay rate priority = By positions”? A: The system falls to the next level in the hierarchy — the Schedule rate or the company rate is applied. Q: Can I set a Shift rate via Bulk Shift Actions? A: No. The rate for an individual Shift is set only when editing that specific Shift. Q: Does the Schedule rate take priority over the position rate? A: No. With Pay rate priority = By positions, the position rate takes priority over the Schedule rate. Q: How do I temporarily apply a non-standard rate to a single Shift? A: Open the Shift → Basic pay rate field → enter the desired rate → save. This is the highest priority in the hierarchy. Q: If an Employee has two positions, which rate is applied? A: The rate of the position specified in the particular Shift is applied. Q: Where can I see all Schedule rates at once? A: Schedules → pencil icon on the Schedule → Scheduled team members tab — shows the rates of all Employees in the Schedule. Q: Does the Schedule rate affect Employees with individual rates? A: No. An individual rate in Scheduled team members overrides the general Schedule rate for that Employee. Q: Can I use By positions and By location for different projects? A: No. Pay rate priority is a company-level setting, the same for all projects and Schedules. Q: How do I make sure the rate was applied correctly? A: Open the Payroll Report — it shows the calculated salary for each Shift with a detailed breakdown. Q: How do I set a rate for an open Shift (without an assigned Employee)? A: Click on the open Shift → Basic pay rate field → enter the rate → save. When an Employee picks up the Shift, the rate will be preserved. --- # Creating a Preset (Pattern) Schedule Source: https://help.shifton.com/shifton/preset-pattern-schedule/ Build a repeating rotation schedule based on a defined pattern, such as 2 work days followed by 2 days off. The Preset type is perfect for teams that. Build a repeating rotation schedule based on a defined pattern, such as 2 work days followed by 2 days off. The Preset type is perfect for teams that follow a cyclical work pattern. ### What Is This? The Preset schedule type uses automatic distribution to create shifts based on a repeating pattern. You define a cycle — for example, 2 work days then 2 days off, or 4 on / 2 off — and Shifton applies that pattern across the entire schedule date range for every assigned employee. This schedule type is commonly used in security, healthcare, logistics, and manufacturing where rotating shifts ensure continuous coverage. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create schedules 3 A project with assigned employees The schedule must be linked to a project that has employees ### Step-by-Step Instructions #### Step 1: Basic Information - Navigate to Schedules in the sidebar and click + Add schedule. - Complete the basic information fields: Field Required Description Enter schedule name Yes A descriptive title (e.g., “Security — 2 on / 2 off”) Color No Choose a color to identify this schedule Select a project Yes Select the project this schedule belongs to Select dates Yes Set the start and end dates — maximum 3 months Basic employee pay rate No Base pay rate per hour for shifts in this schedule Select week control type Yes How overtime is handled: Allow with confirmation (default) / Allow / Disallow Below these fields is a section with employee action permissions (checkboxes). See the Schedule Settings and Permissions article. - Click Next to proceed. #### Step 2: Select Schedule Type - On the schedule type selection screen, choose Preset (automatic distribution). “Creates schedules based on a selected pattern of shift arrangement. For example, 2 work days and 2 days off.” - Click Next. The schedule is created. #### After Creation: Add Employees and Configure Pattern - Click the schedule name to open it. - Go to the Add employees tab, select employees, and click Add. - Go to the Shift Templates tab to configure the pattern and shift details. #### After Creation: Add Shifts and Publish - Add shifts via Company Schedule using bulk add or the pattern configuration. - Click Publish & notify employees so employees can see their shifts. ### Available Preset Patterns Shifton includes 11 built-in preset patterns. You select one when configuring the schedule: # Pattern Description 1 1/1 1 work day / 1 day off 2 1/2 1 work day / 2 days off 3 1/3 1 work day / 3 days off 4 2/2 2 work days / 2 days off (most common default) 5 2/2/alternation Alternating 2/2 pattern 6 2/2/3 Complex rotation: 2 on / 2 off / 3 on 7 3/3 3 work days / 3 days off 8 4/2 4 work days / 2 days off 9 5/2 5 work days / 2 days off (standard work week) 10 5/2/6/1 Complex rotation 11 day/night/48 Day shift / night shift / 48 hours rest ### Access Permissions Role View Schedule Create Preset Schedule Edit Shifts Delete Schedule Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Employee Yes (own shifts only) No No No ### FAQ Q: How many preset patterns are available? A: Shifton includes 11 built-in preset patterns, from simple 1/1 cycles to complex day/night/48-hour rest patterns. See the Available Preset Patterns section above. Q: Can I change the pattern after the schedule is created? A: No. The pattern is fixed at creation time. To use a different pattern, delete the schedule and create a new one. You can also manually adjust individual shifts. Q: How does the system handle employees who join mid-cycle? A: Employees added after the schedule is created will not automatically receive shifts. You will need to manually add shifts for them or recreate the schedule. Q: Can different employees have different patterns in the same schedule? A: No. All employees in a Preset schedule follow the same rotation pattern. If you need different patterns, create separate schedules. Q: Shifts are not visible to employees — why? A: Shifts must be published. Click Publish & notify employees on the schedule page. Until published, only managers can see the shifts. ### Possible Issues and Solutions Issue Possible Cause Solution All employees have the same days off Stagger start was not enabled Delete and recreate the schedule with the stagger start option turned on Pattern does not align with the calendar as expected The start date causes the pattern to begin mid-cycle Adjust the schedule start date to align with your desired pattern start Some employees have no shifts They were added to the project after the schedule was created Manually add shifts for those employees or recreate the schedule Shifts extend past the schedule end date The pattern cycle does not divide evenly into the date range This is normal — the pattern is cut off at the schedule end date Night shifts show on the wrong day Shifts crossing midnight display on the start date This is expected behavior — the shift is shown on the day it begins --- # Shift Requests on Mobile Source: https://help.shifton.com/shifton/shift-requests/ The Shifton mobile app lets you submit all types of shift requests — swap, transfer, open shifts, and more — without needing the web version. The Shifton mobile app lets you submit all types of shift requests — swap, transfer, open shifts, and more — without needing the web version. ### Step-by-Step Instructions #### Accessing Requests - Open the Shifton app. - Tap the Requests icon in the bottom navigation bar. - Tap + or New Request. - Select the request type. #### Available Request Types Type What It Does Shift Swap Exchange your shift with a colleague Send to Open List Move your shift to the open list Take from Open List Claim a shift from the open list Drop Shift Give up your shift Create Shift Request a new shift Create Break Request a break during your shift Available types depend on which features are enabled in your company’s schedule settings. #### Submitting a Request - Select the request type. - Fill in the required fields (shift, colleague, comment — depending on the type). - Tap Submit or Send. - The request appears in the list with status Pending. #### Checking Request Status Status Meaning Pending Waiting for review or colleague response Approved Approved, schedule updated Rejected Declined Canceled You canceled the request #### Responding to Incoming Requests - When a colleague sends a swap request, you receive a notification. - Tap the notification or go to the Requests section. - Tap Accept or Decline. ### Details on Each Request Type - Shift Swap - Post to Open Shifts - Take Open Shift - Shift Creation - Break Creation - Shift Transfer - Break Swap - Shift Split ### Related Articles - Time-Off Requests on Mobile - Schedule on Mobile ### FAQ Q: Can I have multiple pending requests at the same time? A: Yes. However, conflicting requests (e.g., two swaps for the same shift) may result in one being rejected. Q: Can I cancel a request after submitting it? A: If the request is in Pending status, you can usually cancel it in the Requests section. After approval, contact your manager. Q: Why do I only see some request types? A: Available types depend on which features are enabled in your company’s schedule settings. Q: Do I get a notification when a request is approved or rejected? A: Yes. You receive a push notification and an in-app notification when the status changes. Q: Can I save a draft request and submit it later? A: No. The request is sent immediately after tapping Submit — drafts are not supported. Q: Can I submit a request for a past shift? A: No. Creation, swap, and transfer requests apply only to future shifts. Q: Can I filter requests by type in the mobile app? A: Yes. Requests are divided into tabs by type — Time Off, Shift Requests, and others. --- # Shift Time Change Request Source: https://help.shifton.com/shifton/shift-time-change/ Employees can request to change the start or end time of an assigned shift, giving them flexibility to adjust their work hours when needed. What Is This? Employees can request to change the start or end time of an assigned shift, giving them flexibility to adjust their work hours when needed. ### What Is This? A shift time change request allows an employee to propose a modification to the scheduled start and/or end time of their existing shift. Instead of asking a manager to manually edit the shift, the employee submits a request with the desired new times. Depending on the schedule settings, the change may require manager approval. This feature is useful when employees need to adjust their hours due to personal obligations, transportation issues, or other circumstances while keeping the schedule transparent and controlled. ### Prerequisites Requirement Details Module Schedules module must be active Setting “Show warning when changing shift times” and “Permissible change in duration / change of shift time (minutes)” configured in Modules > Settings > Breaks Schedule Employee must be assigned to the schedule Shift Employee must have an existing assigned shift ### Step-by-Step Instructions #### Configuring Shift Time Change Settings (Manager/Admin) - Click your company name → Modules → Settings tab. - Scroll to the Breaks section. - Locate the “Show warning when changing shift times” setting. - Set the “Permissible change in duration / change of shift time (minutes)” value — this defines the maximum number of minutes an employee can shift their start or end time (default: 90 minutes). - Click Save. #### Requesting a Shift Time Change (Employee) - Open your schedule and find the shift you want to modify. - Click on the shift to open the shift details. - Select the option to change the shift time. - Enter the new desired start time and/or end time. - The change must be within the permissible range set by your administrator (e.g., ±90 minutes). - Submit the request. #### Approving a Shift Time Change (Manager) - Navigate to the Dashboard and check the Employee Requests section. - Review the request details: original shift time and proposed new time. - Click Approve to accept the change or Reject to deny it. - The employee is notified of the decision, and the schedule is updated if approved. ### Access Permissions Role Configure Settings Request Time Change Approve/Reject Owner Yes Yes Yes Administrator Yes Yes Yes Manager No Yes Yes (assigned schedules) Employee No Yes No ### FAQ Q: How much can an employee change their shift time? A: The maximum permissible change is determined by the “Permissible change in duration / change of shift time (minutes)” setting in Modules > Settings > Breaks. The default value is 90 minutes. Q: Can an employee change both the start and end time? A: Yes. An employee can change the start time, end time, or both, as long as the change remains within the permissible range. Q: Does changing shift time affect salary calculation? A: Yes. If the shift duration changes, the salary is recalculated based on the new hours. If only the start/end time changes but the overall duration remains the same, the salary does not change. Q: Will a warning appear when changing shift time? A: Yes, if the “Show warning when changing shift times” option is enabled, the system displays a warning when the proposed change exceeds the permissible duration limit. Q: Can a manager change shift time without a request? A: Yes. Managers can directly edit shift times from the schedule without going through the request process. Q: Can shift time be changed retroactively (in the past)? A: Changing shift time in the past is possible, but the system may show a warning if the company’s main settings include the “Show warning when trying to change a shift in the past period” option. Q: Is the Breaks module required for shift time changes? A: The permissible change limit is configured in the Breaks module settings section. The Breaks module must be active to access this setting. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot change shift time Change exceeds the permissible limit Reduce the requested change to within the allowed minutes, or ask an administrator to increase the limit No option to change shift time Setting is not configured Ask an administrator to configure the shift time change settings in Modules > Settings > Breaks Warning appears when changing time “Show warning when changing shift times” is enabled This is expected behavior — proceed if the change is valid, or adjust the time to be within limits Shift time did not update after approval Page not refreshed Refresh the schedule page to see the updated shift Salary not recalculated after time change Automatic recalculation may be delayed Use Bulk Shift Actions > Recalculate salary if needed ### Related Articles - Schedule Settings and Permissions - Shift Creation Request - Shift Split Request - Bulk Shift Actions - Breaks Module --- # Tags and Marks Source: https://help.shifton.com/shifton/tags-and-marks/ Marks are custom colored labels created at the project level and attached to shifts and employees (via the Scheduled Team Members tab when editing a. Marks are custom colored labels created at the project level and attached to shifts and employees (via the Scheduled Team Members tab when editing a schedule). They are used for categorization and filtering — marks are not a module. ### How Marks Work Marks are created in project settings (Projects → select a project → Marks → + Add mark → name + color → Save). Each project has its own set of marks. Marks are attached to: – Shifts — when creating or editing a shift (Marks field) – Employees — via the Scheduled Team Members tab in the schedule editor A single shift can have multiple marks. No paid module is required for basic mark usage. Q: 1. Categorization — visually identify the type of work (branch, department, location, special instructions) 2. Filtering — filter shifts on the schedule calendar by mark type For full activity tracking (templates, Activity Report), the Activity module ($0.50/employee/month) is required. ### Configuring Mark Permissions for Employees By default, only managers and administrators can add marks. To allow employees: - Click your company name → Modules → Settings tab. - In Basic Company Settings, find the mark settings: Setting Description Allow employee to add/delete marks on shift Employees can add and remove marks on their shifts Allow an employee to edit marks on their shifts Employees can edit existing marks on their shifts - Enable → Save. After saving, employees need to log out and back in for changes to take effect. ### Adding Marks to a Shift #### As a Manager - Company Schedule → three dots (⋮) next to the employee → Add shift to employee. - In the form — Marks field → select marks. Or when editing a shift: click the shift → Editing tab → Marks field. #### As an Employee If the permission is enabled: open the shift → Marks field → add or remove. ### Assigning Marks to Employees in a Schedule - Go to Schedules → click the pencil icon next to the schedule. - Open the Scheduled Team Members tab. - In the Marks column next to each employee, select marks. - Click Save. Marks assigned at the employee level in the schedule are applied to their shifts in that schedule. ### Using Marks in Filters On the Schedule page → Filters (left panel) → Select shift marks → choose the mark to filter by. On the Activity page → Marks filter → select marks to display only matching activities. ### Marks and Pay Rates Marks are a categorization and filtering tool. They do not affect salary calculations and are not linked to rate multipliers. For rate configuration, use Salary Settings. ### Marks vs Activity Types Feature Description Module required Marks Simple labels on shifts None Activity types Tasks with scheduling, distribution, and tracking Activity ($0.50/employee/month) ### Related Articles - Managing Projects - Module System Overview - Activity Module - Basic Company Settings - Salary Settings ### FAQ Q: Where do I create marks? A: In the project settings: Projects → select a project → Marks section → + Add mark. Each project has its own set of marks. Q: Can employees add marks through the mobile app? A: Yes, if the permission is enabled in Basic Company Settings. Q: Do marks appear in reports? A: Yes. With the Activity module active, the Activity Report includes mark-based breakdowns. Q: Is a paid module needed for basic mark usage? A: No. Attaching marks to shifts is a free feature. For activity templates and Activity Report, the Activity module ($0.50/employee/month) is needed. Q: How do I delete a mark that is no longer used? A: Projects → select the project → Marks section → delete the mark. Deleting marks that have already been used on shifts may affect reports. Q: Can I add a mark to multiple shifts at once? A: Yes. Schedule → Actions → Bulk Shift Actions → Edit → Add a mark — select the mark and employees. Q: Are marks visible in the mobile app? A: Yes. Employees see marks on their shifts in the mobile app. Q: Can multiple marks be attached to one shift? A: Yes. The Marks field in the shift edit form supports multiple selection. Q: Can I link a mark to a pay rate multiplier? A: No. Marks are a categorization and filtering tool and do not affect salary calculations. Rate multipliers are configured in Salary Settings. Q: Are marks visible only to managers, or to employees too? A: Employees see marks on their shifts. They can add and edit marks only if the permission is enabled in Basic Company Settings. Q: How do I filter shifts by mark on the schedule? A: Schedule → Filters (left panel) → Select shift marks → choose the desired mark. Q: Can I remove a mark from multiple shifts at once? A: Yes. Schedule → Actions → Bulk Shift Actions → Edit → Remove a mark — select the mark and employees. Q: Is there a limit to the number of marks per project? A: No. You can create an unlimited number of marks for each project. Q: Are marks from one project visible in another? A: No. Each project has its own set of marks. Marks do not transfer between projects. --- # Time-Off Requests Source: https://help.shifton.com/shifton/time-off-requests/ Submit vacation, sick day, and other time-off requests directly from the mobile app. Once approved, the schedule is updated automatically. Submit vacation, sick day, and other time-off requests directly from the mobile app. Once approved, the schedule is updated automatically. ### Step-by-Step Instructions #### Submitting a Time-Off Request - Open the Shifton app. - Go to Requests or Time Off from the app menu. - Tap “New request” or “+”. - Select the time-off type (Vacation, Sick day, Holiday, or other). - Select the start date and end date. - Optionally add a comment or reason. - Tap Submit. #### Checking Request Status Status Meaning Pending Awaiting manager review Approved Time off granted, schedule updated Rejected Request was denied #### Canceling a Request - Find the pending request in the Requests section. - Tap on it. - Tap Cancel (only available while the status is Pending). For full instructions on creating time-off requests, see Requests Page Overview. ### Related Articles - Requests Page Overview (web) - Time-Off Requests Module - Vacation Management Module - Shift Requests on Mobile ### FAQ Q: Can I submit a sick day request for the same day? A: Yes. Depending on your company’s policy, the request may require approval or be auto-approved. Q: How do I check my remaining vacation balance? A: The balance is displayed in the Time Off or Balance section of the app, and also in your employee profile on the web version. Q: No time-off option available — what should I do? A: Ask your administrator to activate the Vacation or Time-Off module. Q: “Insufficient balance” error — what does it mean? A: Your vacation days have been used up. Check your balance and discuss options with your manager. Q: Do I get a notification when a request is approved or rejected? A: Yes. You receive a push notification and an in-app notification when the status changes. Q: Is the schedule updated automatically after approval? A: Yes. After approval, shifts on those days are automatically removed from the schedule. --- # Vacation Management Source: https://help.shifton.com/shifton/vacation-management/ The Vacation Management module lets you track and manage each employee's vacation days. You can set the number of vacation days when adding an employee. The Vacation Management module lets you track and manage each employee’s vacation days. You can set the number of vacation days when adding an employee and define the annual entitlement — the system automatically accrues and deducts days. ### How to Enable - Go to Modules → find Vacation Management → toggle the switch → Save. - Navigate to Modules > Settings > Vacation Management. - Configure the What to do with excessive use of vacations parameter → Save. ### Module Settings Setting Description What to do about overuse Block requests — prevents submitting a request when the balance is zero. Show warning to manager — the request goes through, but the manager sees a warning. ### Pricing $0/month + $1/employee/month. For details on vacation management, see Vacation Management Guide — accrual setup, employee balances, overuse handling, integration with Time-Off Requests, and FAQ. ### FAQ Q: What happens if an employee submits a request with zero vacation balance? A: It depends on the setting: Block requests — the request won’t be submitted; Show warning to manager — the request goes through, but the manager sees an overuse warning. Q: How do I set vacation days for an employee? A: In the employee profile → Vacations tab — set the initial balance and annual entitlement. Q: Does the system accrue days automatically? A: Yes. If an annual entitlement is set, days are accrued automatically (proportionally each month). Q: Can I use this module without Time-Off Requests? A: Vacation Management recommends Time-Off Requests for full functionality — without it, employees won’t be able to submit vacation requests through the system. Q: Where can I see vacation balances for all employees? A: In the Vacation Balance report — it shows accruals, usage, and remaining balance for each employee. Q: Can I set different vacation days for different employees? A: Yes. Balance and entitlement are configured individually in each employee’s profile. ### Related Articles - Module System Overview - Time-Off Requests - Payroll - Inviting First Employees - Salary Settings --- # Vacation Management Source: https://help.shifton.com/shifton/vacation-management-guide/ The Vacation Management Module automatically accrues vacation days, tracks the balance of each Employee, and ensures that requests do not exceed the. The Vacation Management Module automatically accrues vacation days, tracks the balance of each Employee, and ensures that requests do not exceed the available limit. ### What Is This? - Automatic accrual — the system accrues vacation days every month proportionally to the annual quota. - Balance tracking — shows how many days have been accrued, used, and are available for each Employee. - Overspend control — you can set a permissible overrun or completely block requests when the balance is exhausted. - Integration with Time-Off Requests — when a request is approved, days are automatically deducted from the balance. ### Enabling the Module - Go to Company Settings → Modules. - Find Vacation Management and enable the toggle. - Click Save. Q: $1 per Employee per month. A 1-month trial period is available. For proper operation, it is also recommended to enable the Time Off Requests Module. ### Setting Up Accrual Rules Accrual rules are configured individually in the Employee profile. #### How to Set Up Automatic Accrual - Open the Employee profile. - Go to the Vacations tab. - In the Vacation Settings section, add a period: - From / To — the date range for the quota. - Day limit per year — annual vacation quota. - Click Save. How accrual works: the system divides the annual limit by 12 and accrues that amount every month. Example: a quota of 24 days per year → +2 days are accrued each month. #### Multiple Periods If the quota has changed, you can add multiple entries: Period Limit/year Accrual/month 2023–2024 24 days +2 days 2024–2025 48 days +4 days #### Manual Balance Setup If automatic accrual is not needed: - Remove periods in Vacation Settings (if any were added). - In the Change in Vacation Balance section, enter the desired number of days and click Save. - Refresh the page (F5) — the balance will appear. - To reflect already used days, add a transaction with a negative value. #### Balance Carryover Accumulated balance carries over automatically — the remaining balance does not expire when the year changes or a new period is added. ### Configuring Overspend Behavior In Module Settings → Vacation Management: What to do about vacation overuse: – Block requests — the system will not allow the Employee to submit a request when the balance is exhausted. – Show warning to manager — the request is submitted, but the Manager receives a warning. ### Employee Vacation Balance #### Where to View Open the Employee profile → Vacations tab. This displays: – Current balance (accrued minus used). – Transaction history: + accruals, − used days. – A comment can be added to each entry. #### Permissible Vacation Overrun The number of days by which an Employee can go into the negative. Set in the Employee profile on the Vacations tab. Example: balance = 5 days, overrun = 5 → the Employee can request up to 10 days. #### Manual Balance Adjustment A Manager, Admin, or Owner can add or subtract days via Change in Vacation Balance. Useful for entering days prior to Module activation, correcting errors, or accruing additional days. ### Connection with Time-Off Requests #### How the Balance Is Deducted When a vacation request is approved, days are automatically deducted from the balance. A transaction with a “−” sign appears in the Employee profile. If the request exceeds the available balance (including the permissible overrun), the system either blocks submission or shows a warning — depending on the Module setting. #### Manual Vacation Creation by Manager A Manager can create a vacation manually directly in the Schedule — in this case, balance limits are not checked. #### Which Request Types Affect the Balance Type Deducted from vacation balance Vacation Yes Sick day No (separate category) Holiday No You can create additional custom types and assign them to the Vacation or Sick day group. #### How Vacation Days Are Calculated The system counts only working days: Formula: Vacation days = Calendar days − Employee’s days off − Holidays - Days off are taken from Company Settings → Work days or from the Employee’s personal work days (which take higher priority). - Holidays are set in the Holidays row on the Schedule page. If a holiday falls on a working day within the vacation period, that day is not counted. Example: vacation from January 5 to 10, January 7 is a holiday → the vacation will be 5 days, not 6. ### Recommended Setup Order - Enter the Employee’s hire date in their profile. - In Vacation Settings, specify the annual day quota and period. - If the quota has changed — add entries for each period. - In Change in Vacation Balance, enter already used days with a “−” sign. - Refresh the page — the final balance will be displayed correctly. ### Related Articles - Vacation Management Module - Time-Off Requests — Overview - Employee Profile — Vacations - Vacation Balance Report - Time-Off Requests Module - Time Off Report ### FAQ Q: Can I use Vacation Management without the Time Off Requests Module? A: Technically yes, but vacation requests cannot be created through the standard interface. It is recommended to enable both Modules together. Q: An Employee gets an error when creating a request — why? A: Most likely the balance (including the permissible overrun) is exhausted and Block requests is selected in the Settings. Check the balance on the Vacations tab and adjust manually if needed. Q: A Manager created a vacation in the Schedule, but the balance did not change — is this normal? A: Yes. When created manually, the balance is not updated automatically. Adjust manually via Change in Vacation Balance. Q: How do I account for days used before the Module was enabled? A: Add a transaction with a negative value in Change in Vacation Balance with a comment. Q: Are holidays automatically excluded from vacation days? A: Yes, but only if holidays are added to the Holidays row on the Schedule page. Q: Can I set a different quota for different Employees? A: Yes. Vacation Settings are configured individually in each Employee’s profile. Q: How can I view the vacation balance for all Employees at once? A: Reports → Vacation Balance Report — shows the remaining balance for each Employee for the selected period. Q: Do unused vacation days expire at the end of the year? A: No. The accumulated balance carries over automatically when a new period is added. Q: How do I set up request blocking when the balance is zero? A: Module Settings → Vacation Management → What to do about vacation overuse field → select Block requests. Q: An Employee submitted a “Vacation” request, but the balance did not change. A: The balance changes only when the request is approved by the Manager. While the status is Pending, the balance does not change. Q: How are vacation days accrued for a partial month of work? A: Accrual occurs monthly. If the Employee worked a partial month, set the initial balance manually via Change in Vacation Balance. Q: Can additional vacation days be accrued for overtime? A: There is no direct automatic connection. Add days manually via Change in Vacation Balance with a comment. Q: What is “Permissible vacation overrun” and how do I set it? A: It is the number of days by which the balance can go negative. It is set in the Employee profile → Vacations tab → Permissible vacation overrun field. Q: Can the Vacation Management Module be used without Time-Off Requests? A: Technically yes, but without Time-Off Requests, Employees will not be able to submit requests on their own. It is recommended to enable both Modules. Q: How much does the Vacation Management Module cost? A: $1 per active Employee per month. Trial period — 1 month. Q: If Vacation Settings are not configured, will accrual work? A: No. Without an added period in Vacation Settings, automatic accrual will not work. --- # Work Location Control Source: https://help.shifton.com/shifton/work-location-control/ The Work Location Control module adds GPS tracking to attendance: it monitors where employees are during shifts and notifies managers when someone leaves. The Work Location Control module adds GPS tracking to attendance: it monitors where employees are during shifts and notifies managers when someone leaves the work zone. The module records the full route of each employee during a shift — path, distance, and time at each point. Q: 10 days (not 30, as with most modules). ### How to Enable/Disable Modules → Work Location Control → toggle the switch. Requires an active Attendance module. ### Module Settings Go to Modules > Settings > Work Location Control: Setting Description Default Enable tracking GPS tracking for all employees Enabled Geolocation sensitivity “On-site” radius in meters 50 meters Positions to exclude Positions exempt from tracking None Notification when leaving location Notification on departure Enabled Duration (minutes) Time outside the zone before notification 5 minutes Distance (meters) Minimum distance to register departure 10 meters ### Pricing $0/month + $5/employee/month. Trial period: 10 days. For details on GPS/IP validation, see GPS and IP Validation — platform-specific verification setup, geolocation sensitivity, notifications, and FAQ. ### FAQ Q: Can I use Work Location Control without the Attendance module? A: No. The Attendance module is a required dependency. Enable Attendance first, then Work Location Control. Q: What does a manager see when an employee leaves the work zone? A: The manager receives a notification (if Notification when leaving location is enabled). The employee’s route is shown on the map. Q: Can I exclude certain positions from GPS tracking? A: Yes. In the Positions to exclude setting, select the positions that don’t require tracking. Q: What radius counts as “on-site”? A: By default, 50 meters (the Geolocation sensitivity setting). You can adjust it. Q: How long outside the zone before a notification is sent? A: By default, 5 minutes (the Duration (minutes) setting). You can adjust it. Q: Why is the trial period 10 days instead of 30? A: Work Location Control is a higher-cost module ($5/employee/month), so the trial is shorter. Q: Does GPS tracking record the route continuously? A: Yes, the module records the full route during a shift — path, distance, and time at each point. Q: What if GPS isn’t working on an employee’s device? A: Check OS permissions: location access must be set to “Always”, not “While Using”. Q: Does the module work in the browser? A: In the browser, IP verification is enabled separately in Attendance settings (Check IP). GPS route tracking works only via the mobile app. Q: Can I view employee routes from past days? A: Yes. See Geolocation Map for details. ### Related Articles - Module System Overview - Attendance - Managing Locations - Managing Projects - Work Modes - Salary Settings --- # Creating Your First Project and Schedule Source: https://help.shifton.com/shifton/creating-first-project-and-schedule/ Projects group employees and schedules together (like departments, locations, or teams). Schedules define working time rules and contain actual shifts. Projects group employees and schedules together (like departments, locations, or teams). Schedules define working time rules and contain actual shifts. You need at least one project and one schedule before you can assign shifts. ### Part 1: Project The first project is created automatically right after company registration. You can rename it or change its settings. #### How to Edit a Project Click the Projects icon in the left sidebar (folder icon) → select a project → modify the data: Field Description Project name * Team, department, or location name (required) Color Color coding for visual identification in schedules and reports Time Zone Project time zone. Used when generating schedules. Can only be selected or changed if the project has no schedules yet Default location Location that will be automatically assigned to shifts when generating the schedule Managers Employees assigned as project managers. Can create and edit schedules and oversee employee work Employees Employees in the project. Multiple can be added at once via multi-select Observers Observers — can only view shift schedules within the project. No editing access. Their requests are not routed to managers of this project Basic pay rate Base pay rate (optional). The system uses it for automatic employee payroll calculation and saving in company reports. An individual rate for each employee can be set after creating the schedule ##### Employee Permissions in the Project Setting Description Allow employees to see all schedules in the project Employees can see schedules of all colleagues in the project Allow shift swapping between all employees in the project Allows shift swapping between project employees. Sub-option With manager confirmation — swapping is only possible after manager approval Allow employees to take any shifts from the Open shifts list in the project Employees can take available shifts from the Open shifts list. Sub-option With manager confirmation — manager approval required Prevent a manager from changing shifts in the past The manager will not be able to edit, move, or delete shifts for past dates ##### Project Marks Each project can have its own set of marks — colored labels for categorization. Marks can be attached to shifts as well as to employees in the schedule (tab Scheduled Team Members). To manage marks: open project editing → Marks → + Add mark → enter a name and select a color → Save. Click Save. #### Creating Additional Projects Click + Create a project on the Projects page. Q: The first project is free. To create a second or more projects, go to Modules, increase the number of projects in the Departments and Projects module, and save the changes. ### Part 2: Creating a Schedule #### Step 1: Open the Schedules Page Click the Schedules icon in the left sidebar (list icon). #### Step 2: Launch the Wizard Click + Add schedule. #### Step 3: Basic Information (Step 1) Field Required Description Schedule name Yes Name + color Select a project Yes Schedule project Select dates Yes Date range (no more than 3 months per step) Basic employee pay rate No Base hourly rate Select week control type Yes E.g., “Allow with confirmation” Allow employees to see all shifts — Checkbox + visibility toggle Employee permissions (each with a “With manager confirmation” option): – Shift swapping – Posting shift to open – Creating own shifts – Creating breaks – Dropping shifts – Taking open shifts – Swapping breaks between templates – Splitting shifts Click Next. #### Step 4: Choose the Schedule Type (Step 2) Each schedule type has its own settings on the following wizard steps. ##### Empty — Manual Schedule Full manual control. The system does not generate shifts — you add them manually through the Schedule page. Example: A small 5-person office where the manager decides who works when and manually places shifts for each day. No additional wizard steps — the schedule is created immediately. ##### Basic — Standard Automatic Suitable for simple schedules with fixed hours. On Step 3 (Shift Data), shift templates are defined: - Days of the week for each template - Shift start and end time - Break duration - Location The system automatically distributes employees according to the defined templates. Example: An office works Mon–Fri 09:00–18:00. You create one shift template, and the system assigns it to all employees on the selected days. ##### By Availability — Based on Employee Availability Employees indicate their available time in advance (through the When I am available section). The system automatically generates shifts taking each employee’s availability into account. On Step 3 (Shift Data), the following are defined: - Shift templates (time, days of the week, breaks) - Number of staff required — the required number of employees for each day of the week (Mon–Sun). A separate value is set for each day using +/- buttons - Set workplaces by day checkbox — allows setting different numbers of workplaces by day of the week - Set up breaks — scheduled breaks for the template (see the “Breaks in shift template” section below) - Location — work location - Marks — marks for the template - Load Demand tab — load planner (requires the Forecasting module) Example: A cafe where student baristas indicate which days and hours they can work. On weekdays, 3 people are needed; on weekends — 1. The system creates the schedule based on availability and demand. ##### Advanced — Advanced Automatic For complex schedules with multiple shifts per day and different staffing needs. On Step 3 (Shift Data): - Multiple shift templates with different times and conditions - Number of staff required — number of employees for each day of the week for each template (set separately: Mon, Tue, Wed, Thu, Fri, Sat, Sun) - Set workplaces by day checkbox — different numbers of workplaces by day - Set up breaks — scheduled breaks - Distribution priorities - Load Demand tab — load planner (requires the Forecasting module) Example: A call center with a morning shift (08:00–16:00, 10 operators needed on weekdays, 5 on weekends), an evening shift (16:00–00:00, 8 operators needed), and a night shift (00:00–08:00, 3 operators needed). The system distributes employees across shifts based on the load for each day. ##### Preset — Rotation Patterns For cyclic schedules. On Step 3, a rotation pattern is defined — the system automatically alternates working and off days according to the given template. Example: A security company where employees work 2 days on, 2 days off (2/2), or a factory with a 24-on/72-off schedule. You define the pattern once, and the system repeats it for the entire schedule period. #### What Is a Shift Template A shift template is a saved set of parameters for quickly creating shifts. Instead of entering time, break, and other data manually each time, you select a ready template — and all fields are filled automatically. Templates are created on Step 3 (Shift Data) of the schedule wizard (for Basic, By availability, and Advanced types) or later — on the Schedule page. ##### What a Shift Template Consists Of Field Description Name Template name (e.g., “Morning Shift”, “Night Shift”) Color Color coding for display in the schedule grid From (time) Shift start time To (time) Shift end time Break (minutes) Break duration (simple break — a single number in minutes) Days of week Days of the week when the template applies (set in the schedule wizard) Set up breaks Scheduled breaks with exact times (see below) Location Work location Marks Marks for shift categorization Number of staff required Number of employees by day of the week (only for By availability and Advanced) Set workplaces by day Checkbox — different number of workplaces by day (only for By availability and Advanced) ##### Breaks in Shift Template A shift template supports two ways of defining breaks: 1. Simple break (Break) — only the duration in minutes is specified. The break is not tied to a specific time. 2. Scheduled breaks (Set up breaks) — exact breaks with start time and parameters. Activate the Set up breaks checkbox in the shift template: Field Required Description Title * Yes Break name (e.g., “Lunch break”) Duration * Yes Duration: 5, 10, 15, 20, 25, 30, 35, 40 min, etc. Start * Yes Break start time (e.g., 09:00, 12:00) Paid No Checkbox — paid break or not At the same time on a break — Shows how many employees can be on break simultaneously (e.g., 0–1) Click Add break to add additional breaks to the template. Multiple breaks can be defined within one shift (e.g., a morning coffee break and a lunch break). Scheduled breaks are displayed in the schedule grid and are factored into working time calculations. ##### Number of Employees by Day of the Week For By availability and Advanced schedule types, each shift template allows setting the Number of staff required — the required number of employees separately for each day of the week (Mon–Sun). Use the +/- buttons to adjust. This allows, for example, assigning 5 people on weekdays and 2 on weekends for the same shift template. The Set workplaces by day checkbox enables separate workplace management by day. ##### Where Templates Are Used - Schedule wizard (Step 3): templates define which shifts the system will generate automatically - Adding a shift manually: when creating a shift via Add shift to employee, you can select a template from the dropdown — the From, To, Break, and color fields are filled automatically - Bulk actions: filtering shifts by templates in Bulk Shift Actions ##### Example A restaurant creates three templates: “Morning” (07:00–15:00, scheduled break “Lunch break” 30 min from 12:00, paid), “Day” (15:00–23:00, 30 min break), “Night” (23:00–07:00, 20 min break). On weekdays, 5 people are needed for the morning shift; on weekends — 3. When creating the schedule, the manager selects a ready template — time, breaks, and employee count are filled automatically. #### Step 5: Constraint Settings — Settings (By Availability and Advanced only) For By availability and Advanced types, the wizard includes an additional Settings step that defines constraints for automatic shift distribution: Working hour quotas: Setting Description Default Consider maximum hours Consider maximum working hours Enabled Daily work quota Maximum working hours per day 5 hours Weekly work quota Maximum working hours per week 40 hours Monthly work quota Maximum working hours per month — Take from position Take quotas from the employee’s position settings Disabled Shift and rest constraints: Setting Description Default Maximum shifts in a row Maximum consecutive shifts without a day off 0 (no limit) Minimum breaks in a row Minimum consecutive days off 0 Maximum breaks in a row Maximum consecutive days off 0 The minimum number of days off for each employee per week Minimum days off per week 2 Minimum break between shifts (in hours) Minimum rest between shifts 8.00 hours Minimum break after the night shift for women (in hours) Minimum rest after night shift for women 0.00 Minimum break in a row per week (in hours) Minimum continuous rest per week 0.00 Custom rules — the + Add button allows adding additional rules for auto-generation. These settings ensure that the automatically created schedule complies with labor laws and internal company policies. #### Load Planner (By Availability and Advanced only, requires Forecasting module) In the schedule wizard for By availability and Advanced types, when the Forecasting module is enabled, the Load Demand tab is available. It allows defining how many employees are needed for each hour of each day. ##### Hourly Workload Scheduler A visual load editor directly in the interface: - Open Load Demand → Hourly workload scheduler. - Select the Step — time step (default is 60 min). - In the top row, set the total number of employees for each day of the week (Mon–Sun). - In the detailed grid below, specify the number of employees for each hour of each day. Column Description Time Hour interval (09:00, 10:00, 11:00, etc.) Mon–Sun Number of employees needed at this hour for each day of the week Example: An office operates Mon–Fri 09:00–18:00. On weekdays, 1 employee is needed per hour; on Sat and Sun — 0. Fill in the grid, and the system automatically calculates the optimal number of shifts. - Click Ok to save. #### Step 6: Add Employees to the Schedule Open the Schedule Page (calendar icon) → select the project and schedule → add employees through the Actions menu. ### Part 3: Add Your First Shift - On the Schedule Page, click ⋮ next to the employee’s name - Select Add shift to employee - Fill in the data: Field Description Date from / Date to Period for shifts Days of the week Days of the week Shift template Optional From / To Shift time Break Break in minutes Location Workplace Note Notes - Click Add a shift After adding, click Publish & notify employees — employees will receive notifications about the schedule. ### Related Articles - Step-by-Step Setup Guide - Adding Your First Employees - Salary Settings - Departments and Projects - Breaks - Forecasting - Managing Projects - Managing Locations ### FAQ Q: How many schedules can be in one project? A: Unlimited. Q: What is the maximum schedule duration? A: When creating and extending — no more than three months per step. The schedule can be extended an unlimited number of times. Q: Can I change the schedule type after creation? A: No. For a different type, create a new schedule. Q: Employees are not showing in the schedule grid. A: Make sure employees are added to both the project and the schedule. Q: Warning icon next to the schedule. A: The date range has expired. Create a new schedule or extend the existing one. Q: How do I add employees to a schedule after it has been created? A: Open Schedules → pencil icon next to the schedule → Add employees tab → select employees → save. Q: How do I extend a schedule after it expires? A: Schedules → pencil → Reduce/extend schedule tab → select Extend schedule → specify the new date → save. Q: What is the “Week control type” in the schedule for? A: It determines how the system reacts to overtime. Allow — no restrictions, Allow with confirmation — manager confirms overtime, Block — shifts exceeding quotas are marked with a red dot. Q: How do I create a second project? A: Go to Modules → increase the number of projects in the Departments and Projects module → save. After that, the + Create a project button will become active. Q: Can I rename a shift template after creating the schedule? A: Yes. Click on the shift template in the schedule grid → edit button — change the name and save. Q: How do I select the “Preset” schedule type for a 2/2 rotation? A: In the schedule creation wizard on Step 2, select Preset, then define the pattern: 2 working days, 2 days off. Q: What happens if I don’t publish the schedule? A: Employees will not receive notifications and will not see shifts in the mobile app. Publishing is required to notify the team. Q: Can I assign a project manager when creating it? A: Yes. In the project settings, there is a Managers field — add the desired users with the Manager role. Q: How do I delete a schedule? A: Open the schedule settings and click Delete. All shifts within the schedule will be deleted automatically. Q: How do I add scheduled breaks to a shift template? A: In the shift template, enable the Set up breaks checkbox → specify Title, Duration, Start, and Paid → click Add break to add additional breaks. Each break is tied to a specific time. Q: What is the difference between a simple break (Break) and a scheduled break (Set up breaks)? A: A simple Break is only duration in minutes, not tied to a time. Set up breaks are exact breaks with a name, start time, duration, and paid/unpaid flag. Q: Can I set different numbers of employees for weekdays and weekends? A: Yes. In By availability and Advanced schedule types, for each shift template, the Number of staff required is set separately for each day of the week (Mon–Sun). Q: What is the Hourly Workload Scheduler? A: A visual load planner in the Load Demand tab (requires the Forecasting module). It allows defining how many employees are needed for each hour of each day. Based on this data, the system calculates the optimal number of shifts. Q: Where can I find the load planner? A: Enable the Forecasting module → in the schedule wizard for By availability or Advanced types → Load Demand tab → Hourly workload scheduler. Q: What does “Set workplaces by day” mean in a shift template? A: The checkbox allows setting different numbers of workplaces for each day of the week within a single shift template. Available in By availability and Advanced types. Q: Can I add multiple breaks to a single shift template? A: Yes. Click Add break for each additional break. For example, a 15-min coffee break at 10:30 and a 30-min lunch at 13:00. Q: What does “At the same time on a break 0–1” mean in break settings? A: It shows how many employees can be on this break simultaneously. The system controls this to prevent everyone from going on break at the same time. --- # First Login and Interface Overview Source: https://help.shifton.com/shifton/first-login-and-interface-overview/ After your first login to Shifton, the Company Dashboard opens — the start page with real-time monitoring widgets. Step-by-Step Instructions Step 1: Log. After your first login to Shifton, the Company Dashboard opens — the start page with real-time monitoring widgets. ### Step-by-Step Instructions #### Step 1: Log In Open app.shifton.com, enter your email and password, and click Log In. #### Step 2: Explore the Dashboard Company Dashboard — a 3×3 widget grid: Row Left Center Right Shifts Problem shifts On shift Upcoming shifts (60 min) Breaks Late for break On break Upcoming break (60 min) Activities Late for activity On activity Upcoming activity (60 min) Below the widgets: – Employee requests — tabs with requests for shift swaps, time-off, and open shifts – Project cards — data about employees and open shifts for the next 3 days #### Step 3: Explore the Sidebar Navigation Icon Section Grid Dashboard Calendar Scheduling Folder Projects List Schedules Map Geolocation Map Clock Activity People Employees Request Requests (sub-items: view requests and create new request) Chart Reports #### Step 4: Explore the Top Bar Element Description Help Articles, video tutorials, support Attendance Start/end shift directly in the browser Activity Start/end activity directly in the browser Bell Notifications (tardiness, missed shifts, etc.) Company name/logo Company menu: settings, modules, positions, skills, locations, files, referral program, activity log, integrations, balance User name My Shifts, My profile, Change password, Log Out #### Step 5: Explore the Company Menu Click on the company name/logo (upper right corner): - Company settings, Modules - When I am available - My files / All company files - Positions, Skills, Locations - Referral system, Activity log, Integrations - Company balance - Change of operating mode, Change company ### Related Articles - Step-by-Step Setup Guide - Company Registration - Adding Your First Employees - Company General Information - Module System Overview - Managing Projects ### FAQ Q: Where can I find company settings? A: Click the company name/logo (upper right corner) → Company settings. Q: How do I switch between companies? A: Click the company name/logo → Change company. Q: Do employees see the same dashboard? A: No. Employees see a simplified dashboard with only their own shifts. Q: The dashboard shows “No shifts” everywhere — is this normal? A: Yes, for a new account. First create projects, schedules, and assign shifts. Q: I can’t find the Modules page. A: Click the company name/logo (upper right corner) → Modules. Modules is in the company menu, not in the sidebar. Q: What is the “Problem shifts” widget on the dashboard? A: It shows shifts with violations: tardiness, unclosed shifts, conflicts. Click on the widget for a detailed view. Q: Can I change the order of widgets on the dashboard? A: No. The widget layout is fixed by the system. Q: How do I get to salary settings? A: Click the company name (upper right corner) → Company Settings → Salary Settings tab. Q: Where can I find the log of all actions in the system? A: Company name (upper right corner) → Activity log. Q: How do I open the modules page (enabling/disabling)? A: Company name (upper right corner) → Modules. Q: How do I return to the main dashboard from any section? A: Click the grid icon (first icon) in the left sidebar. Q: Where does a manager see employee requests? A: On the dashboard, in the Employee requests block below the widgets, or in the Requests section in the sidebar. Q: Which browser is recommended for working with Shifton? A: Google Chrome or Mozilla Firefox (latest versions). Disable ad blockers if you experience issues with form loading. Q: Where can I find the company balance and invoices? A: Company name (upper right corner) → Company balance. Q: How do I switch the work mode (Scheduling / Field Service)? A: Company name (upper right corner) → Change of operating mode. --- # Company General Information Source: https://help.shifton.com/shifton/general-information/ The General Information tab is the first thing that opens in Company Settings. It stores the basic company profile data: name, time zone, and logo. The General Information tab is the first thing that opens in Company Settings. It stores the basic company profile data: name, time zone, and logo. The time format (12h/24h) is a personal setting for each user in My profile. Open: Company Settings > General Information. ### Step-by-Step Instructions #### Step 1: Open Company Settings Click the company name (upper right corner) → Company Settings → General Information tab. #### Step 2: Fill in Company Data Field Description Example Company Name Name used in headers, reports, and notifications Acme Logistics Inc. Company Time Zone Time zone for schedules, reports, and shifts Europe/London, America/New_York Time Format 12-hour (AM/PM) or 24-hour 12h or 24h First Day of Week Start day of the weekly calendar Monday or Sunday Company Logo PNG or JPG, recommended 200×200 pixels logo.png #### Step 3: Upload a Logo (optional) Click Upload Logo, select a PNG or JPG file. The preview will update automatically. #### Step 4: Click Save ### Related Articles - Step-by-Step Setup Guide - Company Registration - Salary Settings - Working with Multiple Companies - Basic Company Settings - Managing Projects ### FAQ Q: Will changing the time zone affect existing shifts? A: Yes. Future schedules and shift display will be adjusted. Past records will remain unchanged — we recommend checking upcoming shifts. Q: Can employees have a different time zone? A: Yes. A personal time zone is set in the employee profile. Q: What logo size should I use? A: A square image at least 200×200 pixels, PNG or JPG, up to 5 MB. Q: Does “First Day of Week” affect payroll calculation? A: Only the weekly calendar view and weekly reports. Payroll calculation periods are in Salary Settings. Q: The Save button is inactive. A: Company settings are only available to the Owner role. Contact the account owner. Q: My city is not listed in the time zone options. A: Shifton uses the IANA database — regions, not all cities. Select the nearest major city (e.g., “Europe/Berlin” for CET). Q: What happens if an employee and the company are in different time zones? A: Shifts are displayed in the company time zone by default. Each user can set their own time zone in My profile. Q: Does the time format (12h/24h) affect reports? A: Yes. Reports and schedules display time in the selected format. Q: Can I upload a logo in SVG or WebP format? A: No. Only PNG and JPG are supported. Maximum size is 5 MB. Q: The logo was uploaded but is not displaying in the interface. A: Try reloading the page. Make sure the image is in PNG or JPG format and under 5 MB. Q: Who can edit General Information? A: Only users with the Owner role. Q: Can I set different time zones for different projects? A: No. The company time zone is shared. Individual time zones can only be set in each user’s profile. Q: Does the company name affect login links for employees? A: No. The login link is standard (app.shifton.com). The company name is displayed only in the interface and reports. Q: How do I change the first day of the week from Sunday to Monday? A: Company Settings → General Information → First Day of Week field → select Monday → save. Q: Does changing the time format from 12h to 24h apply to everyone immediately? A: No. The time format is a personal setting for each user in My profile. Each person chooses 12h or 24h for themselves. --- # Adding Your First Employees Source: https://help.shifton.com/shifton/inviting-first-employees/ Before creating schedules and assigning shifts, add employees to your company. Shifton allows you to add them one by one or import from an Excel file. Before creating schedules and assigning shifts, add employees to your company. Shifton allows you to add them one by one or import from an Excel file. ### Step-by-Step Instructions #### Step 1: Open the Employees Page Click Employees in the left sidebar (people icon). #### Step 2: Add an Employee Click + Add employees (upper left corner). A side panel with a form will open. #### Step 3: Fill in the Form Field Type Required Default First name Text Yes — Last name Text Yes — Phone Number Phone + country code No US +1 E-mail Text No — Personnel Number Text No — Monthly rate of hours, % Number Yes 100.00 Select a project Dropdown No Your project Select schedule Dropdown No List of your schedules Add employee starting from Date Yes Today Position Dropdown No — Send invite Checkbox No Unchecked #### Step 4: Decide Whether to Send an Invitation Check the Send invite box so the employee receives an invitation by email immediately. Without the checkbox, the status will be “Not invited” — you can invite them later. Q: For invitations to work, the company owner must first: 1. Verify their phone number (verification) 2. Add a bank card 3. Set up a monthly payment subscription Without completing these steps, sending invitations to employees is not possible. #### Step 5: Save - Add and close — save and close the panel - Add — save and keep the panel open for the next employee #### Alternative: Import from Excel - On the Employees page, click Import - Download the template (Download our template, import_example.xlsx) — CSV or XLSX format - Fill in employee data following the example: # First Name Last Name Phone Number Email 23 Adam Jensen 12025550141 adam.jensen@email.com 56 Sam Fisher 12025550142 sam.fisher@email.com - Upload the completed file - Match file columns with system fields (Match file columns) - If needed, enable sending invitations immediately - Click Save ### Account Statuses Status Color Description Invite pending Blue Invitation sent, not accepted Not invited Red Employee added, not invited Invite accepted Green Employee accepted the invitation In the Account status column, Resend invite and Invite now are available. ### Related Articles - Step-by-Step Setup Guide - Phone Verification - Creating Your First Project and Schedule - Payment Methods - SMS Notifications - Managing Projects - Managing Positions ### FAQ Q: Is there a limit on the number of employees? A: There is no hard limit, but billing depends on the number of active employees. Q: What does “Monthly rate of hours, %” mean? A: The percentage of full-time working hours. 100% — full-time, 50% — half-time. Q: Can I add an employee without an email? A: Yes. An invitation can be sent either by email or by SMS to the phone — one of the two is sufficient. Q: An employee is not receiving the invitation. A: Check the email address, ask them to check the spam folder, use Resend invite. Q: Error when importing a file. A: Make sure you are using the provided template and that required fields (first name, last name) are filled in. Q: How do I resend an invitation? A: On the Employees page, find the employee → in the Account status column, click Resend invite. Q: What happens if I close the add employee form by clicking “Add” without “Add and close”? A: The panel stays open — you can immediately add the next employee without reloading the form. Q: Can I assign a schedule to an employee right when adding them? A: Yes. The add form has Select a project and Select schedule fields — select the desired values before saving. Q: How do I change an employee’s start date? A: Open the employee profile → General tab → Add employee starting from field. Or specify the desired date when initially adding. Q: How many employees can be imported at once? A: There is no limit on the number of rows in the file. Use the import_example.xlsx template and fill in all required fields. Q: Does an employee need to accept the invitation to appear in the schedule? A: No. You can add an employee to a project and schedule immediately after creation, regardless of invitation status. Q: Can I add an employee without a project and schedule? A: Yes. Project and schedule are not required when adding — you can assign them later through the employee profile. Q: How do I invite an employee if they don’t have an email? A: Enter a mobile phone number — the invitation will be sent via SMS. Q: What does the “Personnel Number” field mean? A: An internal employee ID number for your record-keeping needs. It does not affect system functionality and is used in reports. Q: Can I delete an employee from the system? A: Yes. Open the employee profile and select the delete action. A deleted employee will be displayed in the schedule with a “(deleted)” label. Q: How do I bulk-assign employees to a project? A: Open Projects → select a project → Employees field → select multiple employees via multi-select → save. Q: Can I change an employee’s role after adding them? A: Yes. Open the employee profile → change the role (Employee, Manager, Admin) → save. --- # Phone Number Verification Source: https://help.shifton.com/shifton/phone-verification/ Shifton requires phone number verification to send employee invitations and receive SMS notifications. If your number is not verified, you will see. Shifton requires phone number verification to send employee invitations and receive SMS notifications. If your number is not verified, you will see: “Please confirm your phone number to be able to send invitations.” ### Who Needs This? - Administrators — must verify their number before sending invitations - Employees — can verify on their own after logging into Shifton ### Step-by-Step Instructions #### Step 1: Open Your Profile Click your name in the upper right corner → My profile. #### Step 2: Verify Your Phone Number - On the General tab, find the Phone number field. - If the number is not verified, click the verification prompt. - An SMS with a code will be sent to your number. #### Step 3: Enter the Code Enter the code in the corresponding field and click Confirm. ### Resending the Code If the SMS did not arrive, wait at least 30 seconds (there is a delay between requests) and check that the number and country code are correct. Q: No more than 5 SMS codes can be requested for one number. If the limit is reached, contact support — the number can be verified manually. ### Changing Your Phone Number - Open My profile → click the edit icon next to the number. - Enter the new number with the country code. - Save and verify via SMS. Each number must be unique — the same number cannot be used for two accounts. ### Related Articles - Step-by-Step Setup Guide - Company Registration - Adding Your First Employees - Payment Methods - SMS Notifications ### FAQ Q: I see “Please confirm your phone number” — what should I do? A: Click the profile icon → My profile → verify the number via SMS code. Q: I’m not receiving the SMS code. A: Check the number and country code. Wait a few minutes. If the code doesn’t arrive, contact support. Q: Can I use the same number for a manager and an employee? A: No. Each user must have a unique number. Q: I’ve exhausted the SMS limit. A: Contact support — the number will be verified manually without SMS. Q: Why is phone verification needed? A: Without a verified number, you cannot send employee invitations or receive SMS notifications. Q: Can I add a phone number later, not during registration? A: The number is required during registration. You can change it in My profile → edit icon next to the phone field. Q: How long do I need to wait between code requests? A: At least 30 seconds between repeated SMS code requests. Q: The code arrived but the system won’t accept it. A: Make sure you enter the code without spaces. Codes are valid for a limited time — request a new one if more than 5 minutes have passed. Q: I’m getting an error “Phone number already in use”. A: This number is already registered to another account. Each number must be unique. Use a different number or contact support. Q: Is phone verification mandatory for employees? A: Not mandatory, but recommended. Without a verified number, the employee will not receive SMS notifications about shifts. Q: How can a manager check if their number is verified? A: In My profile, a verified number is displayed without a warning. An unverified one shows a “Please confirm” prompt. Q: Can I use a company work number instead of a personal one? A: Technically possible if that number receives SMS. But one number = one account; shared use is not supported. Q: Do I need to re-verify the phone when changing the number? A: Yes. After changing the number, a new SMS verification will be required. Q: What if my number has changed and the old one is no longer available? A: Contact support — specialists will update the number manually. Q: Does phone verification affect schedule functionality? A: No. The schedule works independently. However, without the owner’s verified number, employee invitations cannot be sent. Q: Can two employees use the same phone for SMS notifications? A: No. Each account requires a unique phone number. --- # Work Modes: Scheduling and Field Service Source: https://help.shifton.com/shifton/work-modes/ Shifton operates in two modes — choose the appropriate one during registration or switch later. Work Mode Best For Scheduling Office teams, retail, call. Shifton operates in two modes — choose the appropriate one during registration or switch later. Work Mode Best For Scheduling Office teams, retail, call centers, healthcare — companies with fixed shifts Field Service Mobile teams — cleaning, maintenance, delivery, repair ### Scheduling Mode Registration URL: app.shifton.com/registration #### Key Features - Schedule builder — 5 schedule types (Basic, By Availability, Advanced, Preset, Empty) - Company Schedule — visual shift calendar with drag-and-drop and publishing - Time tracking — clock-in/clock-out tracking (module Attendance) - Shift requests — shift swapping, time-off, open shifts - Reports — 11 types: hours, payroll, time-off, attendance - Modules — payroll, breaks, vacations, bonuses, SMS, location control ### Field Service Mode Registration URL: app.shifton.com/registration?work_mode=field_service #### Key Features - Task management — tasks with checklists, assignees, statuses - Service zones — geographic zones for task assignment - GPS tracking — real-time employee monitoring - Client management — client database, service history - Invoicing — invoices, quotes, receipts - Client portal — clients view their requests ### Mode Comparison Feature Scheduling Field Service Shift planning Yes No Task management No Yes GPS tracking Via module Location Control Built-in Invoicing No Yes Client portal No Yes Time-off requests Yes No Reports Yes (11 types) Limited Mobile app Yes Yes ### How to Register in the Desired Mode - Scheduling: app.shifton.com/registration — mode is set by default - Field Service: app.shifton.com/registration?work_mode=field_service ### Switching Work Modes - Click the company name (upper right corner). - Select Change of operating mode. - Choose the mode and confirm. When switching modes, data is preserved. ### Related Articles - Company Registration - Step-by-Step Setup Guide - Company General Information - Module System Overview - Attendance - Work Location Control ### FAQ Q: I registered for Scheduling, but I need Field Service — can I switch? A: Yes. Company menu (company name, upper right corner) → Change of operating mode. Q: Can I use both modes simultaneously? A: No. The account operates in one mode. Q: Which mode should I choose? A: If employees work on a fixed schedule at one location — Scheduling. If they travel to different clients — Field Service. Q: Is data preserved when switching modes? A: Yes. Employee data, company settings, and billing are preserved when switching between modes. Q: Is there a price difference between Scheduling and Field Service? A: The base rate is the same. The difference is in the set of available modules and features for each mode. Q: Can I switch between modes an unlimited number of times? A: Yes. There are no restrictions on mode switching. Q: Does Field Service work in the mobile app? A: Yes. Field employees use the mobile app to receive tasks, checklists, and GPS tracking. Q: Can I maintain a client database in Scheduling mode? A: No. Client management is only available in Field Service mode. Q: Are reports available in both modes? A: Yes, but the report sets differ. In Scheduling — 11 report types for working hours and payroll. In Field Service — reports on tasks and invoices. Q: Are Scheduling and Field Service different applications? A: The web version is a single Shifton account that switches via the company menu. The mobile apps are different: Shifton Work Scheduling and Shifton Field Service — installed separately from the App Store and Google Play. Q: Is client invoicing available in Scheduling? A: No. Invoicing is a Field Service-only feature. Q: Can one employee work in both modes? A: No. One account operates in one mode at a time. For parallel use, register two separate accounts. Q: Do I need to reinstall the mobile app when switching modes? A: No. The app automatically adapts to the current company work mode. Q: Can I import data from Scheduling to Field Service? A: No. Employee and company data is preserved when switching, but schedules and tasks are different entities in each mode. Q: In which mode is the Attendance module available? A: The Attendance module is available in Scheduling mode. In Field Service, time tracking is done through task statuses and GPS tracking. Q: Is there an API for both modes? A: Yes. The Shifton API (api2.shifton.com) supports both work modes. Q: Can I register two accounts — one for Scheduling, another for Field Service? A: Yes. Register two accounts with different emails and use each in the desired mode. --- # Company Files Source: https://help.shifton.com/shifton/company-files-overview/ What Is This? The All Company Files page is a centralized file storage area for your organization. Upload documents, images, spreadsheets, and other files. ### What Is This? The All Company Files page is a centralized file storage area for your organization. Upload documents, images, spreadsheets, and other files that need to be shared across your company. Managers and administrators can upload files, and employees can access them based on their permissions. This is useful for distributing policy documents, training materials, templates, and other resources. ### Prerequisites Requirement Details Module Company Files module must be activated ($1/month) Role Owner, Administrator, or Manager (for uploading and managing) Files Supported types include TXT, JPG, PDF, PNG, XLSX, and others ### Step-by-Step Instructions #### Accessing Company Files - Click your company name (top-right corner) → All Files. - The company files table loads, showing all uploaded files. #### Understanding the File Table Column Description Checkbox Select files for batch operations File name The name of the uploaded file (clickable to preview/download) Uploaded by The user who uploaded the file Date created When the file was uploaded Type File format (TXT, JPG, PDF, PNG, XLSX, etc.) Size File size in kilobytes (KB) Actions View, download, or delete the file #### Uploading Files The All Files page is view-only — you cannot upload files here. To upload files: - Go to My Files (company name → My Files → Upload) - Or go to an employee’s profile → Files tab (for personal employee documents) #### Searching for Files - Use the Search bar at the top of the file table. - Type part of the file name to filter the list. - Results update as you type. #### Deleting Files Q: 1. Find the file in the table. 2. Click the Delete action in the Actions column for that file. 3. Confirm the deletion. Batch delete: 1. Select multiple files using the checkboxes in the first column. 2. Click the “Remove selected” button (red) at the top of the table. 3. Confirm the batch deletion. #### Navigating Large File Lists - The file table supports pagination for large numbers of files. - Use the page controls at the bottom of the table to navigate between pages. ### Access Permissions The All Files page is view-only for all users. Files are visible to everyone. Action Where View/download files All Files page (company name → All Files) Upload files My Files page (company name → My Files) Upload files to employee Employee profile → Files tab Delete files My Files page (own files only) ### FAQ Q: How much does the Company Files module cost? A: The Company Files module is available for $1 per month. You can activate it from the Modules section in your company settings. Q: Is there a file size limit? A: File size limits depend on your plan. Check your account settings or contact Shifton support for specific limits. Q: What file types can I upload? A: The system supports common file formats including TXT, JPG, PNG, PDF, XLSX, and more. If a file type is not accepted, try converting it to a supported format. Q: Can employees upload files? A: Files can only be uploaded on the My Files page or in an employee’s profile → Files tab. The All Files page is view-only. Q: Are deleted files recoverable? A: No, deleted files are permanently removed. Make sure you have backups before deleting important documents. ### Possible Issues and Solutions Issue Possible Cause Solution Files page not available Company Files module is not activated Activate the module from Company Settings > Modules ($1/month) Upload not available on All Files All Files is view-only Upload files on My Files page or employee profile → Files tab Cannot find a file File name does not match search query Clear the search bar or try a different search term “Remove selected” button not working No files selected Select at least one file using the checkboxes Employee cannot see files Company Files module not activated Activate the module — all files are visible to all users Pagination not showing Fewer files than one page Pagination only appears when there are more files than fit on one page --- # Employee Working Hours Report Source: https://help.shifton.com/shifton/employee-working-hours-report/ What Is This? The Employee Working Hours report is one of the most comprehensive reports in Shifton. It compares planned shift schedules against actual. --- # Working with Multiple Companies Source: https://help.shifton.com/shifton/working-with-multiple-companies/ What Is This? Shifton allows a single user account to be associated with multiple companies. This is common for freelancers, consultants, or part-time. ### What Is This? Shifton allows a single user account to be associated with multiple companies. This is common for freelancers, consultants, or part-time workers who work for more than one organization. Each company has its own separate settings, employees, schedules, and data. You can switch between companies at any time without logging out. ### Prerequisites Requirement Details Account Active Shifton account Companies You must be invited to and accepted into at least two companies ### Step-by-Step Instructions #### Switching Between Companies - Click on the Shifton menu (your company name or the Shifton logo in the top-left area). - Select “Change company” from the menu. - A list of all companies you belong to appears. - Click on the company you want to switch to. - The interface reloads with the selected company’s data, schedules, and settings. #### Understanding Company Separation Each company operates independently within Shifton: Aspect Behavior Settings Each company has its own modules, configurations, and preferences Employees Employee lists are separate per company Schedules Schedules, shifts, and projects are unique to each company Roles Your role may differ across companies (e.g., Manager in one, Employee in another) Files Company files are separate and not shared between companies Billing Each company has its own billing and subscription #### Identifying Your Current Company - The current company name is typically displayed in the top-left area of the screen or in the navigation header. - If you are unsure which company you are viewing, check the company name before making changes. ### Access Permissions Role Switch Companies View Company List Owner Yes Yes (own companies) Administrator Yes Yes (assigned companies) Manager Yes Yes (assigned companies) Employee Yes Yes (assigned companies) ### FAQ Q: Is there a limit to how many companies I can belong to? A: There is no built-in limit on the number of companies your account can be associated with. Q: Do my shifts in one company affect my schedule in another? A: No, each company’s schedule is completely independent. Shifton does not check for conflicts across companies. Q: Can I have different roles in different companies? A: Yes. You might be an Owner in one company and an Employee in another. Your role is set independently by each company’s administration. Q: Do I use the same login for all companies? A: Yes, you use a single Shifton account to access all companies you belong to. There is no need to create separate accounts. Q: Can I transfer data between companies? A: No, company data is isolated. Schedules, employees, and files cannot be transferred between companies. ### Possible Issues and Solutions Issue Possible Cause Solution “Change company” option not visible You only belong to one company You must be added to a second company to see this option Cannot find a company in the list You have not been invited to that company yet Ask the company’s Owner or Administrator to invite you Wrong company loaded after switching Browser caching Refresh the page after switching companies Settings look different after switching Each company has its own configuration This is expected — settings are company-specific Schedule not showing after switch You are not assigned to a schedule in this company Ask the company manager to assign you to a schedule --- # Bundles in the Inventory Module Source: https://help.shifton.com/service/bundles-in-the-inventory-module/ In the Inventory module, you can create bundles of items that can be sold or used together. To manage bundles: In the side menu, select “Inventory Settings. In the Inventory module, you can create bundles of items that can be sold or used together. To manage bundles: - In the side menu, select “Inventory Settings.” - Open the “Bundles” section. On this page, you can: - create a bundle; - edit a bundle; - delete a bundle. ### Creating a Bundle - Click “Create a set.” - A side panel will open on the right. - Enter the following information: bundle photo (optional); bundle name; category; discount value; discount type (percentage or fixed amount); description; tools included in the bundle. - Click “Save.” - To cancel the action, click “Cancel.” ### Editing a Bundle - Click the pencil icon next to the bundle. - In the side panel, update: photo; name; category; discount value; discount type; description; tools included in the bundle. - Click “Save.” - To discard changes, click “Cancel.” ### Deleting a Bundle - Click the trash icon next to the bundle. - Confirm the deletion. - To cancel the action, click “Cancel.” Important: Deleted bundles cannot be restored. ### FAQ What are bundles in the Inventory module? Bundles are groups of items or tools that can be sold or used together as a single set in the Inventory module. Where can I manage bundles in Shifton? Open the Inventory Settings section from the side menu and select Bundles. There you can create, edit, or delete bundles. How do I create a new bundle? Click “Create a bundle” (or “Create a set”), fill in the bundle details such as name, photo (optional), category, discount value and type, description, and included tools, then click Save. Can I cancel while creating a bundle? Yes — if you decide not to proceed, click Cancel in the side panel before saving. How do I edit an existing bundle? Click the pencil icon next to the bundle you want to edit, update the details in the side panel, and click Save. How do I delete a bundle? Click the trash icon next to the bundle and confirm the deletion. Can I recover a bundle after deletion? No — deleted bundles cannot be restored once they are permanently removed. What discount types can I set for a bundle? You can choose between a percentage-based discount or a fixed amount discount when creating or editing a bundle. Do bundles affect inventory counts? Bundles group items together for sale or use, but individual inventory tracking depends on how items are used in transactions — bundles themselves do not automatically adjust stock of components unless tied to inventory operations elsewhere. Can a bundle include items from different categories? Yes — when creating a bundle, you can include tools or items from different categories as needed. Are bundles linked to sales or job workflows? Bundles help organize items that are often sold or used together, but you apply or sell them through relevant inventory or task processes in Shifton’s workflow. --- # Categories in Inventory Source: https://help.shifton.com/service/categories-in-inventory/ Categories are the foundation of correct inventory management.Before adding tools or items, you need to create the categories they will belong to. Categories are the foundation of correct inventory management. Before adding tools or items, you need to create the categories they will belong to. ### How to Open the Categories Section To access the Categories section: - In the side menu, select “Inventory Settings.” - Open the “Categories” subsection. On this page, you can: - create a category; - edit a category; - delete a category. ### Creating a New Category - Click “Create Category.” - A side panel will open on the right. - Enter the following information: category name; photo (optional); color; category description. - Click “Save.” - To cancel the action, click “Cancel.” ### Editing a Category - Click the pencil icon next to the category. - Update the required information in the side panel. - Click “Save.” - To discard changes, click “Cancel.” ### Deleting a Category - Click the trash icon next to the category you want to delete. - Confirm the action by clicking “Yes, confirm.” - To cancel deletion, select “No. Cancel.” Important: Deleted categories cannot be restored. ### FAQ What are categories in the Inventory module? Categories help organize inventory items and tools into logical groups so you can manage and find them more easily. Before adding items or tools, categories should be created. Where do I find the Categories section in Shifton? Go to Inventory Settings in the side menu and select the Categories subsection. How do I create a new category? Click “Create Category,” fill in the category name, optionally add a photo, choose a color, and add a description. Then click “Save.” Can I cancel creating a category? Yes — before clicking “Save,” you can click “Cancel” to discard the changes. How do I edit an existing category? Click the pencil icon next to the category you want to change, update the fields in the side panel, and click “Save.” How do I delete a category? Click the trash icon next to the category and then confirm the deletion. Can deleted categories be restored? No. Deleted categories cannot be restored once removed. Does the category affect inventory organization? Yes. Categories help group similar items and tools so you can sort, filter, and manage inventory more efficiently. Can I use categories to filter tools and items? Yes — once assigned, categories can be used to filter inventory lists and help quickly locate items and tools in the system. What should I do if I remove a category that items are assigned to? Before deleting a category, ensure you reassign or categorize affected items and tools appropriately so they remain organized after deletion. --- # Company Registration Source: https://help.shifton.com/service/company-registration-2/ Important before registration If you see a user type selection during registration — choose Company Owner, not Employee. Employees cannot register on. ### Important before registration If you see a user type selection during registration — choose Company Owner, not Employee. Employees cannot register on their own. The company owner must send an invitation after registration. At the top of the registration page, you can change the interface language. ### Registration form The company registration form includes the following fields: First name * First name of the company owner. Can be changed after registration. Last name * Last name of the company owner. Can be changed after registration. E-mail * Email for account login. Each email can be used only once. Red highlight = already in use or invalid. Phone number * Must be verified to send employee invitations. Each number can be used only once. Company name * Used for invoices and reports. Can be changed after registration. Time zone * Required for correct time display in the system. Company employees * Select the number of employees in your company. Password * Create a password for login. You can change or recover it later. Promo code (optional) You can receive a promo code from another Shifton user. It may provide a discount, extended trial period, or other bonuses. If any field is highlighted in red, the entered data is incorrect. After completing the form, click “Sign Up” ### Frequently Asked Questions Can I register a company using the mobile app? No. Company registration is available only through the web version. Can I register as an employee? No. Employees cannot register themselves. They must be invited by the company owner. Can I change my information after registration? Yes. You can update your name, email, phone number, and company name after registration. Why is my email or phone number highlighted in red? This means the data is already in use or entered in an invalid format. Is a phone number required? Yes. A phone number is required and must be verified to invite employees. Is a promo code mandatory? No. The promo code field is optional. Can I change my password later? Yes. You can change or recover your password in your profile settings. --- # Creating and Assigning Tasks Source: https://help.shifton.com/service/creating-and-assigning-tasks/ Tasks are the core module in Field Service mode and cannot be disabled. Tasks allow you to assign work to one or multiple employees, with an attached. Tasks are the core module in Field Service mode and cannot be disabled. Tasks allow you to assign work to one or multiple employees, with an attached checklist to complete during task execution. Tasks are central to Field Service operations and are used for all types of assignments, planning, and tracking work. Note: Tasks are essential; everything in Field Service revolves around them. Understanding tasks fully is critical to using the system effectively. ### Pages Where You Can Create a Task Tasks can be created from multiple places in the system, depending on workflow and preference. #### 1. Clients Page - Navigate to the Clients page. - Locate the desired client in the list. - Click the pencil icon next to the client name to open the client profile side panel. - Scroll down in the panel and click Create Task. Important details: - If a client has multiple addresses, you must select one specific address for the task. - When creating a task via the Clients page, the client is automatically added. You do not need to select a client manually. - If any client details need editing (e.g., name, contact info, address), click the pencil icon, update the information in the side panel, and click Save. - To create a new client, click the + icon in the client section, fill in the necessary fields configured for your company, and click Save. Tip: Always double-check the selected client and address, especially if the client has multiple addresses, to avoid assigning the task incorrectly. #### 2. Tasks Page The Tasks page provides a detailed overview and management tools for all tasks. You can: - View tasks as a list. - Filter tasks by status: Active, Completed, Canceled, and Without Date. - Search tasks using keywords. Note: Only fields enabled for search during task field creation can be searched. - Filter tasks by one or more statuses. - Select a date range to display tasks. - Display filtered and sorted tasks on a map. Displayed task fields include: - Title and Description – standard fields. If customizations were made (added/removed/reordered fields), the display reflects those settings. - Client – the client linked to the task. - Address – the client’s address associated with the task. - Employee – assigned employee(s). - Scheduled time – planned start time. - Status – current task status. - Completed – shown only for completed tasks; displays the completion time by the employee. - Settings for recurring jobs – orange circle with stripe = non-recurring task; green circle with checkmark = recurring task. - Actions – options to delete the task. Tip: Use filters and sorting to manage large numbers of tasks efficiently. #### 3. Calendar Page The Calendar provides a visual overview of tasks. - Tasks assigned to employees appear as cells on the employee row. - Tasks with a date but without an assigned employee appear in the unassigned task list. - Tasks without a scheduled date appear on the side under Tasks without Date. Calendar filters: - Filter by employee - Filter by task type - Select marks - Select statuses - Select service areas Applying filters: Click Search. To reset filters, click Clear. To improve the calendar view, hide the filter panel by clicking the filter icon above the calendar. Calendar display options: - Display tasks for all employees or only employees with assigned tasks. - Display options: 1 day, 3 days, 1 week, 1 month. - Navigate days or months using the left/right arrows or select a specific day via the calendar icon. - Click the gear icon for additional settings: Display tasks – controls task visibility in 1-day view. - Display mode (day) – display only working hours (e.g., 8:00–17:00). - Sorting options for employees – choose to display employee numbers. - Sort – by name or personal number. Tip: Adjust these settings for clarity when managing many tasks simultaneously. ### Creating a Task Click Create Task to start a new task. #### 1. Client (Optional) - Select an existing client or create a new one. - To select, type at least 3 letters of the client name to search. - Choose the correct address. - To edit client details, click the pencil icon → make changes → Save. - To create a new client, click the + icon → fill in required fields → Save. Note: Always verify client and address selection. Incorrect addresses lead to task errors. #### 2. General Information - Fill in general information fields (custom or standard fields your company has configured). - Scheduled time – start time of the task. If left empty, the task appears in Tasks without Date. - Estimated duration – time required to complete the task, used for planning and avoiding overlaps. - Marks – visual markers for task types on the calendar. - Skill – select pre-defined skills to filter employees during assignment. - Checklist – choose a checklist for the employee to complete during the task. Tip: Properly setting marks, skills, and checklists ensures correct employee assignment and task completion tracking. #### 3. Employees - Tasks can be assigned to one or multiple employees. - After selecting the first employee, the Additional Employee field appears. - Each additional employee receives a subtask. Subtasks can have: Separate scheduled start time - Separate estimated duration - To remove additional employees, click the trash icon next to them. Example: For catering events, decorators arrive first, waiters arrive 2 hours later, cleaning staff in the evening. Subtasks allow precise scheduling. #### 4. Recurring Tasks - Recurring tasks are available only for a task assigned to a single employee. - Enable via Recurring Jobs Settings checkbox after setting the scheduled time. - Choose end date and type of recurrence: Daily – select weekdays (Monday–Sunday). - Weekly – same weekday every week until end date. - Every 2 Weeks – same weekday every 14 days until end date. Note: Adding additional employees disables recurrence for the extra employees. Important: Before task execution begins, you can edit this task or all future occurrences, including: employee, checklist, date/time, marks, skills, etc. #### 5. Planned Tools (Optional) - Specify necessary tools, equipment, or consumables for task completion (requires Inventory module). - Tools must be available in the correct quantity for the employee. - Note: Planned tools may differ from actually used tools in type or quantity. #### 6. Files - Upload client photos or documents. - Choose whether to show or hide files from the employee. ### FAQ 1. Why can’t I select a client address? A client has multiple addresses; one must be selected to assign the task correctly. 2. What if the client does not exist? Use the + icon to create a new client and fill in required fields. 3. Can I create a task without a client? Yes, the client field is optional. Tasks without a client appear in lists and on the calendar. 4. Why isn’t my task showing on the calendar? Tasks without scheduled time appear in Tasks without Date. Add a scheduled time to display on the calendar. 5. How do I assign multiple employees? Select first employee → Additional Employee field appears → add more employees → subtasks are created. 6. Can recurring tasks be assigned to multiple employees? No, recurrence is available only for a single employee. 7. What are subtasks? Subtasks are for additional employees with separate start time, duration, and checklist. 8. What do orange and green circles mean? - Orange circle – non-recurring - Green circle with checkmark – recurring 9. Can I edit checklists after task creation? Yes, before task execution. Subtasks can have separate checklists. 10. Why doesn’t keyword search find my task? Search only works on fields enabled for search. 11. How do I display tasks on the map? After filtering and sorting on the Tasks page, click display on map. 12. Can I see tasks for all employees on the calendar? Yes, display all employees or only those with assigned tasks. 13. How do I filter tasks by marks or types? Use filters → click Search. 14. How do I change the scheduled time for a subtask? Each subtask can have its own start time and duration. 15. What happens if I delete the main employee? Main task is deleted. Subtasks may lose linkage. Delete subtasks first if needed. 16. How do I set a recurring task? Select start date → check Recurring Jobs Settings → set end date and type. 17. Can recurring tasks start on different days for different employees? No. Recurrence is linked to one employee and start date. Before execution, you can edit this or all future tasks. 18. Why don’t planned tools match actual usage? Planned tools are recommendations; actual usage may differ. 19. How do I attach files? Upload files → choose whether to show/hide them from the employee. 20. How do I edit client info after task creation? Click pencil icon → edit → Save. 21. How do I specify estimated duration? Use Estimated duration field to plan and avoid overlaps. 22. How can I view completed tasks? Filter by Completed; completion time appears in the Completed column. 23. Can multiple employees have different checklists and times? Yes, via subtasks. 24. What if a task isn’t visible after calendar filtering? Check all filters. Tasks without scheduled time appear in Tasks without Date. 25. How do I schedule multiple employees on the same day? Use subtasks with different start times and durations. 26. Can I edit recurring tasks after creation? Yes, before execution, any field can be edited: employee, checklist, date/time, marks, skills. 27. Can a task have multiple checklists? Yes, subtasks can have different checklists. 28. What happens if I don’t set a scheduled time? Task appears in Tasks without Date and is not shown on a specific day in the calendar. --- # Dashboard in the Mobile Application Source: https://help.shifton.com/service/dashboard-in-the-mobile-application/ The Dashboard is the main screen of the mobile application. It displays task-related data and allows you to manage location tracking (if the Work Location. The Dashboard is the main screen of the mobile application. It displays task-related data and allows you to manage location tracking (if the Work Location Control module is enabled). From the Dashboard, you can: - View current task information - Enable or disable location tracking - Monitor activity status #### Location Tracking If the Work Location Control module is enabled, employees manage tracking directly from the Dashboard. 🔹 Location tracking must be enabled at the beginning of the working day. 🔹 Location tracking must be disabled at the end of the working day. This ensures accurate tracking of working time and movements during the shift. When launching the app for the first time, you must grant all required permissions: - Location access - Background location access - Activity tracking permission - Data collection permission - Physical activity access Without these permissions, location tracking may not function properly. ### Task Execution To start working on a task: 1.Open the selected task from the list. 2.Tap the status button at the top of the screen. 3.Choose the appropriate status (statuses are configured separately in the system). #### Location Restriction If a task requires presence at the client’s address, it can only be started when physically located at that address. If the technician is outside the required location, the task cannot be started. ### Checklist in a Task If a checklist is attached to the task, it must be completed during execution. Task completion may be restricted until the checklist is fully filled out (depending on system settings). Using the Inventory Module If the Inventory module is enabled, during task execution you must: - Select the tools used - Indicate the materials consumed Task completion may be restricted if tools and materials are not selected (depending on configuration). ### FAQ Q: Where is the Dashboard located? A: It is the main screen of the mobile application after login. Q: Can I disable location tracking? A: Yes, if the Work Location Control module is enabled, tracking can be toggled on or off from the Dashboard. Q: Why does the app request multiple permissions? A: These permissions are required for proper background tracking and activity monitoring. Q: Why can’t I start a task? A: The task may require you to be physically present at the client’s address. Q: Is completing the checklist mandatory? A: Yes, if it is attached to the task and required by system settings. Q: Why do I need to select tools and materials? A: This ensures accurate inventory tracking and resource management. --- # Facilities in the Inventory Module Source: https://help.shifton.com/service/facilities-in-the-inventory-module/ In the Inventory module, you can create facilities for storing and managing items. To access facilities: In the side menu, select “Inventory Settings. In the Inventory module, you can create facilities for storing and managing items. To access facilities: - In the side menu, select “Inventory Settings.” - Open the “Facilities” section. On this page, you can: - create a facility; - edit a facility; - delete a facility. ### Creating a Facility - Click “Create Facility.” - A side panel will open on the right. - Enter the facility name. - Click “Save.” - To cancel the action, click “Cancel.” ### Editing a Facility - Click the pencil icon next to the facility. - Update the name in the side panel. - Click “Save.” - To discard changes, click “Cancel.” ### Deleting a Facility - Click the trash icon next to the facility. - Confirm the deletion. - To cancel the action, click “Cancel.” Important: Deleted facilities cannot be restored. ### FAQ What are facilities in the Inventory module? Facilities are storage locations or sites where items, tools, and materials are stored and managed within the Inventory module. They help organize inventory across different places. Where do I find the facilities settings? Go to Inventory Settings in the side menu, then open the Facilities section. How do I create a new facility? In the Facilities section, click “Create Facility,” enter the facility name in the side panel, then click “Save.” Can I cancel creating a facility? Yes. Before clicking “Save,” you can click “Cancel” to discard the new facility creation. How do I rename or edit a facility? Click the pencil icon next to the facility name, update the name in the side panel, and click “Save.” How do I delete a facility? Click the trash icon next to the facility and confirm the deletion in the dialog. What happens if I delete a facility? Deleted facilities are permanently removed and cannot be restored. Can I create multiple facilities? Yes. You can create as many facilities as needed to organize inventory across different locations. Will changes to a facility affect inventory items? Editing or deleting a facility may affect where inventory items are stored — be sure to reassign or transfer items if necessary before deletion. (Best practice when managing inventory workflows.) Who can manage facilities? Users with appropriate inventory permissions or admin rights can create, edit, and delete facilities in the Inventory module. (Permission-based access is controlled by user role settings.) --- # Facility Inventory Overview in the Inventory Module Source: https://help.shifton.com/service/facility-inventory-overview-in-the-inventory-module/ The Facility Inventory section allows you to view and manage tools, items, and consumable materials stored at each facility.Here you can add items, adjust. The Facility Inventory section allows you to view and manage tools, items, and consumable materials stored at each facility. Here you can add items, adjust quantities, replenish stock, write off items, and transfer inventory to other facilities or technicians. ### Viewing Inventory by Facility At the top of the page, filters allow you to select one or several facilities. - Select one facility to view items stored there. - Select multiple facilities to compare or review distributed stock. - Leave the filter empty to view items across all facilities. ### Adding Items to a Facility - Click the “+” button at the top of the page. - A side panel will open. - Choose the item you want to add. - Select the facility where the item should be added. - If needed, you can add a bundle of items — all items from the bundle will be added automatically. - Specify: purchase price; sale price; quantity; purchase date; batch number (optional). - Click “Save.” - To cancel the action, click “Cancel.” After saving, the item will appear in the facility list with updated stock. ### Adjusting Item Quantities Adjustments are used to update the actual quantity of an item. - Find the item and click the pencil icon. - In the side panel, choose the adjustment type: Lost — for missing items; Found — for discovered extra stock; Written off — for damaged or unusable items; Restock — for incoming stock. - Enter the quantity to adjust. - Add a comment if needed (reason for loss, source of replenishment, etc.). - Click “Save.” ### Transferring Items #### Transferring a Single Item - Click the transfer icon (square with curved line) next to the item. - In the side panel, choose the transfer destination: technician; facility. - Enter the quantity to transfer. - Add a comment if needed. - Confirm the transfer. The item will be deducted from the current facility and added to the selected destination. #### Mass Transfer of Multiple Items - Click the “Transfer” button at the top of the page. - In the side panel, choose the destination (technician or facility). - Select an item and enter the quantity. - Click “+” to add additional items to the transfer list. - After completing the list, click “Save.” - To cancel, click “Cancel.” Mass transfer is ideal for preparing technician kits or moving large quantities between facilities. ### Movement History and Technician Stock Overview Each item includes detailed movement statistics. To open the history: - Click the arrow icon next to the item. - The panel will display: all movements between facilities; transfers to technicians; write-offs and adjustments; returns; dates and the responsible users for each operation. You can also see: - current quantity held by each technician; - reserved quantity; - facility stock levels. Additionally, you can remove an item from a technician’s inventory if it was assigned by mistake. ### FAQ What is the Facility Inventory Overview? The Facility Inventory Overview lets you view and manage tools, items, and consumable materials stored at each facility. You can add items, adjust quantities, replenish stock, write off items, and transfer inventory to other facilities or technicians. Where do I find facility inventory information? In the Inventory module, open the Facility Inventory section to see stock levels and operations for items across facilities. How can I view inventory for a specific facility? Use the filters at the top of the page to select one or more facilities. Selecting a single facility shows only its inventory; selecting multiple lets you compare stock across them. How do I add items to a facility? Click the “+” button, choose the item and facility, enter purchase price, sale price, quantity, purchase date, and batch number (optional), then click “Save.” What if I make a mistake when adding an item? You can cancel the action before saving by clicking “Cancel.” Once saved, the item will appear in inventory. What are quantity adjustments and when should I use them? Adjustments update the actual count of an item. You can mark stock as lost, found (extra stock), written off (damaged), or restocked. Enter the adjustment type and quantity, add a comment if needed, and click “Save.” How do I transfer items from one facility to another or to a technician? For a single item, click the transfer icon next to it, choose the destination (facility or technician), enter quantity and comment (optional), and confirm the transfer. Can I transfer multiple items at once? Yes. Click the “Transfer” button at the top, choose the destination, add items and quantities to the list, then click “Save.” Mass transfers are useful for preparing technician kits. How do I see the movement history of an item? Click the arrow icon next to an item to open its history panel. You’ll see all movements between facilities, transfers to technicians, write-offs, adjustments, returns, dates, and the users responsible. Can I view a technician’s current stock from here? Yes. The history and overview panel shows each technician’s current quantity and reserved amount for the selected item. What if an item was mistakenly assigned to a technician? You can use the overview panel to remove the item from a technician’s inventory if it was assigned by mistake. --- # Item Transfers in the Inventory Module Source: https://help.shifton.com/service/item-transfers-in-the-inventory-module/ The transfer function is used to move tools, items, and materials between facilities and technicians.The detailed process of creating a transfer is. The transfer function is used to move tools, items, and materials between facilities and technicians. The detailed process of creating a transfer is described in the article “Facility Inventory Overview in the Inventory Module.” The “Transfers” section allows you to view all created, confirmed, declined, and cancelled transfers and track their status in real time. ### How to Open the Transfers Section - In the side menu, select “Transfers.” The page displays all item movement operations, grouped by status. ### Transfer Status Types The system uses four main transfer statuses. #### Pending Transfers These are transfers that have been created but not yet confirmed by the recipient (either a facility or a technician). A transfer remains in Pending status until it is confirmed or declined. #### Confirmed Transfers This list contains all transfers that were successfully accepted by the recipient. After confirmation, item quantities are updated automatically. #### Declined Transfers These are transfers that were declined by the receiving side. Declined transfers do not affect item quantities. #### Cancelled Transfers This category includes transfers that were cancelled by the sender before confirmation. Cancelled transfers do not change inventory levels. ### My Transfers Page In addition to the general Transfers section, the system includes a dedicated “My Transfers” page. This page displays only the transfers that were created by the currently logged-in user. All transfers on this page are shown with the same four statuses: - Pending - Confirmed - Declined - Cancelled This allows each user to quickly track only their own transfer operations without viewing transfers created by other team members. ### FAQ What is an item transfer in the Inventory module? An item transfer is a record of moving tools, items, or materials between facilities or technicians within the Inventory module. You can view and manage these operations in the Transfers section. Where do I find the Transfers section? In the side menu, select “Transfers.” This page shows all inventory movement operations grouped by status. What are the main transfer statuses? The system uses four main statuses for transfers: - Pending — created but not confirmed by the recipient. - Confirmed — accepted and applied, inventory quantities updated. - Declined — rejected by the recipient, no quantity changes. - Cancelled — cancelled by the sender before confirmation. What does “Pending” mean? Pending means the transfer has been created but not yet confirmed by the receiving facility or technician. The inventory change is not applied yet. What happens when a transfer is confirmed? When confirmed, the recipient accepts the transfer and the item quantities are updated automatically in the inventory. Does a declined transfer affect inventory levels? No. Declined transfers do not change inventory quantities. What happens if a transfer is cancelled? Cancelled transfers are those stopped by the sender before confirmation. They do not affect inventory levels. What is “My Transfers”? The My Transfers page shows only the transfers you personally created, displayed with the same four statuses (Pending, Confirmed, Declined, Cancelled). This helps you track your own transfer operations. Can I track real-time transfer status? Yes — the Transfers page allows you to track the status of all transfer operations in real time. Does a transfer immediately update inventory anywhere? Inventory levels are only updated after a transfer is confirmed. Pending, declined, or cancelled transfers do not change quantities. --- # Map Source: https://help.shifton.com/service/map/ The Map section in the side menu allows you to: view tasks on the map; create tasks (if a client with an address exists); track employee movement in real. The Map section in the side menu allows you to: - view tasks on the map; - create tasks (if a client with an address exists); - track employee movement in real time; - view employee route history for any period. Note: To track employees, the “Work Location Control” module must be enabled. ### How to Open the Map Section In the side menu, select “Map.” On this page, you can: - view tasks; - create new tasks; - open existing tasks; - track employee movement. ### Map Filters Filters are available on the left side of the page: - By employee / employees — display one or multiple employees on the map; - By task marks — show only tasks with selected tags; - By status — show tasks with a specific status; - Search and Reset filters buttons. ### Employee Activity Display The “Show activities” button is part of the “Work Location Control” module and is used to display employee movement: - show the last location point on the map; - show the full route. ### Map View Controls - The “Filters” button above the map hides the side filter panel to enlarge the map area. - The “Create task” button allows you to create a task directly from the map page. - The “Today” button returns the map view to the current date. ### Date Selection A date selector is available on the right side of the page. You can: - view tasks for any specific date; - select a date range; - view employee routes for the selected period. ### Working with Tasks on the Map Tasks are displayed on the map as red markers. When you click a marker: - A side panel with task details opens. - The task can be edited if it has not been started yet. - If the task is already in progress, it is available in view-only mode. ### FAQ What can I do in the Map section? In the Map section, you can view tasks on the map, create tasks (if a client with an address exists), track employee movement in real time, and view employee route history over any selected period. How do I open the Map section? In the side menu, select “Map.” This will open the map interface with tasks and employee tracking features. Why don’t I see any employee movement on the map? To track employee movement, the Work Location Control module must be enabled in your company settings. How can I create a task from the Map? Use the Create task button on the map page. A task can be created directly if a client with an address already exists in the system. What filters are available on the Map page? Filters on the left side allow you to display map items by: - employee or multiple employees, - task marks (tags), - task status.There are also Search and Reset filters buttons. What does the “Show activities” button do? When the Work Location Control module is active, the Show activities button lets you display the last location point and the full route of an employee on the map. How do I zoom or reposition the map? Use scroll to zoom in/out and click-drag to move the map view. (Standard map navigation applies.) What happens when I click a task marker on the map? Clicking a task marker opens a side panel with task details. If the task has not been started, you can edit it; if it’s in progress, you can view it in read-only mode. How can I view tasks for different dates? Use the date selector on the right side of the map page to choose a specific date or date range to view tasks and employee routes for that period. What does the “Today” button do? Pressing Today resets the map view to show tasks and movements for the current date. Why aren’t some task actions available from the map? If a task is already in progress or completed, only view-only mode is available from the map. Editing is allowed only for tasks that have not started yet. --- # Mobile Application Menu Source: https://help.shifton.com/service/mobile-application-menu/ The mobile app menu depends on the user role and assigned permissions. The available sections differ for Owners, Administrators, and Employees. The mobile app menu depends on the user role and assigned permissions. The available sections differ for Owners, Administrators, and Employees. ## Owner and Administrator Menu Includes: - My Profile - Company — switch between active companies - Company Employees - Tasks - Clients - My Inventory - My Transfers - Help Center - Log Out ## Employee Menu Includes: - My Profile - Company - My Inventory - My Transfers - Help Center - Log Out ## Section Overview ### My Profile Provides access to the user’s personal information. #### General Information: - Name - Profile photo (editable) - Address - Contact information - Password - Time zone - Time format - App language Users can also download their profile data. #### Notifications: Settings for notifications regarding: - Tasks - To-Do items - Password changes ### Company Allows switching between companies if the user belongs to multiple companies. ### Company Employees This section allows you to: - View all employees - Create new employees - Send invitations - Edit profiles - Terminate or delete employees #### Creating a New Employee - Tap the “+” icon at the top of the screen. - Enter employee information. - Tap Save. - To send an invitation, activate the Send Invitation toggle. #### Inviting an Existing Employee Go to the Invites section and tap Invite Employee. #### Editing / Deleting a Profile Open the employee’s profile, make changes, and tap Save. To remove or terminate an employee, use the corresponding button. ### Tasks Provides access to all tasks for all employees. Features: - View tasks - Filter tasks - Select time period - Create new tasks - Edit existing tasks #### Selecting a Time Period You can choose the period for which you want to display tasks. #### Task Types: - Active - Completed - Cancelled - No Date Task colors correspond to their status. A circular arrows icon indicates a recurring task. #### Filters: - By employee(s) - By status(es) #### Viewing a Task Displays: - Full task information - Planned tools - History of actions #### Editing a Task Editing is allowed only if the performer has not started the task. In edit mode you can: - Modify the current task - Save the task as a new one with changes ## Creating a New Task - Tap “+” at the top of the screen. - Fill in task fields according to your company settings. #### Client You can: - Select an existing client - Create a new client (tap “+” next to the client field) #### Client Address After selecting the client, choose the address. #### Duration Set the expected duration of the task. #### Date and Time Drag the slider on the scheduled time bar to select the exact start date and time. #### Additional Options Add: - Tags - Checklist - Assign an employee ### Recurring Tasks Enable the Repeat Task toggle and specify: - Frequency (day, week, 2 weeks) - End date for task creation ### Files Files can be attached to a task and optionally hidden from the performer. ## Planned Tools This section allows you to add tools required for the task. Tap Add Tool to select tools manually or scan them. #### QR / Barcode Scanning Tools are matched by scanning QR or barcodes according to: - batch_number on the warehouse recordor - external_id of the tool If no match is found, the tool cannot be added. After adding tools, tap Save in the tools section, then save the task. ### Clients Allows you to: - View a list of clients - Search clients by name, surname, address, or other available data - Edit client details - View tasks related to a client - Delete a client #### Creating a Client Tap “+”, fill in the client fields, and tap Save. #### Editing a Client Open the client profile, make changes, and tap Save. #### Client Addresses In the Address tab, you can: - Add new addresses - Edit existing addresses - Select the service zone #### Viewing Client Tasks Go to the Tasks tab in the client profile. #### Deleting a Client Tap the Delete button. ### Tools (My Inventory) Allows you to: - View tools - Filter tools - Return tools to the warehouse #### Filtering Tap the filter icon at the top of the screen. Available filters: - By employee(s) - By warehouse(s) - Zero-balance tools (previously assigned to employees) #### Returning a Tool - Open the tool. - Tap Return to Warehouse. - Enter quantity. - Optionally add a comment. - Tap Save. ### My Transfers Displays all tool transactions. Statuses: - Pending - Confirmed - Rejected - Cancelled ### Help Center Allows you to: - Access guides and instructions - Open social media links - Grant support access Activate the Support Access toggle to allow temporary support access. ### Log Out Ends the current session and logs the user out. ## FAQ Why don’t I see some menu sections? Menu visibility depends on your role and assigned permissions. Can I edit a task after the performer has started? No. Editing is disabled once a task is in progress. Can I save part of a task as a new one? Yes. Edit mode allows saving a task as a new copy. Why isn’t a tool recognized via QR? The scanned code must match the tool’s batch_number or external_id. Can I create a client directly from a task? Yes. Tap “+” next to the client field. Can a client have multiple addresses? Yes. You can add multiple addresses in the Address tab. Can I return part of a tool quantity? Yes. Specify the quantity during return. Can I change a client’s service zone? Yes. This is done in the client’s address section. What happens if I don’t tap “Save”? All changes will be lost. Can I hide task files from the performer? Yes. Toggle visibility when uploading files. How do I check tool transaction history? In the My Transfers section. What does “Pending” status mean in transfers? The transaction has not yet been confirmed. How do I grant temporary support access? Enable the Support Access toggle in the Help Center. Can I download my profile data? Yes. This is available in My Profile. What happens after logging out? Your current session ends, and you must log in again. --- # Notifications in the mobile application Source: https://help.shifton.com/service/notifications-in-the-mobile-application/ The Notifications section allows you to receive alerts about new events and changes related to your profile and tasks. All notifications are sent. The Notifications section allows you to receive alerts about new events and changes related to your profile and tasks. All notifications are sent automatically when enabled. ### Configuring Notifications - Go to My Profile → Notifications. - Enable or disable the toggle to receive all notifications. - Once enabled, new notifications will appear in the app and/or as push notifications on your device. Note: You cannot enable or disable notifications for individual task types — the setting applies to all notifications. ### FAQ Q: Why am I not receiving notifications? A: Make sure the notification toggle is enabled in My Profile → Notifications, and that push notifications are allowed on your device. Q: Can I receive notifications only for certain tasks? A: No. Notifications apply to all events and tasks. Q: How quickly do notifications appear? A: Notifications appear immediately after an event (task creation, update, or completion) when connected to the internet. Q: Where are notifications displayed? A: In the app and via push notifications if enabled. --- # Reports Source: https://help.shifton.com/service/reports/ Shifton provides several types of reports to analyze completed tasks and employee working time. Task Report (PDF) The task report is available in the. --- # Skills Source: https://help.shifton.com/service/skills/ Skills allow you to identify employees who have specific abilities required to complete tasks.When creating a task, you can specify the required skills. Skills allow you to identify employees who have specific abilities required to complete tasks. When creating a task, you can specify the required skills, and only employees who have these skills assigned will appear in the available list. An employee can have one or multiple skills assigned. When creating a task, you can also specify one or several required skills. ### Examples of Skill Usage - languages spoken by the client and the technician; - professional skills such as installation, repair, and similar. ### How to Open the Skills Section To manage skills: - Click the company name at the top of the page. - Select “Skills.” On this page, you can: - view existing skills; - create a new skill; - edit a skill; - delete a skill. ### Creating a Skill - Click “Create Skill.” - In the side panel, specify: the skill name; the skill color. - Click “Save.” - To cancel creation, click “Cancel.” ### Editing a Skill - Click the pencil icon next to the skill. - In the side panel, update: the skill name; the skill color. - Click “Save.” - To discard changes, click “Cancel.” ### Deleting a Skill - Click the trash icon next to the skill. - In the confirmation window, confirm deletion or cancel the action. ### Assigning Skills to an Employee Skills must be created before they can be assigned. - Go to the “Employees” section(people icon in the side menu). - Click the pencil icon next to the required employee. - In the side panel, in the “Select Skills” field, add one or more skills. - Click “Save.” If you do not click “Save,” the changes will not be applied. ### Removing Assigned Skills - Go to the “Employees” section. - Click the pencil icon next to the employee. - In the “Select Skills” field, remove one or more skills. - Click “Save.” If you do not click “Save,” the changes will not be saved. ### FAQ What are skills in Shifton? Skills represent specific abilities an employee has that may be required to complete certain tasks. They help match tasks with the right people. Why should I use skills when creating tasks? When creating a task, you can specify required skills. Only employees who have those skills assigned will appear in the list of available workers, making assignment more accurate. Can an employee have more than one skill? Yes. An employee can be assigned one or multiple skills depending on their abilities and responsibilities. How do I open the Skills section? Click your company name at the top of the page, then select “Skills” from the menu. How do I create a new skill? In the Skills section, click “Create Skill”, enter the skill name and select a color, then click “Save.” How do I edit an existing skill? Click the pencil icon next to the skill you want to edit, update the name or color in the side panel, then click “Save.” How do I delete a skill? Click the trash icon next to the skill and confirm deletion in the popup dialog. Deleted skills cannot be restored. How do I assign skills to an employee? Go to the Employees section (people icon), click the pencil icon next to the employee, use the “Select Skills” field to add one or more skills, then click “Save.” What if I remove a skill from an employee? Go to the employee’s profile, remove the skill in the “Select Skills” field, and then click “Save.” If you don’t click Save, changes won’t be applied. Do skills affect task assignment automatically? Yes. When you specify required skills for a task or schedule, only employees with those skills will be shown as eligible. Is it possible to create skill categories or group skills? Currently, skills are standalone and assigned to employees; grouping or hierarchical categories are not supported in this section. What color option is used for when creating a skill? The color selected for a skill helps visually represent that skill in interfaces and reports where color coding applies. --- # Tasks section in the Mobile Application Source: https://help.shifton.com/service/tasks-section-in-the-mobile-application/ The mobile application includes a dedicated Tasks section for viewing and managing work assignments. Task Categories Tasks are divided into three. The mobile application includes a dedicated Tasks section for viewing and managing work assignments. ### Task Categories Tasks are divided into three categories: #### Active This section displays all tasks that have not yet been completed. It includes tasks in any status except completed. #### Completed This section contains tasks that have been fully finished. #### Task Bank The Task Bank includes unassigned tasks that can be requested for execution. ⚠ This feature will be available in an upcoming update. ### Date Filter The Tasks section includes a date filter. When selecting a specific date range, only tasks within the chosen period will be displayed. The filter allows you to: - View tasks for a specific day - Analyze tasks within a selected time range - Quickly find tasks by working dates ### FAQ Where is the Tasks section located? It is a separate tab in the mobile application. Which tasks are considered active? All tasks that have not been completed. Where can I find completed tasks? In the “Completed” section. What is Task Bank? It is a list of unassigned tasks that will be available to request after a future update. Can I filter tasks by date? Yes, you can select a specific date range using the date filter. Does the date filter apply to all categories? Yes, the selected date range applies to the currently selected task category. --- # To-Do in the Mobile Application Source: https://help.shifton.com/service/to-do-in-the-mobile-application/ In the mobile app, in addition to standard tasks, there is To-Do — assignments with text descriptions and deadlines. Viewing To-Do Go to the To-Do section. In the mobile app, in addition to standard tasks, there is To-Do — assignments with text descriptions and deadlines. ### Viewing To-Do - Go to the To-Do section in the app. - The screen is divided into New and Completed assignments. - Tap a To-Do to view its details. - On the detail screen, you can: See the text description - Change status from New to Completed To view completed To-Do, go to the To-Do — Completed section. ### Creating To-Do (Administrator or Owner Only) - Tap the + button in the To-Do section. - Select the assignee. - Decide whether to use a deadline. - Add a comment if necessary. - Tap Save. ### Filtering To-Do (Administrator or Owner Only) - Tap the filter icon. - Select employees to display only the relevant To-Do assignments. ### Deleting To-Do To delete a To-Do, open it and tap the Delete button. ### FAQ Q: Who can create To-Do assignments? A: Only administrators and company owners. Q: Can I set a deadline for a To-Do? A: Yes. You can enable or disable the deadline when creating a To-Do. Q: How do I mark a To-Do as completed? A: Open the To-Do and change its status from New to Completed. Q: Where can I find completed To-Do? A: In the To-Do — Completed section. Q: Can I delete a To-Do? A: Yes. Open the To-Do and tap Delete. Q: Can To-Do be filtered by employee? A: Yes, filtering is available only for administrators and owners via the filter icon. --- # To Do in the Tasks Module Source: https://help.shifton.com/service/to-do-in-the-tasks-module/ The To Do feature is part of the Tasks module and does not require any additional activation or configuration.A To Do is a simple text-based task assigned. The To Do feature is part of the Tasks module and does not require any additional activation or configuration. A To Do is a simple text-based task assigned to an employee, with a description and a deadline. To view, create, edit, or delete To Dos, open the “To Do List” section in the side menu. The page contains two tabs: - Active To Dos - Completed To Dos You can filter To Dos by one or several employees. To clear the filter, click the X next to the employee’s name. ### Working With Active To Dos #### Creating a To Do - Click “Create To Do.” - In the side panel, select the employee who will receive the task. - Set the deadline date. - Enter the task description. - Click “Save.” - To cancel, click “Cancel.” #### Editing an Active To Do - Click the pencil icon next to the To Do. - In the side panel, you can change: the assigned employee; - the deadline date; - the description. - If the To Do is assigned to you, you can also change its status from New to Completed. - Click “Save” or “Cancel.” #### Deleting an Active To Do - Click the trash icon next to the To Do. - Confirm or cancel the action in the pop-up window. This action is irreversible. ### Completed To Dos This section displays all To Dos that have been completed. You can filter them by one or multiple employees. If a To Do was assigned to you, you can change its status from Completed back to New. In this case, the task will move to the Active To Dos section. ### Dashboard The dashboard shows an overview of To Dos: - new To Dos; - To Dos with an overdue deadline; - completed To Dos. This provides a quick overview of the current workload and progress. ### FAQ What is a To Do in the Tasks module? A To Do is a simple text-based task assigned to an employee with a description and a deadline. It does not require additional configuration and is part of the Tasks module. Where do I find the To Do feature? Open the To Do List section in the side menu of the Tasks module. You can view, create, edit, or delete To Dos there. How do I create a new To Do? Click “Create To Do”, select the employee, set a deadline, enter a description, and click Save. To cancel, click Cancel. Can I change who a To Do is assigned to? Yes. Click the pencil icon next to an active To Do to edit the assigned employee, deadline, or description in the side panel. How do I delete a To Do? Click the trash icon next to the To Do and confirm or cancel the deletion. This action is irreversible. What are “Active” and “Completed” To Dos? - Active To Dos are not yet finished. - Completed To Dos have been marked as finished and are shown in a separate tab. Both views support filtering by employee. Can I reopen a completed To Do? Yes. If a To Do was completed by you, you can change its status back to New, and it will return to the Active To Dos list. How can I filter To Dos by employee? Use the employee filter at the top of the list to show To Dos assigned to one or more employees. Click the X next to a name to clear a filter. Is there a dashboard for To Dos? Yes. The To Do dashboard shows an overview of: - new To Dos; - To Dos with overdue deadlines; - completed To Dos. Do To Dos affect task assignments? A To Do is separate from regular tasks — it’s a simple action item. It does not replace full task scheduling but helps track smaller items or reminders. --- # Tools in the Inventory Module Source: https://help.shifton.com/service/tools-in-the-inventory-module/ Tools in the Inventory module include any items, instruments, or consumable materials used by technicians when completing tasks. To manage tools: In the. Tools in the Inventory module include any items, instruments, or consumable materials used by technicians when completing tasks. To manage tools: - In the side menu, select “Inventory Settings.” - Open the “Tools” section. On this page, you can: - create a tool; - edit a tool; - delete a tool. ### Creating a Tool - Click “Create Tool.” - A side panel will open on the right. - Enter the following information: tool name; description (optional); one or several categories (you can select existing categories or create a new one); unit of measurement (select an existing one or create a new one); purchase price and sale price; related tools, if the tool is used together with other tools or serves as an accompanying item. - Additional settings: mark the tool as required to be used only together with other tools, if it cannot be used alone; mark the tool as not written off after task completion.For example: a hammer remains with the technician — not written off.A nail stays with the client — written off. - Click “Save.” - To cancel the action, click “Cancel.” ### Editing a Tool - Click the pencil icon next to the tool. - In the side panel, update: the name and description; categories; unit of measurement; purchase and sale prices; related tools; settings for required usage and write-off. - Click “Save.” - To discard changes, click “Cancel.” ### Deleting a Tool - Click the trash icon next to the tool. - Confirm the deletion. Important: Deleted tools cannot be restored. - To cancel the action, click “Cancel.” ### FAQ What are tools in the Inventory module? Tools are any products, instruments, or consumable items that technicians may use while performing tasks. They are managed in the Inventory module. How do I open the Tools section? In the side menu, go to Inventory Settings, then select Tools to view and manage all tools. How do I create a new tool? Click “Create Tool,” enter the tool name, optionally add a description, assign one or more categories, select or create a unit of measurement, set purchase and sale prices, and add related tools if needed. Then click Save. What does “Related tools” mean? Related tools are items that are used together or are sold/used as a set. You can link them when creating or editing a tool. What is the “Required with other tools” option? This option marks a tool that must be used only together with other tools (i.e., it cannot be used alone). What does “Does not write off after task completion” mean? When this option is enabled, the tool is not automatically deducted from inventory after completing a task. For example, a hammer stays with the technician, while a nail is consumed. How do I edit an existing tool? Click the pencil icon next to the tool, update the information in the side panel (name, categories, unit, prices, related tools, options), then click Save. How do I delete a tool? Click the trash icon next to the tool and confirm the deletion. This action is permanent and cannot be undone. Why can a tool not be deleted? A tool may be linked to active inventory movements, tasks, or transfers. Ensure it’s not in use or reserved before attempting deletion. What happens to inventory counts when editing a tool? Editing tool details (like description, category, or unit settings) does not affect inventory counts. Inventory levels change only via stock operations (additions, transfers, write-offs). Can a tool belong to multiple categories? Yes — when creating or editing a tool, you can assign it to one or more categories. Can I create a measurement unit while creating a tool? Yes — you can select an existing unit or create a new unit of measurement directly from the tool creation/edit form. Is there a limit to how many tools I can create? No — you can create as many tools as needed for your inventory management. Are tool names case-sensitive or unique? Tool names should be clear and meaningful. The system will allow similar names, but using unique names helps avoid confusion in inventory lists and reports. --- # Trial Period Source: https://help.shifton.com/service/trial-period/ The trial period is a free use of the Shifton system, automatically granted to every company after registration. The standard trial lasts 10 days from. The trial period is a free use of the Shifton system, automatically granted to every company after registration. The standard trial lasts 10 days from registration. During this time, you can earn additional trial days by completing setup tasks. After registration, a green banner with a 10-day countdown appears at the top of the interface: ### Extended Trial Complete specific tasks to earn +5 to +15 trial days each. Earned days are added to the standard trial. The maximum free usage period is 55 days. The trial button color changes over time: Days 1-3 Green Days 4-7 Orange Days 8-10 Red After 10 days, the trial button disappears and earning additional trial days becomes unavailable. ### Tasks to earn additional trial days All tasks are based on initial system configuration. Click the trial button to open a side panel showing the task list and your earned days. #### Available tasks: Invite an employee Invite at least one employee to your company. +5 days Create a service area Define where your team operates. +5 days Create a checklist Add a checklist template for tasks. +5 days Create a client Add your first client to the system. +5 days Create a task Create at least one task. +5 days Start a task Mark any task as started. +5 days Contact the manager Schedule and attend a meeting with our manager to complete system setup. +15 days Each task includes a “Go to” button that redirects you to the relevant page. Each task can be completed only once to earn trial days. After completing a task, it is marked as completed and the earned days are displayed in the trial panel: When all tasks are completed, the banner turns green: Your total free usage period becomes 55 days from registration: ### Frequently Asked Questions When does the trial period start? The trial starts automatically immediately after company registration. How long is the standard trial? The standard trial lasts 10 days from the registration date. Can I extend the trial period? Yes. You can earn additional trial days by completing setup tasks. What is the maximum number of trial days? The maximum free trial period is 55 days. Can I earn trial days after the initial 10 days? No. After 10 days, the trial button disappears and tasks become unavailable. Can I complete the same task multiple times? No. Each task can be completed only once. Is contacting a manager required for the full trial? Yes. Without the “Contact the manager” task, you cannot reach the maximum 55-day trial. --- # Units of Measurement in Inventory Source: https://help.shifton.com/service/units-of-measurement-in-inventory/ Units of measurement are the second required element when working with inventory.They are used to correctly categorize items and maintain a structured. Units of measurement are the second required element when working with inventory. They are used to correctly categorize items and maintain a structured inventory system. Examples of measurement units: - Length: meter (m), centimeter (cm), kilometer (km). - Mass: kilogram (kg), gram (g), ton (t). - Volume: liter (l), cubic meter (m³). - Area: square meter (m²). ### How to Open the Units of Measurement Section To manage units of measurement: - In the side menu, select “Inventory Settings.” - Open the “Units of Measurement” section. On this page, you can: - create a measurement unit; - edit a measurement unit; - delete a measurement unit. ### Creating a Measurement Unit - Click “Create Measurement Unit.” - A side panel will open on the right. - Enter: the unit name; the minimum change step (for example: Piece — step 1; Pair — step 2). - Click “Save.” - To cancel the action, click “Cancel.” ### Editing a Measurement Unit - Click the pencil icon next to the unit you want to edit. - Update the unit name or minimum step in the side panel. - Click “Save.” - To discard changes, click “Cancel.” ### Deleting a Measurement Unit - Click the trash icon next to the unit you want to delete. - Confirm the deletion. - To cancel the action, click “Cancel.” Important: This action cannot be undone. ### FAQ What are units of measurement in the Inventory module? Units of measurement define how inventory items are counted and quantified — for example, pieces, meters, kilograms, liters, etc. They ensure correct tracking of quantities for tools and materials in stock. Why do I need units of measurement? Units allow the system to separate different types of items and handle quantities correctly. They help with inventory counts, transfers, reporting, and ensure consistency when adding or using items. Where can I manage units of measurement? Go to Inventory Settings in the side menu and open the Units of Measurement section to add, edit, or delete measurement units. How do I create a new unit of measurement? In the Units of Measurement section, click “Create Unit”, enter the name of the unit and a minimum step (e.g., “Piece” with step 1, “Pair” with step 2), then click Save. What does “minimum step” mean? The minimum step defines the smallest increment in which the item can be counted. For example, if a unit is “Pair” with a step of 2, you cannot record half a pair. How do I edit an existing unit of measurement? Click the pencil icon next to the unit you want to edit, update the name or minimum step in the side panel, and click Save. How do I delete a unit of measurement? Click the trash icon next to the unit and confirm the action. This will permanently remove the unit. What happens if I delete a unit that’s used by items? If a unit is currently assigned to inventory items, you may need to reassign those items to another unit before you can delete it. Can I use multiple units for one item? An item can only have one defined unit of measurement at a time in its inventory settings. If you need alternate units (e.g., selling by box but storing by piece), configure the appropriate unit and conversion within your item setup. Do units affect how inventory reports are generated? Yes. Reports use assigned units to display quantities correctly. Consistent measurement settings help ensure accurate inventory and reporting output. Are there common examples of units I might use? Typical units include piece (pcs), meter (m), kilogram (kg), liter (l), set, pack, box, etc., depending on your business and inventory items. --- # My Items Source: https://help.shifton.com/service/my-items/ The My Items section allows you to view the tools assigned to you and, depending on your access rights, the tools assigned to other employees. The My Items section allows you to view the tools assigned to you and, depending on your access rights, the tools assigned to other employees. ### Who can access this section #### Viewing your own tools Available to all users. #### Viewing tools of other employees Available to: - the company owner; - administrators; - task approvers — only for employees from the service areas where the approver is assigned. ### How to open the “My Items” section - Open the side menu. - Select My Items. ### What you will see on the page On this page you can view: - the list of all tools assigned to you; - tools of other employees (if you have permission). ### Viewing tools of other employees If you have the required permissions: - Use the employee filter at the top of the page. - Select one or more employees. - The system will display the tools assigned to the selected employees. ### Additional filters #### Facility (warehouse) filter Allows you to select from which facilities the tools were assigned. - If no facility is selected, tools from all facilities are displayed. #### Show tools with zero balance The “Show tools with zero balance” option allows you to see: - tools that were previously assigned to a technician; - but currently have a quantity of 0. This is useful for analyzing assignment history and tracking tool movement. ### FAQ Who can see my items? Only you can see your own tools. Company owners, administrators, and approvers can view tools of other employees within the limits of their access rights. Why can’t I see the items of other employees? Most likely, you do not have sufficient permissions. Viewing other employees’ tools is available only to the company owner, administrators, or approvers (within their service areas). Why do I see only some of an employee’s tools? A facility filter may be applied, or the wrong employee may be selected in the filter. Check the filters at the top of the page. What does a tool with zero balance mean? It means the tool was previously assigned to the employee but currently has a quantity of 0 (for example, it was returned to a facility or written off). Can I see from which facility a tool was assigned? Yes. Use the facility filter to view tools assigned from a specific facility. Is the tool information updated in real time? Yes. The data is updated automatically when tools are assigned, returned, written off, or transferred. --- # Checklists Source: https://help.shifton.com/service/checklists/ Checklists are digital forms that employees complete while working on a task. They help collect structured feedback and capture all required information. Checklists are digital forms that employees complete while working on a task. They help collect structured feedback and capture all required information during the workflow. You can create an unlimited number of checklists, but each task can contain only one checklist. For this reason, it is important to think through the structure and the type of data you want to receive before creating a new checklist. ### How to Create a Checklist - Open Task Settings. - Select the Checklists section.This page contains all previously created checklists and provides the option to create new ones. - Click Create Checklist. - Enter the name of the checklist.If needed, enable the Default Checklist option — this checklist will then be automatically attached to all new tasks. - Add checklist items and select the data type for each item. ### Available Data Types - Text — a short text response. - Number — a numeric value. - Checkbox — one mandatory option that must be selected. - Drop-down list — select one option from several. - Multi-select drop-down list — select one or multiple options from the list. - File — upload a photo or take a picture using the camera. - Text field — a detailed, long text response. - Phone number — a field for entering a valid phone number. - Email — a field for entering an email address. - Signature — allows the employee to leave a digital signature (a white signature box appears in the web version and the mobile app). ### How to Edit a Checklist - Click the pencil icon next to the checklist you want to edit. - Make changes and save. Note: Updates apply only to new tasks created after the checklist was edited. Existing tasks will keep the original version of the checklist. ### How to Delete a Checklist - Click the trash bin icon next to the checklist you want to delete. - Confirm the action. Important: - A checklist cannot be deleted if it is already assigned to any task. - Only checklists that are not used in any tasks can be removed. - Existing tasks retain their attached checklist and submitted data. ### FAQ What are checklists in Shifton tasks? Checklists are structured lists of items or verification steps that help standardize task execution. They ensure that each step of a task is completed consistently every time. Where do I find the checklist feature? Checklists are available in the task editor, both when creating a task and when viewing an existing task. You can add one or more checklist items there. How do I add a checklist to a task? In the task creation or edit panel, locate the Checklists section, click Add item, enter the name of the item, and repeat for each step you need to include. Can I change the order of checklist items? Yes. Most checklist interfaces allow drag-and-drop reordering or arrows to move items up or down so you can prioritize steps in the desired sequence. Can checklist items be required or optional? Yes — checklist items can be marked as required or optional depending on your operational needs. Required items usually must be checked before completing the task. Who can complete checklist items? Assigned technicians or users with edit permissions on the task can check off items as they are completed. What happens when all checklist items are checked? When all required checklist items are completed, the task can be marked as finished. Some workflows enforce checklist completion as a precondition for closing a task. Can I edit a checklist after a task is created? Yes — if the task is still in a status that allows editing, you can modify the checklist (add, edit, remove items) in the task panel before completion. Is there a way to reuse checklists across tasks? Some systems let you save checklist templates for reuse. If Shifton supports this, you’ll see options to create and apply templates when adding checklists. Do checklists appear in task reports? Yes — checklists and their completed status are usually included in task reports (PDF or export), helping verify work done and compliance. Can I require photos or notes for each checklist item? Depending on your settings, Shifton can enforce additional fields (photos, comments) for individual checklist items to enhance documentation and quality control. --- # Clients Source: https://help.shifton.com/service/clients/ Shifton Field Service allows you to store, create, and edit a complete client database, as well as use client profiles when creating and managing tasks. Shifton Field Service allows you to store, create, and edit a complete client database, as well as use client profiles when creating and managing tasks. Client profiles help organize information, quickly find the right clients, and track all tasks associated with them. ### Where to Manage Clients - Open the side panel. - Go to Clients. The first tab displays all existing clients and includes the Create Client button. Before adding clients, it is recommended to configure Client Fields to set up the structure of stored data. ## Client Fields Client Fields define what information will be collected and displayed in each client profile. ### Supported Client Field Data Types Each type determines the format of data entered: - TextShort text input: city, company name, site name, comments. - NumberA: client ID, site number, number of branches. - CheckboxA single option that can be marked: “VIP Client”, “Regular Client”, etc. - Drop-down list (single select)Select one value from the list: client type, region, category, etc. - Multi-select drop-down listSelect one or multiple values: service types, service zones, additional categories. - Date rangeUsed to specify a time period: contract duration, service dates. - DateA specific calendar date: contract signing date, first visit date. - Text fieldA long text input for detailed notes, requirements, or service conditions. - Phone numberField for entering a valid client or contact phone number. - EmailField for entering a client’s or contact’s email address. ### Client Field Settings Each client field can be customized using the following options: - Field Sorting — order in which fields are displayed in the profile. - Field Options — list of selectable values for drop-down fields. - Display in name — shows this field next to the client’s name in the client list. - Allow search — enables the field to be used in search. - Mandatory — makes the field required when creating a client. - Show in client list — displays the field in the main list of clients. - Actions — delete the field. ## Working With Clients ### Creating a Client #### Through the “Clients” section - Open the Clients section. - Click Create Client. - Fill in the client details in the side panel. - Click Save. #### When creating a task During task creation: - you can select an existing client, - or create a new one — it will be automatically added to the client database. ### Editing a Client Each client has a pencil icon next to it. When editing a client, you can: - update any client information, - add additional addresses or contact details, - view all tasks that are linked to this client (current and completed). ### Task List Inside the Client Profile At the bottom of the client profile, you will see: - a list of all tasks associated with this client, There is also a Create Task button. If you create a task from here, the client will be selected automatically. ### Deleting a Client - Click the trash bin icon next to the client. - Confirm the deletion. Important: Client deletion is permanent. Deleted clients cannot be restored. ### FAQ What are clients in Shifton Field Service? Clients are the companies or individuals for whom your field service tasks are created, tracked, and managed. Shifton allows you to store, create, and edit a complete client database that you can use when planning and assigning tasks. Where can I manage clients in Shifton? The Clients section is part of the Field Service area in the side menu — this is where you can view the full list of clients, create new ones, or edit existing profiles. How do I create a new client? In the Clients section, click “Create Client”, fill in the client’s contact details (such as name, address, phone, email), and save. Newly created clients can then be selected when creating tasks. Can I edit an existing client’s information? Yes — open the client profile you want to update, make changes to any fields like contact info or address, and then save the changes. Why do client profiles matter when creating tasks? When a task is created, attaching it to a client profile ensures proper record keeping, helps with scheduling accuracy (especially with addresses and service areas), and allows for clearer task reporting and history. Can I delete a client from the database? Yes — most systems like Shifton allow deleting a client from the list. However, be cautious: removing a client that’s used on historical tasks may affect reporting or task records. (Check on-screen confirmations before deletion.) Are client addresses used for anything besides contact info? Yes — client address data is used in task creation and in services like the Map, where task location, routing, and service area checks depend on accurate client addresses. --- # Custom Task Fields Source: https://help.shifton.com/service/custom-task-fields/ Custom task fields allow you to adapt tasks to your company’s workflows and collect exactly the data you need. Default Task Fields When a company is. Custom task fields allow you to adapt tasks to your company’s workflows and collect exactly the data you need. #### Default Task Fields When a company is created, the system includes the following default fields: - Task title - Task description These fields are mandatory and cannot be removed. #### How to open custom task fields - Open the side menu. - Go to Custom Task Fields. - On this page, you can create, edit, and delete task fields. #### Custom field settings Field Sorting Defines the order in which fields are displayed inside a task. Title The field name shown in the interface. Field Name The system name used for API data transfer. Field Type Available field types: - Text - Number - Checkbox - Drop-down list - Multi-select dropdown list - Date - Date range - Text field - phone - E-mail Field Options - Allow search — allows tasks to be searched by this field - Mandatory — makes the field required - Show in task list — displays the field in the task list Actions Actions available for the field, including deleting it. #### Adding a new custom field - Click the “+” button. - Configure the field settings. - Click Save. ⚠️ If you do not click Save, the changes will not be applied. #### Important notes - Changes to custom fields apply only to new tasks. - Existing tasks are not updated automatically. #### FAQ — Custom Task Fields Q: How many custom fields can be created? A: There are no limits. You can create an unlimited number of custom task fields. Q: Can I delete a custom field? A: Yes, custom fields can be deleted from the Custom Task Fields section. Q: Can a custom field be required? A: Yes, enable the Mandatory option. Q: Can tasks be searched using custom fields? A: Yes, if Allow search is enabled. Q: Do changes apply to existing tasks? A: No, changes apply only to newly created tasks. Q: What happens if I don’t click Save? A: All changes will be discarded and not applied. --- # Inventory Source: https://help.shifton.com/service/inventory/ Module Activation and Setup Order The Inventory module is used to manage tools, materials, warehouses, and storage locations.Before using it, the module. Module Activation and Setup Order The Inventory module is used to manage tools, materials, warehouses, and storage locations. Before using it, the module must be activated. ### How to activate the module You can enable the module in two ways. #### Option 1. Via company settings - Open Company Name (top menu). - Go to Modules. - Find the Inventory module. - Check the box next to it. - Click Save. #### Option 2. From the sidebar - In the left sidebar, click Inventory. - Then click Enable Module. #### How to disable the module - Open Company Name (top menu). - Go to Modules. - Find Inventory. - Uncheck the box. - Click Save. Once disabled, the module will be removed from the sidebar and all inventory functions will become unavailable. ### General setup order To correctly configure the Inventory module, it is important to follow the required sequence. #### To create a tool, you must first: - Create a Category - Create a Unit of Measurement - Create the Tool #### To create a warehouse, you must: - Create a Tool - Create Storage Locations (Warehouses List) - Create the Warehouse ### Step-by-step setup #### 1. Tool setup ##### 1.1. Create category Defines the type or group of tools or materials. ##### 1.2. Create a unit of measurement Defines how the tool is counted or stored (pcs, liters, meters, rolls, sets). ##### 1.3. Create tool Specify: - tool name; - category; - unit of measurement; - description (optional); - additional parameters if required. #### 2. Warehouse setup ##### 3.1. Create tool A tool must be created first to be available for warehouse storage. ##### 3.2. Create storage locations (warehouses list) Add all possible storage locations used in the system: office, workshop, vehicle, container, etc. ##### 3.3. Create warehouse Specify: - warehouse name; ### Final setup scheme Category → Unit of Measurement → Tool → Warehouses List → Warehouse ### FAQ What is the Inventory module in Shifton? The Inventory module lets you manage tools, materials, warehouses, and storage locations — providing stock control, transfers, reporting, and item tracking across facilities. How do I activate the Inventory module? You can enable the Inventory module in two places: - Via Company Settings → Modules by checking the Inventory box and saving; - From the sidebar by clicking Inventory → Enable Module. What should I do before adding tools to inventory? Before adding tools, you need to: - Create inventory Categories; - Create Units of Measurement; - Then create the Tool. How do I create a warehouse or facility? First create a tool, then create storage locations (warehouses list), and then add the warehouse itself. What inventory actions are available once the module is enabled? Once enabled, you can: - add and adjust items in stock; - organize inventory by facilities; - transfer items to technicians or other facilities; - track movement history; - manage categories, bundles, tools, and units of measurement. Do I need a specific role or permission to use the Inventory module? Access to inventory functionality depends on your user role and permissions within the Shifton company settings. Admins and managers usually have full access. What does “Inventory & Warehouse Management” cover? Inventory & Warehouse Management includes stock control, facility organization, item transfers, and reporting on quantities and movements. Will disabling the Inventory module delete existing data? Disabling the Inventory module removes access from the sidebar and makes inventory functions unavailable, but it does not automatically delete historical item and transfer data — you can enable it again later. Is the Inventory module available during a free trial? Yes — Inventory typically comes with a 30-day free trial when activated for the first time. After the trial, standard subscription fees apply per employee. Where can I find detailed help for specific inventory features? Related help articles include: - Bundles in the Inventory Module - Categories in Inventory - Facilities in the Inventory Module - Facility Inventory Overview - Item Transfers in the Inventory Module - Tools in the Inventory Module - Units of Measurement in Inventory --- # Marks Source: https://help.shifton.com/service/marks/ Marks are visual indicators used to filter tasks in the calendar and categorize them by work type or other identifiers. They help teams quickly. Marks are visual indicators used to filter tasks in the calendar and categorize them by work type or other identifiers. They help teams quickly distinguish tasks without opening full task details. ### Where to Manage Marks - Open the side panel. - Go to Task Settings. - Select Marks. This page displays all existing marks and allows you to create, edit, or delete them. ### Creating a Mark - Open the Marks section. - Click Create a Tag. - In the panel that appears, enter: the name of the mark, - the color of the mark. - Save the changes. ### Editing a Mark - Go to the Marks section. - Click the pencil icon next to the mark you want to edit. - Update the mark name or change its color. - Click Save to apply the changes. - If you do not want to save the edits, click Cancel. ### Deleting a Mark - Open the Marks section. - Click the trash bin icon next to the mark you want to delete. - Confirm the action. Important: Deleted marks cannot be restored. ### FAQ What are marks in Shifton? Marks are visual indicators used to filter and categorize tasks in the calendar. They help teams quickly distinguish tasks by work type or other identifiers without opening full task details. Where can I manage marks in Shifton? Open the side panel, go to Task Settings, and select Marks. This page displays all existing marks and lets you create, edit, or delete them. How do I create a new mark? In the Marks section, click “Create a Tag,” enter the mark name and choose a color, then click Save to add it. Can I cancel creating a mark? Yes — if you decide not to proceed while creating a mark, click Cancel before saving and the changes won’t be applied. How can I edit an existing mark? Click the pencil icon next to the mark you want to change, update the name or color in the panel, and click Save. How do I delete a mark? Click the trash bin icon next to the mark and confirm the action. Deleted marks cannot be restored. Why might I use colors for marks? Colors help visually identify tasks at a glance, making it easier to sort, filter, and prioritize work in calendars and lists. Do marks affect task filtering? Yes — marks can be used as filters in task views and calendars to display only tasks with specific tags or work types. Can tasks have more than one mark? Yes, you can assign as many marks as you need. --- # Mobile Application Source: https://help.shifton.com/service/mobile-application/ The mobile application interface, as well as certain features available inside it, may differ depending on the user’s access level and permissions within. The mobile application interface, as well as certain features available inside it, may differ depending on the user’s access level and permissions within the system. This means that not all users will see the same menu items or have access to the same functionality. What is available in the mobile app directly depends on the role assigned to the user in the company. ### Where to Download the App The Shifton mobile application is available on: - Google Playhttps://play.google.com/store/apps/details?id=com.shifton.field - App Storehttps://apps.apple.com/app/shifton-field-service/id6657948776 Users can download and install the application directly from the platform that corresponds to their mobile device. ### Access Levels and Key Differences The main differences between user roles in the mobile application are described below. #### Technician A Technician has the most limited set of permissions. In the mobile application, a Technician can: - View only the tasks assigned specifically to them - Execute assigned tasks - Start and stop time tracking for tasks - Work with their own To-Do items A Technician does not have access to: - Creating new tasks - Creating new To-Do items for other users - Creating clients - Viewing other employees’ inventory - Managing company staff Their role is focused strictly on execution. #### Requestor, Approver, Administrator, Owner Users with elevated permissions — such as Requestor, Approver, Administrator, or Company Owner — have extended functionality in the mobile application. In addition to executing tasks and tracking time, they can: - Create To-Do items - Create tasks - Create clients - View not only their own inventory, but also the tools assigned to other employees This allows them to manage operations more broadly, not just perform assigned work. #### Administrator and Owner Users with Administrator or Owner permissions have the highest level of access in the mobile application. In addition to all previously mentioned capabilities, they can: - Create new employees - Invite employees to join the company - Remove employees from the company - Terminate (dismiss) employees These permissions allow them to manage the company structure directly from the mobile application. ### Important Note Because functionality depends on the assigned role: - If a user does not see certain menu items, it is likely due to limited permissions. - Access to features is controlled at the company level. - The mobile app dynamically adapts to the user’s role. This ensures that each employee only has access to the tools and features necessary for their responsibilities. ## FAQ Why does my mobile app look different from my colleague’s? The interface and available menu items depend on the user’s role. Different roles see different functionality. I don’t see the option to create a task. Why? Task creation is available only to users with extended permissions (Requestor, Approver, Administrator, Owner). Can a Technician see tasks assigned to other employees? No. A Technician can only see tasks assigned directly to them. Can a Technician create clients? No. Client creation is available only to users with higher-level permissions. Why can’t I see other employees’ inventory? Access to other employees’ inventory is restricted and depends on your role. Can I manage employees from the mobile app? Only Administrators and Owners can create, invite, remove, or dismiss employees. If I don’t see a feature, does it mean the app is broken? No. Most likely your role does not include access to that feature. Does Android have more features than iOS? No. Functionality depends on permissions, not on the platform. If my role changes, will the app update automatically? Yes. Once your permissions are updated in the system, the mobile application adjusts automatically. Can I unlock additional features inside the app myself? No. Access is controlled by assigned role and company settings. --- # Roles in Field Service Source: https://help.shifton.com/service/roles-in-field-service/ In Shifton Field Service, roles define each user’s level of access, responsibility, and permissions within the system. Proper role configuration helps. In Shifton Field Service, roles define each user’s level of access, responsibility, and permissions within the system. Proper role configuration helps protect sensitive data, structure workflows, and ensure smooth coordination across tasks, employees, schedules, and company operations. #### Owner The Owner is the user who initially registered the company. This role is assigned automatically and holds the highest level of access in the system. Owner capabilities: - Full access to all system settings and modules - Management of payment methods (add, edit, remove cards) - Modification of company billing details and legal information for invoices - Subscription and plan management - Adding, editing, and removing Administrators and Employees ##### Ownership Transfer The Owner role can be transferred to another user. To transfer ownership, go to: Company Settings → Company Name → Change Owner After confirmation, the selected user becomes the new Owner, while the previous Owner automatically becomes an Employee. #### Administrator The Administrator role can be assigned by the Owner or another Administrator. Administrator capabilities: - Almost identical rights to the Owner - Can manage employees, schedules, tasks, service zones, and modules - Can configure company workflows and operational settings - Does not have access to financial and billing information Administrators are responsible for managing the system, but they cannot change payment methods, update billing data, or transfer ownership. #### Employee The Employee is the default role for regular system users. Employees have basic access designed for day-to-day operational work. Default Employee capabilities: - View only their own task schedule - Perform assigned tasks and update statuses - Receive and return inventory items - View personal inventory records By default, Employees cannot create or approve tasks, view other users’ schedules, or access company settings. #### Extended Roles for Employees (Functional Roles in Service Zones) Employees can be given additional roles that expand their responsibilities within specific Service Zones. Role Purpose Capabilities Technician Task executor Can see and perform tasks assigned within the zone Task Requester Task creator Can create new tasks, select client addresses, and assign them to zones Task Approver Supervisor / Controller Approves or rejects task creation and assignment requests These roles are assigned individually and can differ between zones. For example, an employee can be a Technician in one zone and a Task Approver in another. #### Role Comparison Overview Feature / Permission Owner Administrator Employee Full system access ✔️ ✔️ ❌ Manage payment methods ✔️ ❌ ❌ Manage company legal and billing info ✔️ ❌ ❌ Transfer ownership ✔️ ❌ ❌ Invite / remove users ✔️ ✔️ ❌ Manage settings and modules ✔️ ✔️ ❌ Create and assign tasks ✔️ ✔️ ⚠️ (with role) Approve tasks ✔️ ✔️ ⚠️ (with role) See and complete own tasks ✔️ ✔️ ✔️ Manage personal inventory ✔️ ✔️ ✔️ ⚠️ — Requires additional assigned role in service zones #### Key Points to Remember - The Owner has full control — including billing and company identity — but can transfer their role. - Administrators manage daily operations, users, zones, and tasks, but cannot access financial settings. - Employees work with tasks and inventory, and can gain extra permissions through functional roles. - Functional roles (Technician, Task Requester, Task Approver) can be assigned per zone, giving precise control over responsibilities. ### FAQ What are roles in Field Service? Roles determine a user’s level of access, responsibilities, and permissions within the Shifton Field Service system. They help structure workflows, protect sensitive data, and coordinate tasks across users. Who is the Owner in Field Service? The Owner is the user who first registered the company. This role has the highest level of access, including all system settings, billing, invoices, user invitations, and more. What can the Owner do? Owners can: - access all system modules and settings; - manage payment methods and billing info; - subscribe or change plans; - add, edit, or remove Administrators and Employees; - transfer ownership. How does ownership transfer work? The Owner can transfer their role to another user. After transfer, the previous Owner becomes a regular Employee. The transfer option is found in the Company Settings → Change Owner menu. What is an Administrator in Field Service? An Administrator is assigned by the Owner or another Administrator. They have broad permissions for managing users, schedules, tasks, service zones, and system modules — but cannot access billing or financial settings. What can an Administrator manage? Administrators can: - manage employees; - configure workflows; - assign tasks; - update company settings (except payment/billing); - oversee daily operations. What is the default Employee role? The Employee role is the default for regular users. Employees can view and complete tasks assigned to them, update task statuses, receive and return inventory items, and view their own inventory. Can Employees access schedules or settings of others? No — by default, Employees can only see their own assigned tasks and personal inventory, not other users’ schedules or company settings. What are Extended Roles (Functional Roles in Service Zones)? Beyond core roles, employees can be assigned functional roles within service zones such as: - Technician — task executor within a zone; - Task Requester — can create and assign tasks; - Task Approver — can review and approve task requests. Can an employee have different roles in different zones? Yes. A user can be assigned different functional roles for different service zones (e.g., a Technician in one zone and a Task Approver in another). How do roles affect what a user can do? The role determines what a user sees and can perform: - Owners and Administrators have broad access; - Employees have task-related access; - functional roles add permissions within specific zones. --- # Security Source: https://help.shifton.com/service/security/ Security Last updated: April 10, 2025 We take security seriously. And it’s not just a statement, but a way we plan, develop and deliver our product. ## Security Last updated: April 10, 2025 We take security seriously. And it’s not just a statement, but a way we plan, develop and deliver our product. ### Infrastructure Security Shifton’s services and data are hosted in EU region #### Network All of our servers are within our own virtual private cloud (VPC) with network access control lists (ACLs) that prevent unauthorised requests getting to our internal network. #### Permissions and Authentication Access to customer data is limited to authorised employees who require it for their job. #### Encryption All data encrypted on transfer with high grade encryption. All endpoints, either Interfaces or APIs limited to HTTPS access. We enforce best practices like use of TLS 1.3, HSTS and CAA, always receiving best result at Qualys SSL labs test #### Incident Response We implement a protocol for handling security events which includes escalation procedures, rapid mitigation and post mortem. #### Disaster Recovery, Back Ups and Monitoring We have a multi-region recovery and failover deployment, assuring customer data safety and high availability. We monitor all system components and effectively respond to issues that arise. ### Product Security Features #### SSO Shifton support OpenID-based SSO for two most popular providers - Microsoft Entra ID (ex, Azure AD) – supporting both personal and business accounts. Shifton is verified Microsoft partner and our solution adheres all best practices and available for easy installation by IT teams on Azure Marketplace - Google workspace accounts, both personal and business #### Permissions Shifton implements a sophisticated RBAC system and has multiple built-in roles available for all customers. Combined with multi-level hierarchy, it allows setting app different fine-grained access levels. #### Passwords All passwords pass one way hashing with bcrypt library and never stored plain text. #### Enterprise Features Enterprise customers may be eligible for additional security features, among them - Additional custom roles - Ability to control password strength - Ability to control sign on capabilities (login/password, Microsoft SSO, Google SSO) - Ability to limit invitation to specific domain(s) ### Employee Security Commitment #### Policies We have strict clear policies related to security and privacy. All employees pass training to be familiar and up to date with all changes. #### Confidentiality All employee contracts include a confidentiality agreement. #### Sub-processors As any modern SaaS product we use other platforms to implement some features. None of those products and services have access to customer data, beyond minimal amount required for functionality #### Stripe We use Stripe as our payment processor. Details about their security and PCI compliance can be found at Stripe’s security page. #### Microsoft Used for SSO (Entra ID) and website analytics #### Google Used for website analytics, SSO, push notifications delivery, Maps platform and other features #### Integration with Crisp To ensure secure and convenient communication with our clients, we use Crisp.chat — a modern live chat and support platform that meets high security standards. You can review Crisp.chat’s security practices. --- # Service Areas Source: https://help.shifton.com/service/service-areas/ Service areas are geographic regions where your employees are authorized to perform tasks. They are a required part of company configuration. Service areas are geographic regions where your employees are authorized to perform tasks. They are a required part of company configuration. Without service areas, tasks cannot be assigned. ### What Service Areas Are Used For Service areas allow you to: - Define exact boundaries of where your services are available on the map - Assign employees who can work within each service area - Control which users can create and approve task requests - Minimize assignment errors and optimize logistics When a client’s address is entered into a task, the system automatically: - Detects which service area the address belongs to - Displays only technicians assigned to that specific area This ensures tasks are assigned only to employees who operate in that location. ### Roles in Service Areas Each user can have one or multiple roles within a service area: Role Description Capabilities Technician Responsible for task execution Sees and performs tasks inside assigned areas Task Requester Creates task requests Can initiate tasks within the area Task Approver Manages approval workflow Approves or rejects requests for new tasks Roles are assigned individually for each area and may differ between them. ### Where to Manage Service Areas Go to: Task Settings → Service Areas Here you can: - Create new service areas - Edit existing boundaries - Add or remove employees - Change user roles within the area - Delete areas no longer in use ### Creating a Service Area To create a new service area: - Open Service Areas - Click Create Service Area - Draw or select the territory on the map where your company operates - Add employees who can work within the area - Assign roles to the selected employees - Save changes Once saved, the area is active and available for task assignment. ### Assigning Employees to Service Areas Employees can be assigned: - to a single service area — if they work in a specific locality - to multiple service areas — if they operate across several regions We recommend reviewing and updating service area assignments when: - staff changes occur - your coverage area expands or shifts - responsibilities or departments change ### How Service Areas Affect Task Assignment Action Result Client address is inside a service area Only assigned technicians are displayed for selection Address does not belong to any area Task assignment is not available Technician is not added to the area They do not see the task and cannot complete it If an address doesn’t match any existing area, the system will notify you. ### Examples of Effective Configuration Scenario Recommended Setup Company operates in multiple cities or regions Create separate service areas for each location Company works in one city but manages by districts Create areas by neighborhoods, postal zones, or admin boundaries Technicians frequently relocate or travel Assign employees to multiple service areas Access to tasks must be restricted Assign only authorized roles ### Common Issues & Solutions Issue Possible Cause Resolution Technician cannot see assigned tasks Employee not included in the service area Add employee to the corresponding area Task cannot be assigned by address Address is outside mapped boundaries Expand or adjust the map area Task is stuck waiting for approval No approver assigned Add a user with the Approver role ### Recommendations - Configure areas based on real operational territories - Confirm that all client addresses fall inside mapped boundaries - Keep employee lists and roles up to date - Limit access only to staff who require it ### FAQ What are service areas in Shifton Field Service? Service areas are geographic regions where your employees are authorized to perform tasks. They are a required part of company configuration, and without defined service areas, tasks cannot be assigned. What are service areas used for? Service areas allow you to: - define the exact boundaries of where services are available on the map; - assign employees who can work within each area; - control who can create and approve task requests; - minimize assignment errors and optimize field logistics. How does task assignment work with service areas? - If the client address falls inside a service area, only technicians assigned to that area are shown for selection. - If an address is not inside any defined service area, task assignment is not available. - Technicians not assigned to an area will not see the task and cannot complete it. What roles can users have within a service area? Each user can have one or more roles in a service area: - Technician — responsible for task execution; sees and performs tasks inside the area. - Task Requester — creates task requests within the area. - Task Approver — approves or rejects new task requests. Where do I manage service areas? Go to Task Settings → Service Areas. There you can create, edit, manage employees and roles within areas, and delete areas no longer in use. How do I create a new service area? - Open Service Areas. - Click Create Service Area. - Draw or select the territory on the map. - Add employees who can work within the area. - Assign roles to those employees. - Save changes. Can an employee be assigned to multiple service areas? Yes — an employee can be assigned to multiple service areas if they operate across several regions. What should I do if a technician cannot see an assigned task? If a technician can’t see a task, it may be because they are not included in the relevant service area. Add the employee to the correct area and assign the appropriate role. What happens if a client address doesn’t match any service area? The system will notify you that task assignment is not possible because the address is outside all mapped service area boundaries. Consider expanding or adjusting service areas. How should I configure service areas effectively? Good practices include: - setting areas based on actual operational territory; - ensuring client addresses fall within mapped boundaries; - regularly updating employee lists and roles; - limiting area access to authorized staff only. --- # Task Statuses Source: https://help.shifton.com/service/task-statuses/ Task Statuses: Standard Workflow & Advanced Customization Task statuses help you track every step of a job — from the moment it appears in the system to. ## Task Statuses: Standard Workflow & Advanced Customization Task statuses help you track every step of a job — from the moment it appears in the system to its successful completion. Shifton includes a default status workflow used by most companies, while also allowing you to configure a more detailed status process if your operations require it. ### ✅ Default Status Workflow By default, every task follows three key stages: Status Visibility Purpose TO DO hidden from technicians Internal system start point that defines the first selectable statuses Check In visible Technician has started the job Check Out visible Technician has completed the job #### Standard Workflow TO DO → Check In → Check Out (end) This workflow is ideal for a simple process: start task → complete task → move to next one. ### ✨ Advanced Status Workflow (Optional) If your processes include: - job acceptance, - travel to client, - approvals and confirmations, - temporary pauses, - return visits or warranty work, you may want to expand the workflow with additional statuses. #### Example of an extended process TO DO → Accept → Doing → (Pause) → Finish ### 🧩 TO DO — Internal Hidden Status Even in advanced workflows, TO DO remains hidden and is used only to define the first visible statuses. Available choices from TO DO: TO DO → Accept TO DO → Decline - Accept — technician takes the job into work - Decline — technician rejects the job ❌ Decline is a final status — no further actions are available. ### 🔄 Main Execution Flow Once the job is Accepted: Accept → Doing - Doing = technician is actively working Next step is a single choice from available transitions: Doing → Pause Doing → Finish ### ⏸ Pause — Temporary Suspension Used when the technician must stop the task for a period of time: - waiting for parts, - client unavailable, - scheduling a return visit. Allowed transitions from Pause: Pause → Started Pause → Finish - Started — preparing to resume execution - Finish — task can be closed at this stage ### 🏁 Finish / Check Out — Final Status … → Check Out / Finish (end) The job has been fully completed by the technician. Optionally, the task can be reopened by an administrator if further work is needed (e.g. warranty adjustments). Creating special statuses for return visits is recommended: - Warranty work - Second visit - Follow-up required ### 📊 Extended Workflow Example Diagram ### 🎯 Choosing the Right Workflow Use the Default Workflow When Use the Advanced Workflow When Tasks are simple and linear Tasks have multiple execution steps Office-based work Field service with travel Every task can be completed in one visit Delays, returns, and approvals happen No need for task confirmation Confirmers or dispatchers are involved ### 🛠 How to Configure Advanced Statuses 1️⃣ Go to Task Settings → Statuses 2️⃣ Add custom statuses 3️⃣ Define allowed transitions for each status 4️⃣ Make sure each status leads to a logical next step (except final statuses) ### ✅ Benefits of a Well-Configured Workflow - Technicians always know what action to take next - Dispatchers monitor progress in real time - Managers gain insight into task performance and field operations - Workflows become structured, automated, and predictable ### FAQ What are task statuses in Shifton? Task statuses help track every step of a job — from the moment it appears in the system to its successful completion. What is the default task workflow? The default status workflow includes three main stages: - TO DO (internal start point), - Check In (when the technician starts the job), - Check Out (when the technician completes the job). What does the TO DO status mean? “TO DO” is an internal, hidden status used to define the first visible statuses technicians can choose from. Can the default workflow be extended? Yes — if your process requires steps like job acceptance, travel, approvals, pauses, follow-ups, or warranty visits, you can configure an advanced status workflow with custom statuses. What is the advanced workflow example? One extended workflow example could be: TO DO → Accept → Doing → (Pause) → Finish, reflecting acceptance, execution, temporary stops, and completion. What does the Accept status mean? “Accept” means the technician has taken the job into work. It transitions from TO DO and is part of an expanded workflow. What does Doing indicate? “Doing” means the technician is actively working on the task after acceptance. When should the Pause status be used? “Pause” is used when a technician must temporarily stop working — for example, while waiting for parts, client unavailability, or planning a return visit. What happens when a task reaches Check Out / Finish? When a task is moved to Check Out / Finish, it is fully completed by the technician. Some workflows also allow administrators to reopen a finished task if further work is needed. Can I customize task statuses? Yes — you can configure advanced workflows by creating custom statuses and defining allowed transitions to reflect your company’s real process. Why should I use an advanced workflow? Advanced task workflows help represent real field processes with intermediate steps (e.g., acceptance, pauses, follow-ups), making monitoring and execution more flexible and accurate. --- # Basic Company Settings Source: https://help.shifton.com/shifton/basic-company-settings/ Configure the fundamental behavior of your Shifton workspace, from how employee names are displayed to shift overlap rules and notification preferences. Configure the fundamental behavior of your Shifton workspace, from how employee names are displayed to shift overlap rules and notification preferences. ### What Is This? Basic Company Settings is a section within the Module Settings tab that controls core platform behavior for your entire company. These settings affect how shifts are handled, what employees can see and edit, and how notifications are delivered. Every Shifton account has access to these settings — no additional module purchase is required. ### Prerequisites - An active Shifton account. - Owner or Admin role to view and modify settings. ### How to Access Basic Company Settings - Log in to your Shifton account. - Navigate to Modules in the left sidebar. - Click the Settings tab. - Scroll to or select Basic Company Settings. ### Module Settings Below is a detailed table of every setting available in Basic Company Settings. Setting Description Options / Default Employee name usage Controls how employee names are displayed throughout the system (schedules, reports, lists). First name only / First + Last name / Last + First name Warning when changing past shifts When enabled, the system shows a confirmation warning if a manager tries to edit a shift that has already occurred. Enabled / Disabled Displaying working hours Controls whether employees can see working hours on the schedule and whose hours they can view. Don’t show — working hours are hidden from employees. Show only own — employees see only their own hours. Show all colleagues — employees can see everyone’s working hours. Shift confirmation requirement When enabled, employees must confirm (accept) their assigned shifts before the shift starts. Enabled / Disabled Forbid shift overlapping Determines whether the system allows an employee to be assigned to overlapping shifts. Company level — no overlapping shifts allowed across the entire company. Project level — no overlapping shifts within the same project (overlaps across different projects are allowed). Allow — overlapping shifts are permitted. Allow marks/location editing Controls whether employees can edit their own attendance marks and location data. Enabled / Disabled Date range for exchange The number of days into the future during which employees are allowed to request shift exchanges with colleagues. Default: 7 days Telegram notifications Enables sending shift notifications and updates to employees via Telegram. Enabled / Disabled SMS notifications Enables sending shift notifications and updates to employees via SMS. Requires the SMS Notifications module. Enabled / Disabled ### Step-by-Step Usage Guide #### Configuring Employee Name Display - Go to Modules > Settings > Basic Company Settings. - Find the Employee name usage setting. - Select your preferred format from the dropdown. - Click Save. #### Setting Up Shift Overlap Rules - Go to Modules > Settings > Basic Company Settings. - Find the Forbid shift overlapping setting. - Choose one of the three options: - Company level if you want to prevent any double-booking across the entire organization. - Project level if employees can work on multiple projects simultaneously but not overlap within a single project. - Allow if your workflow requires flexible, overlapping shifts. - Click Save. #### Enabling Notifications - Go to Modules > Settings > Basic Company Settings. - Toggle Telegram notifications and/or SMS notifications on. - Click Save. Q: After saving any changes to Basic Company Settings, all users should log out and log back in for the changes to take full effect. ### Pricing Info Basic Company Settings is included with your Shifton account at no additional cost. There is no separate module fee for these settings. ### Access Permissions Role View Settings Modify Settings Owner Yes Yes Admin Yes Yes Manager No No Employee No No ### FAQ Q: Do I need to enable a module to access Basic Company Settings? A: No. Basic Company Settings are available to all Shifton accounts by default under the Module Settings tab. Q: Why do employees still see the old settings after I make changes? A: After saving changes to Basic Company Settings, users need to log out and log back in for the updates to appear. This is a known requirement. Q: What does “Date range for exchange” mean exactly? A: This setting controls how far into the future employees can look when requesting to swap shifts with a colleague. For example, with a value of 7 days, employees can only exchange shifts that are scheduled within the next 7 days. Q: If I set “Forbid shift overlapping” to Project level, can an employee work two shifts at the same time on different projects? A: Yes. The Project level setting only prevents overlapping shifts within the same project. An employee could be assigned to simultaneous shifts on separate projects. Q: Does enabling SMS notifications automatically send SMS to all employees? A: Enabling the setting makes SMS available as a notification channel. You also need the SMS Notifications module active, and employees need valid phone numbers in their profiles. ### Possible Issues and Solutions Issue Cause Solution Changes not visible to employees after saving Users need to re-login after settings change Ask employees to log out and log back in. SMS notifications not being delivered SMS Notifications module is not enabled Enable the SMS Notifications module on the Modules tab first. Employees can still create overlapping shifts Overlap setting is set to “Allow” or “Project level” Change the setting to “Company level” to prevent all overlaps. Shift exchange option not appearing for employees Date range for exchange is set to 0 or the shift is outside the allowed range Increase the date range value or confirm the shift falls within the allowed window. Telegram notifications not working Employee has not linked their Telegram account Ask the employee to connect their Telegram account in their profile settings. --- # Company Files Source: https://help.shifton.com/shifton/company-files/ Store and manage shared company documents in one centralized location accessible to your team. What Is This? The All Company Files page is a centralized. Store and manage shared company documents in one centralized location accessible to your team. ### What Is This? The All Company Files page is a centralized file storage area for your organization. Upload documents, images, spreadsheets, and other files that need to be shared across your company. Managers and administrators can upload files, and employees can access them based on their permissions. This is useful for distributing policy documents, training materials, templates, and other resources. ### Prerequisites Requirement Details Module Company Files module must be activated ($1/month) Role Owner, Administrator, or Manager (for uploading and managing) Files Supported types include TXT, JPG, PDF, PNG, XLSX, and others ### Step-by-Step Instructions #### Accessing Company Files - Click your company name (top-right corner) → All Files. - The company files table loads, showing all uploaded files. #### Understanding the File Table Column Description Checkbox Select files for batch operations File name The name of the uploaded file (clickable to preview/download) Uploaded by The user who uploaded the file Date created When the file was uploaded Type File format (TXT, JPG, PDF, PNG, XLSX, etc.) Size File size in kilobytes (KB) Actions View, download, or delete the file #### Uploading Files The All Files page is view-only — you cannot upload files here. To upload files: - Go to My Files (company name → My Files → Upload) - Or go to an employee’s profile → Files tab (for personal employee documents) #### Searching for Files - Use the Search bar at the top of the file table. - Type part of the file name to filter the list. - Results update as you type. #### Deleting Files Q: 1. Find the file in the table. 2. Click the Delete action in the Actions column for that file. 3. Confirm the deletion. Batch delete: 1. Select multiple files using the checkboxes in the first column. 2. Click the “Remove selected” button (red) at the top of the table. 3. Confirm the batch deletion. #### Navigating Large File Lists - The file table supports pagination for large numbers of files. - Use the page controls at the bottom of the table to navigate between pages. ### Access Permissions The All Files page is view-only for all users. Files are visible to everyone. Action Where View/download files All Files page (company name → All Files) Upload files My Files page (company name → My Files) Upload files to employee Employee profile → Files tab Delete files My Files page (own files only) ### FAQ Q: How much does the Company Files module cost? A: The Company Files module is available for $1 per month. You can activate it from the Modules section in your company settings. Q: Is there a file size limit? A: File size limits depend on your plan. Check your account settings or contact Shifton support for specific limits. Q: What file types can I upload? A: The system supports common file formats including TXT, JPG, PNG, PDF, XLSX, and more. If a file type is not accepted, try converting it to a supported format. Q: Can employees upload files? A: Files can only be uploaded on the My Files page or in an employee’s profile → Files tab. The All Files page is view-only. Q: Are deleted files recoverable? A: No, deleted files are permanently removed. Make sure you have backups before deleting important documents. ### Possible Issues and Solutions Issue Possible Cause Solution Files page not available Company Files module is not activated Activate the module from Company Settings > Modules ($1/month) Upload not available on All Files All Files is view-only Upload files on My Files page or employee profile → Files tab Cannot find a file File name does not match search query Clear the search bar or try a different search term “Remove selected” button not working No files selected Select at least one file using the checkboxes Employee cannot see files Company Files module not activated Activate the module — all files are visible to all users Pagination not showing Fewer files than one page Pagination only appears when there are more files than fit on one page --- # Departments and Projects Source: https://help.shifton.com/shifton/departments-and-projects/ Organize your workforce into structured teams by creating departments and projects within your Shifton workspace. What Is This? The Departments and. Organize your workforce into structured teams by creating departments and projects within your Shifton workspace. ### What Is This? The Departments and Projects module lets you divide your company into logical units — departments, teams, branches, or projects. Each project can have its own schedule, set of employees, and managers. This is essential for companies that operate multiple locations, run parallel teams, or need to track work across distinct business units. The Projects page is always available in your left sidebar — this is core platform functionality that cannot be disabled. ### Prerequisites - An active Shifton account. - Owner or Admin role to create and manage projects. ### Can It Be Disabled? No. The Departments and Projects module is a core part of the platform and cannot be disabled. The Projects page is always present in the left sidebar. You can manage the number of additional projects in Modules → Departments and Projects. ### Module Settings This module does not have a dedicated settings section in the Module Settings tab. All configuration is done directly on the Projects page. ### Step-by-Step Usage Guide #### Creating a New Project - Navigate to the Projects page from the left sidebar. - Click the + Add Project button. - Fill in the project details: - Name — the display name for the department or project. - Description (optional) — a brief note about the project’s purpose. - Managers — assign one or more managers who will oversee this project. - Click Save. #### Assigning Employees to a Project - Open the project from the Projects page. - Go to the Employees tab within the project. - Click Add Employees and select the team members you want to assign. - Click Save. #### Managing Multiple Projects - Each employee can belong to multiple projects simultaneously. - Managers assigned to a project can only manage schedules and shifts within their assigned projects. - Use projects to separate scheduling by location, department, or function. #### Deleting a Project - Open the project from the Projects page. - Click the Settings or Delete option. - Confirm the deletion. Q: Deleting a project does not delete the employees assigned to it. They will remain in the system and can be assigned to other projects. ### Pricing Info Component Cost First project Free (included with the module) Each additional project $1/month per project For example, a company with 5 projects would pay $0 (first free) + $4 (4 additional projects) = $4/month total. ### Access Permissions Role View Projects Create/Edit Projects Delete Projects Manage Employees in Project Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Assigned only No No Assigned only Employee Assigned only No No No ### FAQ Q: Is there a limit to how many projects I can create? A: There is no hard limit. You can create as many projects as your organization needs. Each additional project beyond the first costs $1/month. Q: Can one employee belong to multiple projects? A: Yes. Employees can be assigned to as many projects as needed, and their schedules will reflect all their assignments. Q: What is the difference between a “department” and a “project” in Shifton? A: In Shifton, both are represented as projects. Whether you call them departments, teams, branches, or projects is up to you. The functionality is the same. Q: Can a manager see only their assigned project? A: Yes. Managers can only view and manage schedules for the projects they are assigned to. They cannot access other projects unless explicitly added. ### Possible Issues and Solutions Issue Cause Solution Projects page not visible in sidebar Browser cache or display issue Refresh the page or clear browser cache. If the issue persists, contact support. Cannot add employees to a project You do not have Admin/Owner role Ask your Admin or Owner to add employees. Employee appears in the wrong project schedule Employee is assigned to multiple projects Verify project assignments on the employee’s profile page. Deleted project still appears in reports Historical data is preserved for completed shifts This is expected behavior. Past shift data remains in reports. Billing shows charges for projects I deleted Projects were active during part of the billing cycle Charges are prorated. The cost reflects the days the project was active. --- # Emergency Shifts Source: https://help.shifton.com/shifton/emergency-shifts/ Quickly fill urgent staffing gaps by creating high-priority shifts with bonus incentives and targeted notifications. What Is This? The Emergency Shifts. Quickly fill urgent staffing gaps by creating high-priority shifts with bonus incentives and targeted notifications. ### What Is This? The Emergency Shifts module is designed for situations where you need to fill a shift on short notice. When a regular shift becomes vacant (due to illness, no-show, or unexpected demand), you can mark it as an “emergency” shift. Emergency shifts can include a bonus incentive to encourage employees to pick them up quickly. The module gives you control over who sees the emergency shift — either only employees who were specifically notified or all available employees in the project. ### Prerequisites - An active Shifton account. - Owner, Admin, or Manager role to create emergency shifts. ### How to Enable/Disable - Go to Modules in the left sidebar. - Find Emergency Shifts in the module list. - Toggle the switch to enable or disable the module. ### Module Settings Navigate to Modules > Settings > Emergency Shifts to configure the following: Setting Description Options Shift visibility Controls who can see an emergency shift with a bonus. Show shift with bonus only to notified employees — only employees who received a direct notification can see and accept the shift. Show to everyone — all employees in the project can see the emergency shift and its bonus. ### Step-by-Step Usage Guide #### Creating an Emergency Shift - Open the Schedule page. - Click on the time slot where the emergency shift is needed (or edit an existing vacant shift). - In the shift creation/edit form, toggle the Emergency flag. - Set the bonus amount to incentivize employees. - If the visibility setting is “notified employees only,” select the employees to notify. - Click Save. #### Notifying Employees - If visibility is set to notified employees only: the system sends notifications (in-app, Telegram, SMS depending on configuration) to the selected employees. Only they can view and claim the shift. - If visibility is set to show to everyone: all employees in the project receive a notification and can see the shift on their schedule. #### Employee Accepting an Emergency Shift - The employee receives a notification about the emergency shift. - They open the notification or check their schedule. - They see the shift details including the bonus amount. - They click Accept to claim the shift. - The shift is assigned to them and removed from the available list. #### Managing Emergency Shifts - Track emergency shifts on the Schedule page — they are visually distinguished from regular shifts. - If no one accepts the shift, consider: - Increasing the bonus amount. - Expanding the notification to more employees. - Switching visibility to “Show to everyone.” ### Pricing Info Component Cost Monthly module fee $0/month Per-employee fee $0.50/employee/month For example, a company with 20 employees would pay: $0 + (20 x $0.50) = $10/month. ### Access Permissions Role Create Emergency Shifts View Emergency Shifts Accept Emergency Shifts Configure Settings Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Assigned projects Assigned projects Yes No Employee No If notified or if visible to all Yes No ### FAQ Q: What is the difference between the two visibility options? A: “Show shift with bonus only to notified employees” limits visibility to a hand-picked group, which is useful when you want to offer the shift to specific qualified employees first. “Show to everyone” makes the shift visible to all employees in the project, maximizing the chance of quick coverage. Q: Can I change the visibility after creating the emergency shift? A: The visibility setting is a module-level configuration that applies to all emergency shifts. You can change it at any time in the module settings, and it will affect newly created emergency shifts. Q: Is the bonus amount automatically added to payroll? A: Yes, if the Bonuses/Retentions and Payroll modules are enabled. The emergency shift bonus appears as a line item in the Pay Rate report. Q: Can multiple employees accept the same emergency shift? A: No. Once an employee accepts the shift, it is assigned to them and no longer available to others. Q: What happens if no one accepts the emergency shift? A: The shift remains open on the schedule. You can increase the bonus, notify more employees, or assign it manually. ### Possible Issues and Solutions Issue Cause Solution Employees cannot see the emergency shift Visibility is set to “notified only” and they were not notified Either notify the specific employees or change the visibility to “Show to everyone.” Bonus not appearing in payroll Bonuses/Retentions or Payroll module not enabled Enable both modules to see bonus amounts in salary reports. No one is accepting the emergency shift Bonus is too low or timing is inconvenient Increase the bonus amount or expand the notification to more employees. Emergency flag option not available when creating a shift Module is not enabled Enable the Emergency Shifts module from the Modules page. Employee accepted but shift still shows as open Browser not refreshed or sync delay Refresh the schedule page. If the issue persists, contact support. --- # Module System Overview Source: https://help.shifton.com/shifton/module-system-overview/ Shifton uses a modular architecture that lets you pay only for the features you actually need. This article explains how the module system works and how. Shifton uses a modular architecture that lets you pay only for the features you actually need. This article explains how the module system works and how to manage your active modules. ### What Is This? The Module System is the backbone of Shifton’s flexibility. Instead of a one-size-fits-all plan, Shifton offers 15 individual modules that you can mix and match based on your company’s requirements. Each module adds a specific set of features to your workspace — from payroll and attendance tracking to vacation management and forecasting. Every new account starts with a 30-day free trial for all modules, so you can explore everything before committing. ### Prerequisites - An active Shifton account with Owner or Admin role. - At least one company created in the system. ### How to Access the Modules Page - Log in to your Shifton account. - Navigate to Modules in the left sidebar - You will see two tabs: - Modules — the full list of available modules with toggle switches. - Settings — configuration options for each enabled module. ### How to Enable or Disable a Module - Go to the Modules tab. - Find the module you want to activate. - Click the toggle switch next to the module name to turn it on or off. - Confirm your choice in the pop-up dialog. - The module becomes active immediately — some modules may require additional configuration in the Settings tab. Q: Disabling a module does not delete any data associated with it. If you re-enable the module later, your previous settings and records will still be there. ### Pricing Model Shifton uses a two-part pricing model for modules: Component Description Fixed monthly fee A flat fee charged per month for the module itself, regardless of team size. Per-employee fee An additional fee charged per month for each active employee in your company. #### Pricing Example Here is a sample calculation for a company with 10 employees using several modules: Module Monthly Fee Per-Employee Fee Total (10 employees) Base platform $0/month $1/employee $0 + $10 = $10 Payroll $0/month $0.50/employee $0 + $5 = $5 Attendance $0/month $1/employee $0 + $10 = $10 Time-Off Requests $0/month $1/employee $0 + $10 = $10 The base platform cost is $1/employee/month. There is no flat monthly company fee. Module fees are added on top. #### Free Trial All modules come with a 30-day free trial. During the trial: - All features of the module are fully available. - No credit card is required to start the trial. - At the end of the trial, the module will be deactivated unless you subscribe. ### List of Available Modules # Module Fixed Fee Per-Employee Fee 1 Departments and Projects $1/month per project (1 free) — 2 Payroll $0/month $0.50/employee 3 Time-Off Requests $0/month $1/employee 4 Employee Working Hours $0/month $0.50/employee 5 Company Files $1/month — 6 SMS Notifications $0/month $0.20–$0.70/SMS (depends on country, prepaid) 7 Bonuses/Retentions $0/month $0.50/employee 8 Breaks $0/month $0.50/employee 9 Attendance $0/month $1/employee 10 Work Location Control $0/month $5/employee 11 Vacation Management $0/month $1/employee 12 Emergency Shifts $0/month $0.50/employee 13 Activity $0/month $0.50/employee 14 Forecasting $0/month $2/employee ### Access Permissions Role View Modules Enable/Disable Change Settings Owner Yes Yes Yes Admin Yes Yes Yes Manager Yes No No Employee No No No ### FAQ Q: Can I try a module before paying for it? A: Yes. Every module includes a 30-day free trial with full functionality. No payment information is required to start the trial. Q: What happens to my data if I disable a module? A: Your data is preserved. If you re-enable the module later, all your previous settings and records will be intact. Q: Can I enable multiple modules at the same time? A: Absolutely. You can enable any combination of modules that suits your workflow. Each module is billed independently. Q: How is billing calculated if I enable a module mid-month? A: Billing is prorated. You will only be charged for the remaining days of the current billing period. Q: Is there a discount for enabling all modules? A: Pricing is per-module. Contact Shifton support for information about volume or bundle discounts. ### Possible Issues and Solutions Issue Cause Solution Module toggle is grayed out You do not have Admin or Owner permissions Ask your account Owner or Admin to enable the module for you. Module features not appearing after enabling Browser cache showing old interface Refresh the page or log out and log back in. Trial ended but module still shows as active Billing delay or grace period Check your subscription status in the Billing section. Settings tab is empty for a module The module has no configurable settings, or it is not enabled Verify the module is toggled on in the Modules tab. Unexpected charges on invoice Additional modules were enabled during the billing cycle Review the Modules page to see which modules are currently active. --- # Working with Multiple Companies Source: https://help.shifton.com/shifton/multiple-companies/ Switch between different company accounts in Shifton if you are a member of more than one organization. What Is This? Shifton allows a single user account. Switch between different company accounts in Shifton if you are a member of more than one organization. ### What Is This? Shifton allows a single user account to be associated with multiple companies. This is common for freelancers, consultants, or part-time workers who work for more than one organization. Each company has its own separate settings, employees, schedules, and data. You can switch between companies at any time without logging out. ### Prerequisites Requirement Details Account Active Shifton account Companies You must be invited to and accepted into at least two companies ### Step-by-Step Instructions #### Switching Between Companies - Click on the Shifton menu (your company name or the Shifton logo in the top-left area). - Select “Change company” from the menu. - A list of all companies you belong to appears. - Click on the company you want to switch to. - The interface reloads with the selected company’s data, schedules, and settings. #### Understanding Company Separation Each company operates independently within Shifton: Aspect Behavior Settings Each company has its own modules, configurations, and preferences Employees Employee lists are separate per company Schedules Schedules, shifts, and projects are unique to each company Roles Your role may differ across companies (e.g., Manager in one, Employee in another) Files Company files are separate and not shared between companies Billing Each company has its own billing and subscription #### Identifying Your Current Company - The current company name is typically displayed in the top-left area of the screen or in the navigation header. - If you are unsure which company you are viewing, check the company name before making changes. ### Access Permissions Role Switch Companies View Company List Owner Yes Yes (own companies) Administrator Yes Yes (assigned companies) Manager Yes Yes (assigned companies) Employee Yes Yes (assigned companies) ### FAQ Q: Is there a limit to how many companies I can belong to? A: There is no built-in limit on the number of companies your account can be associated with. Q: Do my shifts in one company affect my schedule in another? A: No, each company’s schedule is completely independent. Shifton does not check for conflicts across companies. Q: Can I have different roles in different companies? A: Yes. You might be an Owner in one company and an Employee in another. Your role is set independently by each company’s administration. Q: Do I use the same login for all companies? A: Yes, you use a single Shifton account to access all companies you belong to. There is no need to create separate accounts. Q: Can I transfer data between companies? A: No, company data is isolated. Schedules, employees, and files cannot be transferred between companies. ### Possible Issues and Solutions Issue Possible Cause Solution “Change company” option not visible You only belong to one company You must be added to a second company to see this option Cannot find a company in the list You have not been invited to that company yet Ask the company’s Owner or Administrator to invite you Wrong company loaded after switching Browser caching Refresh the page after switching companies Settings look different after switching Each company has its own configuration This is expected — settings are company-specific Schedule not showing after switch You are not assigned to a schedule in this company Ask the company manager to assign you to a schedule --- # Pay Rates — How to Set and Change Employee Pay Source: https://help.shifton.com/shifton/pay-rates/ Learn how Shifton determines what pay rate to use for each shift, where to configure rates at each level, and how to update rates on shifts that have. Learn how Shifton determines what pay rate to use for each shift, where to configure rates at each level, and how to update rates on shifts that have already been created. ### How Pay Rates Work in Shifton Shifton uses a cascade hierarchy to determine the pay rate for each shift. Each level can override the level above it: 1. Individual shift rate (highest priority, set per-shift) ↓ 2. Position rate (if Pay rate priority = "By positions") OR Location rate (if Pay rate priority = "By location") ↓ 3. Schedule rate (set during schedule creation, Step 1) ↓ 4. Company rate — Salary Settings (fallback / lowest priority) Shifton uses the most specific rate it can find. If an individual shift has a rate set, that rate wins. If not, it checks the position or location (depending on your priority setting), then the schedule, and finally falls back to the company-wide rate. ### Where to Set Pay Rates #### 1. Company-Wide Rate (Salary Settings) The base rate that applies to all employees when no override exists. - Go to Company Settings → Salary Settings. - Set Basic rate/hour (for hourly pay) or Rate per shift (for flat shift pay). - Set Pay rate priority: choose By positions or By location. - Click Save. Q: Choose Rate per hour (pay per actual hour worked) or Rate per shift (flat amount per shift regardless of duration). When switching between modes, the system auto-converts existing rates (rate per shift = rate per hour × 10 as default multiplier). #### 2. Schedule Rate (Optional Override) Set a different base rate for all shifts in a specific schedule. - Open the schedule wizard (create or edit a schedule). - On Step 1 — Basic settings, find the “Basic employee pay rate in this schedule” field. - Enter the hourly rate (optional — leave blank to use the company rate). - Proceed through the wizard and save. #### 3. Position Rate Set a specific rate for each job position. - Click the company name (top-right corner) → Positions. - Click Edit on the position you want to configure. - Set the Basic rate/hour field. - Optionally set Monthly working hours if hours are tied to this position. - Save. For position rates to apply, go to Company Settings → Salary Settings and set Pay rate priority = By positions. #### 4. Individual Shift Rate Override the rate for a single shift. - Open the shift edit form (click the shift on the schedule grid). - Find the Basic pay rate field. - Enter the rate for this specific shift. - Save. This is the highest-priority rate and will override everything else for that shift. ### How to Update Rates on Existing Shifts When you change a pay rate (at company, position, or schedule level), existing shifts are not automatically updated. They retain the rate that was applied when they were created. To apply updated rates to existing shifts, use Bulk Shift Actions → Edit → Recalculate salary: - Go to the Schedule page. - Click Actions → Bulk Shift Actions. - On the Period tab, set the date range for the shifts you want to update. - Filter by employees or shift templates if needed. - Click Edit. - From the Edit sub-actions dropdown, select Recalculate salary. - Confirm. Shifton re-evaluates each selected shift using the current rate settings. Tip: Run “Recalculate salary” after any pay rate change to ensure your Payroll reports reflect the new rates accurately. ### Setting Individual Pay Rates per Employee (Scheduled Team Members) You can set a different pay rate for each employee within a specific schedule using the Scheduled team members tab: - Go to Schedules page → click the Edit (pencil) icon on the schedule. - Switch to the Scheduled team members tab. - At the top, you can change the schedule-level base rate (e.g., 40.00 USD/hour). - Check Set basic pay rate for employees on the schedule and choose: - Set basic pay rate for employees that have the value of previous basic pay rate — only updates employees who still have the old rate - Set basic pay rate for all employees — overwrites everyone’s rate - Optionally check Set basic pay rate for employees starting from the selected date and set the During the period from date. - Click Save changes. Below the bulk section, a table lists every employee with individual controls: Column Description Name Employee name Pay rate USD per hour Editable rate with +/- buttons — set a unique rate per employee Marks Assign shift marks to this employee Date Date from which the new rate takes effect Save Save this employee’s individual rate This is how you set different hourly rates for individual employees. The employee profile does not have an hourly rate field — individual rates are set here, in the Scheduled team members tab. ### Employee Profile — Monthly Rate % On the employee profile (General Information tab), there is a Monthly rate % field. This is not an hourly rate — it represents a percentage adjustment to the employee’s monthly calculated pay (e.g., 100% = no adjustment, 80% = 80% of standard monthly calculation). This field does not set an hourly rate. Actual hourly rates are set at company, schedule, position level, or individually via the Scheduled team members tab as described above. ### Pay Rate Summary Table Where How to Access Applies To Priority Individual shift Shift edit form → Basic pay rate One shift Highest Position Positions page → Edit → Basic rate/hour All shifts for employees with this position High (if By positions) Location Location rate (configured per location) All shifts at this location High (if By location) Schedule Schedule wizard → Step 1 → Pay rate field All shifts in this schedule Medium Company Company Settings → Salary Settings All shifts (fallback) Lowest ### Access Permissions Role Change Company Rate Change Position Rate Change Schedule Rate Edit Individual Shift Rate Run Recalculate Salary Owner Yes Yes Yes Yes Yes Admin Yes Yes Yes Yes Yes Manager No No No (if not owner of schedule) Yes (assigned shifts) Yes (assigned projects) Employee No No No No No ### FAQ Q: I changed the pay rate in Salary Settings but the Payroll report still shows the old amount. Why? A: Existing shifts keep the rate from when they were created. Use Bulk Shift Actions → Edit → Recalculate salary to apply the updated rate to past and future shifts. Q: Where do I set an individual pay rate per employee? A: Go to the Schedules page → Edit (pencil icon) on the schedule → Scheduled team members tab. Each employee has an editable pay rate field with a Save button. You can also assign them to different Positions with unique rates. Q: What is the difference between “By positions” and “By location” pay rate priority? A: – By positions — the rate comes from the Position assigned to the employee – By location — the rate comes from the Location assigned to the shift Choose based on whether your pay differences are role-based or site-based. Q: Can I see each employee’s effective pay rate? A: Yes. Enable “Show the employee his estimated salary” and “Show employee salaries to the manager” in Salary Settings. The estimated salary appears in the Payroll report, calculated using the applicable rate for each shift. Q: What does switching Rate Mode (per hour → per shift) do to existing rates? A: The system converts the existing rate value. When switching from per hour to per shift, the rate is multiplied by the standard shift duration factor. Review rates after switching to confirm the converted amounts are correct. ### Possible Issues and Solutions Issue Cause Solution Payroll report shows wrong amounts after rate change Existing shifts use old rates Run Bulk Shift Actions → Edit → Recalculate salary for the relevant period Position rate not applied Pay rate priority not set to “By positions” Company Settings → Salary Settings → Pay rate priority = By positions All employees get the same rate despite different positions Positions don’t have rates set, or priority is not “By positions” Set a Basic rate/hour on each Position page; check priority setting Rate per shift seems too high after switching from per hour Auto-conversion multiplied by 10 Manually correct the rate in Salary Settings after switching modes --- # Payroll Source: https://help.shifton.com/shifton/payroll/ Generate detailed salary reports for your employees based on their shifts, rates, bonuses, and deductions. What Is This? The Payroll module gives you the. Generate detailed salary reports for your employees based on their shifts, rates, bonuses, and deductions. ### What Is This? The Payroll module gives you the tools to track and calculate employee compensation. Once enabled, you gain access to the Pay Rate Reports section which shows detailed salary breakdowns based on worked hours, hourly or shift rates, overtime, night shift rates, holiday rates, bonuses, and retentions. You can also configure pay rates and salary rules through the Salary Settings page. This module is designed for managers and accountants who need clear, exportable salary data without relying on external spreadsheets. Q: All calculations in Shifton Payroll are estimates intended for forecasting and internal reporting. They are not a substitute for your accounting or payroll software. Final salary figures must be calculated and processed through your own payroll system. ### Prerequisites - An active Shifton account. - Owner or Admin role. - Employee pay rates configured in Salary Settings. ### How to Enable/Disable - Go to Modules in the left sidebar. - Find Payroll in the module list. - Toggle the switch to enable or disable the module. - Once enabled, Pay Rate report and Salary Settings become available. ### Module Settings Payroll settings are configured through the Salary Settings page rather than the Module Settings tab. Here you can: - Define hourly rates or shift-based rates for each employee or position. - Set overtime multipliers. - Configure pay periods (weekly, bi-weekly, monthly). - Link bonuses and retentions from the Bonuses/Retentions module (if enabled). ### Step-by-Step Usage Guide #### Setting Up Pay Rates Base rate per schedule: 1. When creating or editing a schedule, go to Step 1 — General Information. 2. Set the base pay rate in the selected currency. This rate applies to all employees in that schedule by default. Individual rates per employee: 1. Click Scheduling → Schedules, then click the pencil icon next to the schedule. 2. Go to the Scheduled team members tab. 3. Set individual hourly rates for each employee on that schedule. Date-effective rate changes (raises): 1. In the Scheduled team members tab, click the + button next to the employee. 2. Enter the new rate and set the effective date (e.g. the 1st of next month). 3. The system automatically applies the old rate to shifts before that date and the new rate from that date onward. From Salary Settings: 1. Navigate to Salary Settings from the left sidebar (or company name → Company Settings → Salary Settings). 2. Select an employee or position. 3. Enter the base rate (hourly or per shift). 4. Configure overtime rules if applicable. 5. Click Save. #### Generating a Pay Rate Report - Go to Reports > Pay Rate Reports from the left sidebar. - Select the start date and end date for the report period. - Filter by project and/or employees as needed. - The report will display: - Total hours worked per employee. - Base pay calculation. - Overtime pay (with configured multipliers). - Night shift and holiday rate breakdowns (if configured). - Bonuses and retentions (if the Bonuses/Retentions module is enabled). - Estimated total. - Click Export to download the report as a spreadsheet. #### Reviewing Individual Employee Pay - Open the Pay Rate report. - Click on an employee’s name to see their detailed breakdown. - Review line items for each shift, including start/end times, duration, and calculated pay. ### Pricing Info Component Cost Monthly module fee $0/month Per-employee fee $0.50/employee/month For example, a company with 20 employees would pay: $0 + (20 x $0.50) = $10/month. ### Access Permissions Role View Pay Reports Configure Salary Settings Export Reports Owner Yes Yes Yes Admin Yes No Yes Manager Assigned projects only No Assigned projects only Employee Own data only No No ### FAQ Q: Can employees see their own salary information? A: Employees can view their own pay data but cannot see other employees’ salaries or modify any settings. Q: Does the Payroll module handle tax calculations? A: No. The Payroll module calculates estimated gross pay based on hours, rates, bonuses, and deductions. Tax withholding and net pay calculations should be handled by your accounting software or payroll provider. Shifton payroll figures are estimates for planning and reporting purposes only. Q: Is the Payroll module required for basic Shifton use? A: No. The module is optional and only needed if you want detailed pay rate reports with breakdowns. Basic scheduling and attendance tracking work without it. Q: Can I set different rates for different projects? A: Yes. Pay rates can be configured per employee and per project in the Salary Settings page. Q: How does overtime get calculated? A: Overtime multipliers are configured in Salary Settings. The system automatically applies the multiplier when an employee’s hours exceed the defined threshold. Q: Do bonuses from the Bonuses/Retentions module appear in the Pay Rate report? A: Yes, if the Bonuses/Retentions module is enabled. Bonuses and retentions are included as separate line items in the payroll report. ### Possible Issues and Solutions Issue Cause Solution Pay Rate report shows $0 for all employees Pay rates have not been configured Go to Salary Settings and set up rates for each employee or position. Overtime not being calculated Overtime rules not configured Set up overtime multipliers and thresholds in Salary Settings. Bonuses not appearing in the report Bonuses/Retentions module is not enabled Enable the Bonuses/Retentions module from the Modules page. Report shows fewer hours than expected Shifts were not confirmed or attendance not recorded Verify shift confirmations and attendance records for the period. Cannot export the report Browser pop-up blocker is preventing the download Allow pop-ups for the Shifton domain in your browser settings. --- # Salary Settings Source: https://help.shifton.com/shifton/salary-settings/ Configure how Shifton calculates employee pay, including the base currency, overtime rules, and night shift rate multipliers. These settings form the. Configure how Shifton calculates employee pay, including the base currency, overtime rules, and night shift rate multipliers. These settings form the foundation of all payroll-related reports. ### What Is This? The Salary Settings tab lets you define the pay calculation parameters that Shifton uses when generating salary reports and cost estimates. Here you set the currency for all monetary displays, specify how overtime hours are compensated, and configure premium rates for night shifts. These settings apply company-wide and affect all employees unless overridden at the individual level. You can access this tab by navigating to Company Settings > Salary Settings. ### Prerequisites - You must have an Owner role in Shifton. - Your company should have at least one active employee and a schedule in place for salary calculations to produce meaningful results. ### Step-by-Step Instructions #### Step 1: Open the Salary Settings Tab - Log in to your Shifton account. - Go to Company Settings by clicking your company name in the sidebar. - Click the Salary Settings tab. #### Step 2: Set the Base Currency - Locate the Base Currency field. - Select your preferred currency from the dropdown. Field Description Example Base Currency The currency used for all salary calculations, reports, and monetary displays across the platform. Shifton supports 154 world currencies — from Afghan Afghani to Zambian Kwacha, including USD, EUR, GBP, UAH, PLN, ILS, RUB, JPY, CHF, CAD, BRL, AUD, and many more. US Dollar (default) - Click Save after making your selection. #### Step 2b: Set the Rate Mode Field Description Rate mode Rate per hour — pay for each hour actually worked. Rate per shift — fixed payment per shift regardless of duration. Basic rate/hour (shift) Company fallback rate. Applied if no more specific rate is set for the shift. Q: When switching rate mode, new settings apply only to shifts added after the change. Existing shifts remain unchanged. #### Step 2c: Set Pay Rate Priority Determines which rate is used for salary calculation: Option Description Example By positions Rate comes from the employee’s position Supervisor — $60/hr, Operator — $40/hr By location Rate comes from the shift’s location New York office — $45/hr, Miami office — $38/hr #### Step 3: Configure Overtime Rules Define how hours beyond the standard workday or workweek are compensated. The table below describes the available settings. Field Description Example Overtime Calculation Method Determines whether overtime is calculated based on daily hours, weekly hours, or both. Daily / Weekly / Daily + Weekly Daily Overtime Threshold The number of hours in a single day after which overtime begins. 8 hours Weekly Overtime Threshold The number of hours in a single week after which overtime begins. 40 hours Overtime Rate Multiplier The pay multiplier applied to overtime hours. A value of 1.5 means employees earn 150% of their base rate for overtime. 1.5x (150%) - Select the overtime calculation method that matches your company’s policy. - Set the daily and/or weekly thresholds. - Enter the overtime rate multiplier. - Click Save. #### Step 4: Configure Night Working Hours Night shift premiums compensate employees who work during late-night or early-morning hours. Set Start (default: 20:00) and End (default: 08:00), then configure detection and recalculation rules. Night time zone: By project timezone / By user timezone. Night shift definition type ⓘ “This option allows you to set the parameter by which the night shift will be determined.” Option Tooltip (ⓘ) By full entry “The entire shift must be within night time.” At the beginning of the shift “The start of the shift must overlap with night time” By overlapping “The shift must overlap by the specified number of hours with night time” If “By overlapping” is selected, set Number of hours (default: 0). Night time accounting type ⓘ “You can specify whether to consider the entire shift time as night time or only the part that intersects.” Option Tooltip (ⓘ) All shift time “The entire shift time will be considered as night time.” Time crossing “Only the time of intersection with night time will be considered as night time.” Recalculation type ⓘ “Specifies the type of coefficient by which work with night shifts will take place.” Option Tooltip (ⓘ) Time recalculation “The duration of the night time will be increased by the specified factor.” Rate recalculation “The rate of payment for the night time will be increased by the specified coefficient” - Coefficient: default 2.0000 (= 200% of base rate) - Maximum number of night shifts per week: default 0 (unlimited) #### Step 5: Additional Schedule Options Used when auto-generating schedules (set > 0 to activate): Field Default Minimum break between shifts (hours) 8.00 Minimum break after night shift for women (hours) 0.00 Minimum break in a row per week (hours) 0.00 #### Step 6: Additional Salary Settings Setting Default ☑ Show the employee his estimated salary Enabled ☑ Show employee salaries to the manager Enabled ☑ Hourly Rate by position Enabled ☐ Separate of transitioning shifts Disabled Click Save after configuring all sections. ### Access Permissions Role View Edit Owner Yes Yes Administrator No No Manager No No Employee No No ### FAQ Q1: If I change the Base Currency, will existing salary data be converted? A: No. Changing the Base Currency affects how values are displayed going forward. Historical salary data retains the currency it was originally recorded in. If you are switching currencies, review past reports for consistency. Q2: Can I set different overtime rules for different departments? A: The Salary Settings tab defines company-wide defaults. Department-level or individual overrides may be available depending on your plan. Check with Shifton support for advanced overtime configuration options. Q3: What is the difference between the three night shift rate tiers? A: The tiers allow you to apply progressively higher premiums depending on the circumstances. For example, Tier 1 (100%) might apply to regular weeknight shifts, Tier 2 (200%) to weekend night shifts, and Tier 3 (300%) to public holiday night shifts. You define when each tier applies based on your internal policy. Q4: Do these settings affect actual salary calculation, or are they only for reports? A: Shifton uses these settings to calculate estimated pay in reports and dashboards. Shifton does not process actual payroll payments. You would export the calculated data to your payroll system or accountant. Q5: An employee’s overtime is not being calculated correctly. Where should I check first? A: First, verify the overtime thresholds and calculation method on this tab. Then check the employee’s individual profile to see if any overrides are set. Finally, review the employee’s actual logged hours to confirm they exceed the threshold. Q6: I changed the rate mode — will existing shifts be recalculated? A: No. When switching rate mode, new settings apply only to shifts added after the change. Existing shifts keep their original rate. Use Bulk Shift Actions > Edit > Recalculate salary to update existing shifts. Q7: What is the difference between “By positions” and “By location” pay rate priority? A: If pay depends on the employee’s job role (e.g. Supervisor vs Operator) — choose “By positions”. If pay depends on where the shift takes place (e.g. New York vs Miami office) — choose “By location”. ### Possible Issues and Solutions Issue Cause Solution Overtime hours are not appearing in reports The overtime threshold is set higher than the actual hours worked, or the wrong calculation method is selected. Lower the threshold or switch between Daily and Weekly calculation methods to match your policy. Night shift premium is not applied The night shift start/end times do not overlap with the employee’s actual shift hours. Verify that the night shift time window covers the hours your employees work. Adjust start and end times if needed. Currency symbol is wrong in reports The Base Currency was changed but the browser is showing cached data. Refresh the browser. If the issue persists, clear the cache or try a different browser. Cannot edit Salary Settings You do not have the required permissions. Contact your company Owner to make changes. Salary report totals seem too high or too low Multiple rate multipliers may be stacking (e.g., overtime + night shift), or a rate was entered incorrectly. Review each multiplier value carefully. Ensure overtime and night shift rates are set to the intended percentages, not compounding unexpectedly. --- # SMS Notifications Source: https://help.shifton.com/shifton/sms-notifications/ Send text message notifications to your employees for shift updates, reminders, and important announcements. What Is This? The SMS Notifications module. Send text message notifications to your employees for shift updates, reminders, and important announcements. ### What Is This? The SMS Notifications module enables you to reach employees via SMS text messages. This is ideal for teams where not everyone has constant access to the internet or the Shifton app. SMS messages can be used for shift reminders, schedule changes, and other critical communications. SMS notifications work alongside Shifton’s other notification channels (in-app, email, Telegram) and can be enabled for specific events in your workflow. ### Prerequisites - An active Shifton account. - Owner or Admin role to enable the module and configure notifications. - Employees must have valid phone numbers in their profiles. - SMS notifications must also be toggled on in Basic Company Settings. ### How to Enable/Disable - Click your company name (top-right corner) → Modules. - Find SMS Notifications in the module list. - Toggle the switch to enable or disable the module. - Then go to Modules > Settings > Basic Company Settings and ensure SMS notifications is toggled on. ### Module Settings This module does not have a dedicated settings section. SMS delivery is controlled by: - The module being enabled on the Modules page. - The SMS notifications toggle in Basic Company Settings. - Valid phone numbers on employee profiles. ### Step-by-Step Usage Guide #### Enabling SMS for Your Company - Enable the SMS Notifications module on the Modules page. - Go to Modules > Settings > Basic Company Settings. - Toggle SMS notifications to On. - Click Save. - Ask employees to log out and log back in. #### Verifying Employee Phone Numbers - Go to the Employees list. - Open each employee’s profile. - Ensure the Phone number field is filled in with a valid mobile number including the country code. - Save any changes. #### Sending an SMS Notification SMS notifications are sent automatically by the system based on events such as: - New shift assigned. - Shift time changed. - Shift cancelled. - Schedule published. There is no manual “send SMS” button — the system triggers messages based on configured events and employee preferences. ### Pricing Info Component Cost Monthly module fee $0/month Per-SMS fee $0.20–$0.70 per SMS (depends on recipient’s country) The module works on a prepaid basis — you must top up your SMS balance before messages can be sent. Without balance, SMS will not be delivered. To top up your SMS balance, contact Shifton support — they will provide a payment link and the exact per-SMS cost for your target countries. ### Access Permissions Role Enable/Disable Module View SMS Usage Receive SMS Owner Yes Yes Yes Admin Yes Yes Yes Manager No No Yes Employee No No Yes ### FAQ Q: Can I send a custom SMS to a specific employee? A: SMS notifications are triggered automatically by system events (shift changes, schedule updates, etc.). Manual one-off messaging is not a primary feature of this module. Q: What happens if an employee does not have a phone number in their profile? A: They will not receive SMS notifications. The system skips employees without valid phone numbers. Q: Are international SMS supported? A: Yes. Ensure the phone number includes the correct country code. SMS cost varies by country ($0.20–$0.70 per message). Q: Can employees opt out of SMS notifications? A: Employees can manage their notification preferences in their profile settings. However, company-level notifications set by Admins may override individual preferences. Q: How do I top up my SMS balance? A: Contact Shifton support — they will provide a payment link and pricing for your target countries. Q: Will I be notified if an SMS fails to deliver? A: The system does not track individual SMS delivery status. If you suspect delivery issues, contact support. ### Possible Issues and Solutions Issue Cause Solution No SMS being sent Module enabled but SMS toggle off, or SMS balance is empty Enable SMS in Basic Company Settings AND top up SMS balance (contact support for payment link). Specific employee not receiving SMS Missing or invalid phone number on their profile Add a valid phone number with country code to the employee’s profile. High SMS costs Too many notification events triggering SMS Review which events trigger SMS and consider using Telegram or in-app notifications for less critical updates. SMS delivered but content is truncated Message exceeds SMS character limit This can happen with long shift descriptions. Keep shift names and comments concise. Employee receives duplicate SMS Multiple notification triggers for the same event Contact Shifton support to review your notification configuration. --- # Activity Source: https://help.shifton.com/shifton/activity/ Track specific tasks and activities within employee shifts for detailed productivity and time allocation reporting. What Is This? The Activity module adds. Track specific tasks and activities within employee shifts for detailed productivity and time allocation reporting. ### What Is This? The Activity module adds a layer of task-level tracking on top of shift-based attendance. While the Attendance module records when employees start and end shifts, the Activity module tracks what they are doing during those shifts. Employees can log individual activities (tasks, assignments, job types) with start and end times, giving managers granular visibility into how time is spent. This is especially valuable for teams that handle multiple task types during a single shift, such as cleaning crews, maintenance teams, customer service representatives, or healthcare workers. ### Prerequisites - An active Shifton account. - Owner or Admin role to configure settings. - The Attendance module must be enabled (required dependency). ### How to Enable/Disable - Go to Modules in the left sidebar. - Find Activity in the module list. - Toggle the switch to enable or disable the module. ### Module Settings Navigate to Modules > Settings > Activity to configure the following: Setting Description Default How early can activity start (minutes) The number of minutes before the scheduled activity start time that an employee is allowed to begin the activity. 3 minutes How late can activity finish (minutes) The number of minutes after the scheduled activity end time that the system waits before flagging the activity as overdue. 3 minutes Change event time Allows the system or manager to adjust the recorded start/end time of an activity. Enabled / Disabled Actions with unfinished activity Determines what happens when an employee starts a new activity or ends their shift while a previous activity is still open. Notify — send a notification to the manager about the unfinished activity. Close — automatically close the previous activity when a new one starts or the shift ends. Unscheduled activity Controls whether employees can start activities that are not pre-scheduled. Enabled / Disabled Default duration (minutes) The default duration for an unscheduled activity. 60 minutes ### Step-by-Step Usage Guide #### Configuring Activity Settings - Go to Modules > Settings > Activity. - Set the early start and late finish tolerances based on your flexibility requirements. - Choose whether to allow event time changes by managers. - Select the appropriate action for unfinished activities (Notify or Close). - Enable or disable unscheduled activities. - If unscheduled activities are allowed, set the default duration. - Click Save. #### Creating Scheduled Activities - Open the Activity page (left sidebar → Activity). - Click the Create an activity button at the top of the calendar. - Define the activity: - Name — description of the task (e.g., “Floor cleaning,” “Patient rounds”). - Start time — when the activity should begin. - End time — when the activity should end. - Employee — assign to a specific employee, or leave blank for the Free activities pool. - Project — associate with a project. - Click Save. #### How Employees Log Activities - During their shift, the employee opens their shift view. - They see the list of scheduled activities. - They click Start on the current activity when they begin. - When finished, they click End. - If unscheduled activities are allowed, they can also click Start New Activity to log ad-hoc tasks. #### Reviewing Activity Reports - Navigate to the Reports section. - Look for activity-related data in the Attendance or Working Hours reports. - Review time spent per activity, per employee, and per project. - Identify patterns such as tasks that consistently take longer than scheduled. ### Pricing Info Component Cost Monthly module fee $0/month Per-employee fee $0.50/employee/month For example, a company with 15 employees would pay: $0 + (15 x $0.50) = $7.50/month. ### Access Permissions Role Configure Settings Create Activities Start/End Own Activities View Team Activities View All Activities Owner Yes Yes Yes Yes Yes Admin Yes Yes Yes Yes Yes Manager No Assigned projects Yes Assigned projects No Employee No No Yes No No ### FAQ Q: What is the difference between the Attendance module and the Activity module? A: The Attendance module tracks shift-level events (clock in, clock out, breaks). The Activity module tracks task-level events within a shift — what the employee is actually working on during their hours. Q: What happens when an employee forgets to end an activity? A: It depends on your settings. If set to “Notify,” the manager is alerted about the open activity. If set to “Close,” the system automatically ends the activity when the next one starts or the shift ends. Q: Can employees start activities before their shift begins? A: No. Activities are tied to active shifts. The employee must be clocked in before they can start logging activities. Q: Is there a limit to how many activities can be in one shift? A: There is no hard limit. Employees can log as many activities as needed during their shift. Q: Can I use this module without pre-scheduling activities? A: Yes. If Unscheduled activity is enabled, employees can log ad-hoc activities during their shifts without them being pre-defined in the schedule. ### Possible Issues and Solutions Issue Cause Solution Activity button not visible for employees Module is not enabled or Attendance module is missing Enable both the Attendance and Activity modules. Employee cannot start activity early “How early can activity start” is set to 0 or a very small value Increase the early start tolerance (default is 3 minutes). Open activities accumulating without being closed “Actions with unfinished activity” is set to Notify instead of Close Switch to “Close” if you want automatic cleanup, or train employees to end activities manually. Unscheduled activity option not available “Unscheduled activity” is disabled in settings Enable unscheduled activity in the Activity module settings. Activity times do not match actual work Event time changes are disabled Enable “Change event time” to allow managers to correct activity records. --- # Adding Shifts Source: https://help.shifton.com/shifton/adding-shifts/ Learn how to add individual shifts to employees using the Add Shift form, including the Period and Specific Days tabs, shift templates, and all available. Learn how to add individual shifts to employees using the Add Shift form, including the Period and Specific Days tabs, shift templates, and all available fields. ### What Is This? Adding shifts is one of the most common actions on the Schedule page. Whether you are filling in an Empty schedule from scratch or making adjustments to an automatically generated schedule, the Add Shift form lets you assign a shift to a specific employee with full control over dates, times, breaks, locations, and notes. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have at least one project with a schedule 2 Admin, Owner, or Manager role You need permissions to add shifts 3 Employees assigned to the project You can only add shifts to employees in the project 4 At least one schedule created Shifts must belong to a schedule ### Step-by-Step Instructions #### Opening the Add Shift Form - On the Schedule page, locate the employee row where you want to add a shift. - Click the context menu (three-dot icon) on the employee’s row. - Select Add shift to employee. - A side panel opens on the right with the Add Shift form. #### Understanding the Two Tabs The Add Shift form has two tabs at the top: Tab Description Period (default) Add shifts over a date range with specific days of the week selected Specific days Add shifts on individually selected dates #### Adding a Shift Using the Period Tab - Make sure the Period tab is selected (it is the default). - Fill in the following fields: Field Description Date from The start date of the period Date to The end date of the period Days of week toggles Click to select which days of the week the shift should apply to (e.g., Mon, Tue, Wed) Shift template Select a pre-defined shift template from the dropdown to auto-fill time and break fields. The template’s color is also applied. Shift period Auto-calculated based on the From/To times — shows the total shift duration From (time) The shift start time To (time) The shift end time Break (minutes) The break duration in minutes Marks Add any custom marks or tags to this shift Location Assign a work location to the shift Note Add a text note with additional information Hide note Check this box to make the note visible only to managers (not employees) - Review all fields. - Click Add a shift to save. #### Adding a Shift Using the Specific Days Tab - Click the Specific days tab at the top of the form. - Instead of a date range and day-of-week toggles, you will see a calendar picker. - Click on the individual dates when you want to add the shift. - Fill in the remaining fields (shift template, times, break, marks, location, note) — same as the Period tab. - Click Add a shift to save. #### Using Shift Templates - In the Shift template dropdown, select a template. - The From, To, Break, and Color fields are automatically populated. - You can still modify any auto-filled field before saving. - If no templates are available, you can create them on the Shift Templates tab of the Schedules page. ### Access Permissions Role Add Shifts Edit Shift Details Use Shift Templates Add Notes Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes Yes Employee Only if “Create own shifts” permission is enabled No No No ### FAQ Q: What is the difference between the Period and Specific Days tabs? A: The Period tab lets you add shifts over a date range with selected days of the week (e.g., every Monday and Wednesday from March 1-31). The Specific Days tab lets you pick individual dates on a calendar, which is useful for irregular schedules. Q: Can I add multiple shifts to the same employee on the same day? A: Yes, you can add more than one shift per day for the same employee, such as a split shift (morning and evening). Q: What does the “Hide note” checkbox do? A: When checked, the note is only visible to managers and administrators. Employees will not see it on their schedule view. Use this for internal comments or reminders. Q: Do I have to use a shift template? A: No. Shift templates are optional. You can manually enter all the time and break values without selecting a template. Q: Can I add shifts to the Open Shifts row instead of a specific employee? A: Yes. You can add open shifts using the context menu on the Open Shifts row. See the Open Shifts article for more details. ### Possible Issues and Solutions Issue Possible Cause Solution “Add shift to employee” option is not available Insufficient permissions or the employee is not in the project Confirm your role and that the employee is assigned to the project Shift template dropdown is empty No shift templates have been created Create templates on the Shift Templates tab of the Schedules page Shift period shows incorrect duration The From/To times are set incorrectly Adjust the start and end times — the period recalculates automatically Cannot select certain days of the week The schedule’s date range does not include those days Check the schedule’s start and end dates Shift note is visible to employees The “Hide note” checkbox was not checked Edit the shift and enable the “Hide note” option --- # Bulk Shift Actions Source: https://help.shifton.com/shifton/bulk-shift-actions/ Perform mass operations on multiple shifts at once — move them to open, edit properties, or delete them — without touching each shift individually. Perform mass operations on multiple shifts at once — move them to open, edit properties, or delete them — without touching each shift individually. ### What Is This? Bulk Shift Actions is a panel accessible from the Actions dropdown on the Schedule page. It lets you select a large group of shifts by period, day of week, employee, or shift template, and then apply one of three operations to all of them at once: - Move to Open — unassign all selected shifts (turn them into open shifts) - Edit — change a specific property on all selected shifts (marks, location, bonus, notes, salary) - Delete — permanently remove all selected shifts ### Prerequisites # Prerequisite Details 1 Access to the Schedule page At least one project with a schedule 2 Admin, Owner, or Manager role Employees cannot use Bulk Actions 3 Existing shifts on the schedule There must be shifts to act upon ### Opening Bulk Shift Actions - Navigate to the Schedule page for your project. - Click the Actions dropdown in the top bar. - Select Bulk Shift Actions. - The Bulk Shift Actions panel opens. ### Selecting Which Shifts to Affect The panel has two tabs for defining the scope: #### Period Tab Use this to select all shifts within a date range. Field Description Date from / Date to The date range to include Days of week Toggle individual days (Mon–Sun) to include only specific weekdays Select shift templates Filter by one or more shift templates (optional) Select employees Filter by specific employees (optional; leave empty = all) Open shifts Radio filter: No (exclude open shifts) / With (include open shifts) / Only (open shifts only) #### Specific Days Tab Use this to hand-pick individual calendar dates instead of a continuous range. ### Applying an Action After configuring the scope, click one of the three action buttons at the bottom: #### Move to Open Removes the employee assignment from all selected shifts. Shifts remain on the schedule as open (unassigned) — any qualified employee can pick them up. #### Edit Opens a dropdown to select what to edit on all selected shifts: Sub-action What It Does Add a mark Applies a shift mark/tag to all selected shifts Remove a mark Removes an existing mark from all selected shifts Set location Assigns a location to all selected shifts Delete location Removes the location from all selected shifts Add bonus Adds a monetary bonus to all selected shifts Recalculate salary Re-applies the current pay rate settings to all selected shifts (useful after changing rates) Add/delete notes Adds or removes a note on all selected shifts After selecting a sub-action, fill in the required value (e.g., which mark, which location, bonus amount) and confirm. #### Delete Permanently removes all shifts matching the scope criteria. This action cannot be undone. ### Access Permissions Role Can Use Bulk Shift Actions Owner Yes — all projects Admin Yes — all projects Manager Yes — assigned projects only Employee No ### FAQ Q: Can I undo a bulk action? A: No. Bulk actions are applied immediately and cannot be reversed. Always review your scope carefully — especially the date range and employee filters — before clicking. Q: What does “Recalculate salary” actually do? A: It re-evaluates the pay rate for each selected shift based on the current Salary Settings (company rate, position rate, or location rate). Use this after you’ve changed pay rates so that existing shifts reflect the updated amounts. Q: Can I use Bulk Actions to reassign shifts to a different employee? A: Not directly. Use “Move to Open” to unassign shifts first, then assign them manually or let employees claim them. Q: Will employees receive notifications after bulk changes? A: No automatic notifications are sent. After completing a bulk action, go to the Schedule page and click Publish & notify employees to inform your team. Q: Is there a limit to how many shifts I can modify at once? A: No strict limit, but very large operations may take a moment to process. Do not refresh the page while the action is running. ### Possible Issues and Solutions Issue Cause Solution Bulk Shift Actions not in the Actions dropdown Insufficient role Confirm you have Manager, Admin, or Owner access More shifts affected than intended Scope was too broad (date range too wide, no employee filter) Use narrower date range or filter by specific employees/templates Deleted shifts cannot be recovered No undo for bulk delete Recreate the shifts manually or use Duplicate Shifts to restore from another period Recalculate salary shows no change Pay rates in Salary Settings haven’t been updated yet First update the rate (Company Settings → Salary or Positions → rate field), then run Recalculate salary Changes not visible on grid after action Browser cache Refresh the page --- # Deactivating and Deleting Employees Source: https://help.shifton.com/shifton/deactivating-deleting/ Learn the difference between dismissing and deleting an employee in Shifton, and how to find and manage employees in the employee list. What Is This? Learn the difference between dismissing and deleting an employee in Shifton, and how to find and manage employees in the employee list. ### What Is This? When an employee leaves your company, Shifton gives you two distinct options: Dismiss and Delete. These are not the same action and have very different consequences for your historical records. - Dismiss — the standard offboarding action. The employee loses access, their status changes to Dismissed, and all historical data is preserved. - Delete — permanent removal of the employee and all their data from the system. This cannot be undone. In most cases, you should use Dismiss rather than Delete. ### Prerequisites - You have Administrator access to Shifton - The employee has been previously added to the system ### Dismiss vs Delete: Key Differences Dismiss Delete Historical data Preserved Permanently removed Past shifts in reports Remain visible Disappear from all reports System access Blocked immediately Blocked immediately Can be restored Yes No When to use Employee is leaving the company Employee was added by mistake and never worked ### Step-by-Step: Dismiss an Employee Use this when an employee is leaving the company and you want to keep their work history. #### Step 1: Open the Employee’s Profile Navigate to the Employees page and click the Edit (pencil icon) in the employee’s row to open their profile. #### Step 2: Find the Dismiss Option In the employee’s profile panel, locate the Dismiss button. It is typically found at the bottom of the profile or in the Actions menu. #### Step 3: Enter the Dismissal Date The system will ask you to specify a dismissal date. Enter the employee’s last working day. #### Step 4: Confirm Click the confirmation button. The employee’s access is blocked immediately. Their status in the employee list changes to Dismissed. What happens after dismissal: – The employee cannot log in to Shifton – All past shifts and salary records remain in reports, including the dismissal date in the Company Employees report – Future scheduled shifts for this employee are automatically removed from the schedule – The employee is excluded from billing at the next billing cycle Restoring a dismissed employee: To restore a dismissed employee, filter the employee list to show dismissed employees, open their profile, and use the restore option. ### Step-by-Step: Delete an Employee Q: Deletion is permanent and cannot be undone. All data including shift history and salary records will be permanently removed. Use this only when an employee was added by mistake or never actually worked at the company. #### Step 1: Open the Employees Page Navigate to the Employees page. #### Step 2: Click the Trash Icon Go to the Employees page. Each employee row shows TWO ICONS: a pencil (Edit) and a trash (Delete). Click the trash icon to delete the employee. #### Step 3: Confirm Deletion Confirm the deletion when prompted. Once confirmed, all data is permanently removed. What happens after deletion: – All historical shifts for this employee are removed from reports – The deletion cannot be reversed ### Finding Employees in the List #### Search Use the Search field at the top of the employee list to find a specific employee by name. The list filters in real time. #### Filter by Project Filter Option Description All Shows all employees across all projects Without a project Shows only employees not assigned to any project Specific project name Shows only employees assigned to that project #### Pagination Control how many employees are shown per page (25 / 50 / 100) using the pagination setting at the bottom of the list. ### Access Permissions Role Can Dismiss Employees? Can Delete Employees? Administrator Yes Yes Manager No No Employee No No ### FAQ Q: What is the difference between Dismiss and Delete? A: Dismiss deactivates the employee while keeping all their historical data intact — past shifts, salary records, and reports remain accessible. Delete permanently removes everything. In almost all cases, use Dismiss. Q: Can I restore a dismissed employee? A: Yes. Find them in the employee list (filter to show dismissed employees) and restore them through their profile. Q: Does a dismissed employee still count toward billing? A: No. After dismissal, the employee is excluded from billing calculations at the next billing cycle. Q: What happens to future shifts of a dismissed employee? A: Future shifts are automatically removed from the schedule when an employee is dismissed. Q: Can I undo a deletion? A: No. Deletion is permanent. You would need to re-add the employee manually, and historical data cannot be recovered. Q: What is better — Dismiss or Delete? A: Use Dismiss in the vast majority of cases. It is the safe option that preserves history and allows restoration. Use Delete only for accounts created by mistake that have no shift history. ### Possible Issues and Solutions Issue Cause Solution Cannot find an employee in the list Search term does not match, or project filter is hiding them Clear the search field, set the project filter to All, and try again Dismissed employee does not appear in the list The list filter is not showing dismissed employees Adjust the employee list filter to include dismissed employees The Delete button is not visible You do not have Administrator access Ask an Administrator to perform the deletion Accidentally deleted the wrong employee Deletion was confirmed in error Re-add the employee manually. Historical data is not recoverable Dismissed employee still appears in future schedule Schedule was not updated after dismissal Refresh the schedule; future shifts should have been automatically removed --- # Duplicating Shifts Source: https://help.shifton.com/shifton/duplicating-shifts/ Copy shifts from one period to another using the Duplicate Shifts feature. Choose specific employees, set how many times to repeat, control conflict. Copy shifts from one period to another using the Duplicate Shifts feature. Choose specific employees, set how many times to repeat, control conflict handling, and decide which shift properties to include. ### What Is This? Duplicate Shifts copies all (or selected) shifts from a source date range and pastes them starting from a target date. This is especially useful when your schedule repeats weekly — instead of manually adding every shift, duplicate the previous week’s pattern. You access Duplicate Shifts from the Actions dropdown on the Schedule page. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page At least one project with a schedule 2 Admin, Owner, or Manager role Employees cannot duplicate shifts 3 Existing shifts in the source period There must be shifts to copy ### Step-by-Step Instructions #### Opening the Duplicate Shifts Panel - Navigate to the Schedule page for your project. - Click the Actions dropdown in the top bar. - Select Duplicate Shifts. - A side panel opens with all duplication settings. #### Configuring the Duplication ##### 1. Source Period Field Description Date from Start date of the period to copy from Date to End date of the source period The system pre-fills these with the currently displayed week. ##### 2. Target Start Date Field Description Add duplicated shifts starting from The date where copied shifts will be placed. The target period length equals the source period length automatically. ##### 3. Number of Repetitions Field Description Number of repetitions How many times to paste the copied shifts (default: 1). Use +/- buttons or type a number. When set to more than 1, shifts are pasted multiple consecutive times. ##### 4. Employees Field Description Employees Multi-select of employees whose shifts to duplicate. By default, all employees in the schedule are selected. Remove employees from the list to exclude their shifts from duplication. ##### 5. Paste Option (for Multiple Repetitions) When the number of repetitions is more than 1: Option Description Indented Each repetition starts right after the previous one ends (sequential) In a row Each repetition is placed at the same starting date (overlapping) ##### 6. Additional Options Checkbox Description Copy marks Include shift marks/tags in the duplicated shifts Duplicate breaks Copy break assignments to the new shifts Duplicate locations Preserve location assignments on duplicated shifts Duplicate notes Copy notes attached to shifts Duplicate open shifts Also duplicate unassigned (open) shifts ##### 7. Conflict Handling Option Description Allow conflicts Create duplicated shifts even if they overlap with existing shifts in the target period Avoid conflicts Skip duplicated shifts that would conflict — existing shifts are kept Overwrite conflicts Replace existing shifts in the target period with the duplicated ones #### Executing the Duplication - Review all settings. - Click Duplicate to execute. - Click Cancel to close without duplicating. - After duplication, review the shifts on the schedule grid. - Click Publish & notify employees to inform your team. ### Access Permissions Role Duplicate Shifts Owner Yes Admin Yes Manager Yes (assigned projects) Employee No ### FAQ Q: Can I duplicate shifts for specific employees only? A: Yes. In the Employees field, remove employees whose shifts you don’t want to duplicate. Only shifts for the remaining selected employees will be copied. Q: Does duplicating preserve employee assignments? A: Yes. Each duplicated shift retains the same employee assignment. If an employee has been removed from the project since the original shifts, those shifts may need reassignment. Q: What does “Indented” vs “In a row” mean for repetitions? A: With 2 repetitions of a 7-day period starting March 24: – Indented: First copy covers Mar 24–30, second copy covers Mar 31–Apr 6 (sequential) – In a row: Both copies start from Mar 24 (overlapping) Q: Will open shifts be duplicated too? A: Only if you check the Duplicate open shifts option. By default, open shifts are not included. Q: What if I choose “Avoid conflicts”? A: Shifts that would overlap with existing shifts in the target period are silently skipped. All non-conflicting shifts are still created normally. Q: Can I duplicate shifts across different projects? A: No. Duplicate Shifts works within the current project only. Q: Are breaks and locations copied by default? A: The Additional options checkboxes control this. Check each option you want to carry over — by default you should verify they are enabled if you need them. ### Possible Issues and Solutions Issue Cause Solution Duplicate Shifts not in the Actions dropdown Insufficient permissions Confirm Manager, Admin, or Owner role Duplicated shifts overlap with existing ones Conflict handling set to “Allow conflicts” Use “Avoid conflicts” or “Overwrite conflicts” Some shifts missing after duplication Employee was deselected, or “Avoid conflicts” skipped them Check the Employees selection and conflict handling option Marks/locations/breaks not copied Additional options checkboxes were unchecked Re-duplicate with the relevant checkboxes enabled Too many copies of the same shifts Number of repetitions was set higher than intended Set repetitions to 1 for a single copy Wrong target dates Source period dates were incorrect Adjust Date from / Date to before duplicating --- # Editing and Deleting Shifts Source: https://help.shifton.com/shifton/editing-deleting-shifts/ Modify shift details such as times, breaks, and locations, reassign shifts to different employees, or remove shifts from the schedule entirely. Modify shift details such as times, breaks, and locations, reassign shifts to different employees, or remove shifts from the schedule entirely. ### What Is This? After shifts have been added to the schedule — whether automatically generated or manually created — you may need to make changes. Shifton allows you to edit any shift’s details, reassign it to a different employee, or delete it completely. These actions help you keep the schedule accurate and up to date as circumstances change. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have a project with existing shifts 2 Admin, Owner, or Manager role You need permissions to edit and delete shifts ### Step-by-Step Instructions #### Editing a Shift - On the Schedule page, click on the shift block you want to edit. - A detail panel or popup opens showing the shift information. - Click Edit (or the edit icon). - Modify any of the following fields: Field Description Date Change the date of the shift From / To (time) Adjust the start and end times Break (minutes) Change the break duration Shift template Switch to a different shift template Location Change the assigned work location Marks Add or remove shift marks Note Update or add a text note Hide note Toggle visibility of the note to employees - Click Save to apply the changes. #### Reassigning a Shift to a Different Employee - Click on the shift you want to reassign. - In the edit panel, look for the Employee or Assign to field. - Select a different employee from the dropdown. - Click Save. - The shift will move from the original employee’s row to the new employee’s row on the grid. #### Deleting a Shift - Click on the shift you want to remove. - In the detail panel, click Delete (or the trash icon). - Confirm the deletion in the pop-up dialog. - The shift is permanently removed from the schedule. Q: Deleting a shift cannot be undone. If the schedule has already been published, you may want to republish and notify employees about the change. ### Access Permissions Role View Shift Details Edit Shift Reassign Shift Delete Shift Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Employee Yes (own shifts only) No No No ### FAQ Q: Can I undo a shift deletion? A: No. Deleted shifts are permanently removed. If you accidentally delete a shift, you will need to create a new one manually. Q: Will employees be notified when I edit their shift? A: Not automatically. Changes take effect immediately in the system, but to notify employees you should click “Publish & notify employees” after making your edits. Q: Can I edit multiple shifts at once? A: For bulk changes, use the Bulk Shift Actions feature from the Actions dropdown in the top bar. See the Bulk Shift Actions article for details. Q: What happens if I reassign a shift to an employee who already has a shift at that time? A: The employee will have overlapping shifts. Shifton may display a warning, but it will allow the assignment. Review the schedule to resolve any conflicts. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot click on a shift to edit it The shift belongs to a hidden schedule or project Check the left panel and ensure the schedule is checked/visible Edit option is not available Insufficient permissions Confirm you have Manager, Admin, or Owner access Reassignment dropdown shows no employees No other employees are assigned to the project Assign additional employees to the project first Deleted shift still appears on the grid Browser cache is showing stale data Refresh the page Employee was not notified of the shift change The schedule was not republished after editing Click “Publish & notify employees” to send updated notifications --- # Employee Profile: Notifications Source: https://help.shifton.com/shifton/employee-profile-notifications/ Learn how to configure which notifications an employee receives and through which channels. What Is This? The Notifications tab in an employee's profile. Learn how to configure which notifications an employee receives and through which channels. ### What Is This? The Notifications tab in an employee’s profile shows the notification settings for that employee. Only the employee themselves can change their notification preferences — Administrators and Managers can view these settings but cannot modify them for other employees. Each employee can choose from four notification channels and enable or disable notifications for different event types. ### Prerequisites Before configuring notifications, make sure: - You are logged in as the employee (to configure your own notifications) - For email notifications: a valid email address is on file - For Telegram notifications: Telegram is connected to your account - For SMS notifications: a valid phone number is on file ### Step-by-Step Instructions (Employee) #### Step 1: Open Your Profile Log in to Shifton, click on your profile icon (usually in the bottom left), and navigate to the Notifications tab or settings. #### Step 2: Understand the Notification Channels Notifications can be delivered through four channels, displayed as columns in the settings table: Channel Description E-Mail Notifications sent to the employee’s email address Push Push notifications sent to the employee’s browser or mobile device Text/SMS Text messages sent to the employee’s phone number Telegram Messages sent via the Telegram messaging app Q: Text/SMS notifications may incur additional charges depending on your Shifton plan and the employee’s region. Review your plan details before enabling SMS notifications. #### Step 3: Configure Notification Types Each row in the table represents a different type of notification. Enable or disable each channel per notification type by toggling the corresponding checkbox. Notification Type Description Available To Newsletter Company news and updates from Shifton All employees Swap/Drop Requests Notifications when someone requests a shift swap or drop All employees Schedule Updates Alerts when the schedule is changed or published All employees Password change Confirmation when the employee’s password is changed All employees Late employees notification Alert when an employee has not checked in on time Managers only Early departure notification Alert when an employee checks out before their shift ends Managers only Employee leaving location Alert when an employee leaves the work location during a shift Managers only Shift start/end Reminders when a shift is about to start or has ended All employees Shift Reminders Advance reminders before a shift begins. Configurable: set how many hours before the shift the reminder should be sent All employees Break reminder Reminder to take a break during a shift. Configurable: set how many minutes before the break the reminder should be sent All employees #### Step 4: Configure Timed Reminders For Shift Reminders and Break reminder, you can set the advance notice period: Reminder Type Configuration Example Shift Reminders Number of hours before the shift starts Set to 2 to get a reminder 2 hours before the shift Break reminder Number of minutes before the scheduled break Set to 15 to get a reminder 15 minutes before break time #### Step 5: Save Changes After configuring the notification preferences, save the settings. Changes take effect immediately. ### Access Permissions Role Can View Notifications Tab? Can Edit Notification Settings? Administrator Yes (for viewing other employees’ settings) No (can only view) Manager Limited (employees in their projects) No (can only view) Employee Own notifications only Yes (own only) ### FAQ Q: Can Administrators or Managers change notification preferences for employees? A: No. Only the individual employee can change their own notification preferences. Administrators and Managers can view the settings but cannot modify them. If you need to change an employee’s notifications, you must contact them directly. Q: What are the manager-only notifications? A: Three notification types are available only to employees with a Manager role: “Late employees notification,” “Early departure notification,” and “Employee leaving location.” These help managers monitor attendance and location compliance in real time. Other employees do not see these options. Q: Will SMS notifications cost extra? A: SMS notifications may incur additional costs depending on your subscription plan and the recipient’s country. Check your Shifton plan details for SMS pricing information. Q: How do I connect Telegram for notifications? A: As an employee, you can connect your Telegram account through your Shifton profile settings. Once connected, Telegram becomes available as a notification channel in your preferences. Q: How do I disable all notifications? A: Log in to your profile and go to the Notifications tab. Uncheck all channels for all notification types. However, it is recommended to keep at least Schedule Updates enabled so you stay informed about your shifts. ### Possible Issues and Solutions Issue Cause Solution I am not receiving email notifications Email address is missing or incorrect in the profile Log in to your profile and verify your email address in the General Information tab Push notifications are not working Browser or device notifications are not enabled Allow push notifications in your browser or device settings SMS notifications are not being delivered Phone number is missing, or SMS is not included in the plan Verify your phone number and check the subscription for SMS support Telegram notifications are not working Telegram account is not connected Connect your Telegram account through your profile settings Manager-only notifications are not visible in my preferences You do not have a Manager role assigned in any project Ask an Administrator to assign you a Manager role in the Projects tab I cannot change an employee’s notification settings Only the employee can change their own settings Contact the employee directly and ask them to update their preferences Shift reminders arrive too early or too late The reminder time is not configured correctly Adjust the hours/minutes setting for Shift Reminders or Break reminder in your preferences --- # Creating an Empty (Manual) Schedule Source: https://help.shifton.com/shifton/empty-manual-schedule/ Create a blank schedule and add every shift by hand. The Empty schedule type gives you complete control over when and where each employee works. Create a blank schedule and add every shift by hand. The Empty schedule type gives you complete control over when and where each employee works. ### What Is This? The Empty schedule type creates a schedule with no pre-generated shifts. Instead of automatically distributing shifts, it gives you a blank canvas. You then manually add each shift for each employee, choosing the exact dates, times, and settings for every entry. This type is ideal when your scheduling needs are highly irregular, when shift requirements change frequently, or when you simply prefer to build the schedule yourself from scratch. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create schedules 3 A project with assigned employees The schedule must be linked to a project that has employees 4 Shift templates (recommended) Pre-defined shift configurations make manual entry faster ### Step-by-Step Instructions #### Step 1: Basic Information - Navigate to the Schedules page and click + Create schedule. - Complete the basic information fields: Field Description Schedule name A descriptive title (e.g., “Event Staff — Custom”) Color Choose a color to identify this schedule Project Select the project this schedule belongs to Date range (From / To) Set the start and end dates (max 3 months) Pay rate Configure the pay rate for shifts in this schedule Permissions Set what employees can do (swap shifts, drop shifts, etc.) - Click Next to proceed. #### Step 2: Select Empty Type - On the schedule type selection screen, choose Empty (manual distribution). - No additional configuration is needed — this type creates a blank schedule. - Click Create. #### Step 3: Manually Add Shifts - Navigate to the Schedule page to view the blank calendar grid. - For each employee row, click the context menu (three dots) or click on a day cell. - Select Add shift to employee. - In the shift form, fill in: Field Description Date The date for the shift Shift template Optionally select a pre-defined template to auto-fill times From / To time The start and end time of the shift Break Break duration in minutes Location Optionally assign a work location Note Add any relevant comments - Click Add a shift to save. - Repeat for each employee and each day. #### Tips for Efficient Manual Scheduling - Use shift templates to avoid entering the same time and break settings repeatedly. - Use the Duplicate Shifts action to copy shifts from one period to another. - Use Bulk Shift Actions to apply changes to multiple shifts at once. ### Access Permissions Role View Schedule Create Empty Schedule Add Shifts Manually Delete Schedule Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Employee Yes (own shifts only) No No (unless permitted) No ### FAQ Q: Why would I choose an Empty schedule over an automatic type? A: Choose Empty when your scheduling needs are unpredictable, when each employee has unique hours, or when you want full manual control over every shift assignment. Q: Is there a faster way to populate an Empty schedule? A: Yes. Use shift templates to pre-fill common time settings, Duplicate Shifts to copy patterns, and Bulk Shift Actions to edit multiple shifts at once. Q: Can I convert an Empty schedule to an automatic type later? A: No. The schedule type is set at creation and cannot be changed. You would need to create a new schedule with the desired automatic type. Q: Can employees add their own shifts to an Empty schedule? A: Only if the “Create own shifts” permission is enabled in the schedule settings. See the article on schedule settings and permissions for details. ### Possible Issues and Solutions Issue Possible Cause Solution Adding shifts is slow and tedious Adding each shift individually without templates Create shift templates for your most common shift configurations Forgot to add shifts for some employees Manual process is prone to human error Review the schedule grid carefully and use filters to check each employee Cannot add a shift to an employee The employee is not assigned to the project Assign the employee to the project first Shifts disappear after page refresh The shift was not saved before navigating away Always click “Add a shift” to save before leaving the form Too many shifts to manage manually Large team with many employees Consider using an automatic schedule type (Basic, Preset, etc.) for bulk generation --- # Extending and Shortening Schedules Source: https://help.shifton.com/shifton/extending-shortening-schedules/ Change a schedule's end date after it has been created — extend it to add more weeks, or shorten it to cut off days you no longer need. What Is This? Change a schedule’s end date after it has been created — extend it to add more weeks, or shorten it to cut off days you no longer need. ### What Is This? After a schedule is created, its date range (From / To) is fixed — but you can resize it at any time using the Reduce/extend schedule tab in the Edit schedule panel. - Extend — push the end date further into the future, with options to auto-generate shifts for the new period. - Shorten — pull the end date back, removing days from the schedule. ### Prerequisites # Prerequisite Details 1 Active schedule The schedule must already exist 2 Admin, Owner, or Manager role You need permission to modify the schedule ### How to Access - Go to the Schedules page (sidebar → Schedules icon). - Find the schedule in the list. - Click the Edit (pencil) icon in the Actions column. - In the Edit schedule panel, click the Reduce/extend schedule tab. The panel has six tabs total: Main information, Add employees, Remove employees, Reduce/extend schedule, Load demand, Scheduled team members. ### Extending a Schedule - On the Reduce/extend schedule tab, select the Extend schedule radio button. - Choose the Change type: Change Type Description Extend according to shift patterns Extends the schedule and auto-generates shifts following the existing shift patterns/templates Extend by load Extends using the Load Demand data to generate shifts based on staffing requirements Extend without shifts Extends the date range only — no shifts are created; you add them manually later - Set the Extend schedule to date — the new end date for the schedule. - Choose What to do with existing shifts in the new period: - Ignore — keep any shifts that might already exist in the new date range - Delete — remove any existing shifts in the new date range before generating new ones - Click Save. ### Shortening a Schedule - On the Reduce/extend schedule tab, select the Shorten schedule radio button. - Set the Shorten schedule to date — the new (earlier) end date. - Click Save. Q: Shifts that fall after the new end date are removed. This cannot be undone. ### Expired Schedule Indicator When a schedule’s end date has passed, a warning icon (⚠️ triangle) appears next to the “Schedules” label in the left sidebar panel on the Schedule page. This signals that at least one schedule in the current project has expired and may need to be extended. To resolve: extend the schedule to a future date, or create a new schedule for the next period. ### Access Permissions Role Extend Shorten Owner Yes Yes Admin Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Employee No No ### FAQ Q: Where is the “Extend schedule” option? A: It’s not a standalone button. Go to the Schedules list → click the Edit (pencil) icon on the schedule → switch to the Reduce/extend schedule tab. Q: What’s the difference between the three extend types? A: – According to shift patterns — repeats your existing shift template pattern into the new period (best for recurring schedules) – By load — uses Load Demand data to determine how many shifts to create per hour (requires Forecasting module) – Without shifts — just extends the date range; no shifts are generated Q: Is there a maximum schedule length? A: The total date range of a schedule cannot exceed approximately 3 months. To cover a longer period, create a new schedule. Q: What happens to shifts after shortening? A: Shifts after the new end date are permanently deleted. Attendance data and payroll records for already-processed shifts are not affected. Q: Do I need to republish after extending? A: Yes. After extending, click Publish & notify employees on the Schedule page to inform your team about new shifts. ### Possible Issues and Solutions Issue Cause Solution “Reduce/extend schedule” tab not visible You opened the wrong panel or lack permissions Use the Edit (pencil) icon on the Schedules list page; confirm Admin/Owner/Manager role No shifts generated after extending Change type was “Extend without shifts” Switch to “Extend according to shift patterns” or manually add shifts Cannot extend beyond a certain date 3-month maximum limit Create a new schedule for the next period Extended period has wrong shift pattern Change type doesn’t match your needs Try “By load” if you have demand data, or “Without shifts” to add manually Warning icon still shows after extending The new end date is still in the past Extend to a future date --- # Forecasting Source: https://help.shifton.com/shifton/forecasting/ Enable the Forecasting module to unlock the Load Demand feature — a staffing prediction tool built into the schedule creation wizard. What Is This? Enable the Forecasting module to unlock the Load Demand feature — a staffing prediction tool built into the schedule creation wizard. ### What Is This? The Forecasting module activates demand-based staffing planning in Shifton. When enabled, it adds a Load Demand tab to the schedule wizard (Step 3 – Shift Data) for Advanced and By Availability schedule types. Load Demand lets you define how many employees are needed for each hour of the day, upload historical demand data as a CSV, and let the system use those numbers when auto-generating shifts. Q: The Forecasting module does not add a separate page or dashboard to Shifton. Its interface is the Load Demand tab, available in two places: (1) inside the schedule creation wizard (Step 3), and (2) in the Edit schedule panel (Schedules list → Edit icon → Load demand tab). ### Prerequisites - Owner or Admin role - Advanced or By Availability schedule type (Load Demand is not available for Basic, Preset/Pattern, or Empty schedules) ### How to Enable/Disable - Go to Modules in the left sidebar. - Find Forecasting in the module list. - Toggle the switch to enable or disable. ### Pricing Component Cost Monthly module fee $0/month Per-employee fee $2/employee/month Trial period 30 days Example: a company with 20 employees pays $0 + (20 × $2) = $40/month. ### Using Load Demand (Step-by-Step) Load Demand is accessed while creating or editing an Advanced or By Availability schedule. #### Opening Load Demand - Go to Schedule → create a new schedule (or edit an existing Advanced/By Availability schedule). - Reach Step 3 — Shift Data. - Click the Load demand tab (next to the default Shift data tab). #### Configuring Demand Parameters Field Description Minimum shift duration Shortest allowed shift (e.g., 1 hour) Maximum shift duration Longest allowed shift (e.g., 8 hours) Minimum coverage Minimum acceptable staffing level as a percentage (e.g., 95%) Maximum coverage Maximum staffing level before the system considers a period overstaffed (e.g., 105%) #### Entering Demand Manually After setting parameters, click Upload to open the Import Load Statistic panel: Field Description Step (minutes) Time resolution of demand data — e.g., 60 means one value per hour Demand grid (0–23) Enter the required number of employees for each hour of the day Action with repeating dates Replace — overwrite existing data for that date; Skip — keep existing data You can fill this grid manually for each date you want to plan. #### Uploading Demand from a CSV File - Click Download to get the CSV template. - Fill in the template with your historical or forecasted demand data (one row per date, one column per hour). - Return to the Import Load Statistic panel and upload the completed file. - Choose whether to Replace or Skip existing entries for dates already in the system. #### Create Shift Templates Toggle At the bottom of the Load demand tab, toggle Create shift templates on if you want the system to automatically generate shift template suggestions based on your demand data when the schedule is built. ### How Demand Data Affects Schedule Generation Once demand is configured, the schedule auto-generation engine uses it to: - Calculate how many employees are needed per time slot - Compare that against available employees and their constraints - Generate shifts that aim to keep actual coverage within the Min–Max coverage range Periods where coverage would fall below the minimum are flagged for review. ### Access Permissions Role Enable/Disable Module Use Load Demand View Schedule with Demand Data Owner Yes Yes Yes Admin Yes Yes Yes Manager No Yes (assigned projects) Yes (assigned projects) Employee No No No ### FAQ Q: I enabled Forecasting but I don’t see a new page or dashboard — is something wrong? A: No. Forecasting doesn’t add a separate page. The feature lives entirely inside the schedule wizard as the “Load Demand” tab on Step 3. Open or edit an Advanced or By Availability schedule to access it. Q: Does Load Demand work with Basic schedules? A: No. Load Demand is only available for Advanced and By Availability schedule types, as these are the types that auto-generate shifts based on variable staffing requirements. Q: How much historical data do I need for accurate forecasting? A: You can start with any data. The system uses whatever demand numbers you provide — whether based on historical records, your own estimates, or seasonal patterns. The more accurately you populate the demand grid, the better the generated schedule will match your real needs. Q: Does Forecasting automatically create shifts? A: No. It provides the demand targets for the schedule generation engine. Actual shift creation happens when you run the schedule auto-generation — the demand data guides how many shifts to create per time slot. Q: Can I use the same demand template for multiple weeks? A: Yes. When uploading demand data, use the Skip option for dates that already have data, so you don’t overwrite past entries. You can upload a weekly repeating pattern by populating all 7 days in the CSV template. ### Possible Issues and Solutions Issue Cause Solution Load Demand tab not visible in schedule wizard Forecasting module not enabled, or schedule type is Basic/Preset/Empty Enable Forecasting in Modules; use Advanced or By Availability schedule type Generated schedule doesn’t match demand Min/Max coverage thresholds too wide, or demand grid not populated Tighten the coverage range and ensure demand grid has data for all relevant hours CSV upload fails File format doesn’t match the template Download the template fresh from the Load demand tab and use it as the base Import replaces data I wanted to keep Action set to Replace instead of Skip Re-upload with Action = Skip for dates that should not be overwritten --- # Holidays Row Source: https://help.shifton.com/shifton/holidays-row/ Mark specific dates as holidays on the schedule grid using the Holidays row. Holidays appear at the top of the calendar and help managers account for. Mark specific dates as holidays on the schedule grid using the Holidays row. Holidays appear at the top of the calendar and help managers account for non-working days. ### What Is This? The Holidays row sits at the very top of the schedule calendar grid. It provides a visual indicator for holidays and special non-working days. Managers can add, edit, or remove holidays directly from this row using the context menu. When a day is marked as a holiday, it appears highlighted on the grid, making it easy to spot when planning shifts. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have a project with at least one schedule 2 Admin, Owner, or Manager role You need permissions to manage holidays ### Step-by-Step Instructions #### Viewing the Holidays Row - Navigate to the Schedule page for your project. - Look at the top of the calendar grid — the Holidays row is the first row. - Days that have been marked as holidays will display an indicator (color highlight, label, or icon). #### Adding a Holiday - On the Holidays row, locate the date you want to mark as a holiday. - Click the context menu (three-dot icon) on the Holidays row for that day. - Select Add holiday (or the equivalent option). - Fill in the details: Field Description Date The date of the holiday (pre-filled based on where you clicked) Name / Description A label for the holiday (e.g., “Independence Day,” “Company Holiday”) - Click Save. - The holiday appears as a marked entry in the Holidays row. #### Editing a Holiday - Click on the holiday entry in the Holidays row. - Modify the name or description. - Click Save. #### Removing a Holiday - Click on the holiday entry or use the context menu on that day. - Select Delete (or Remove holiday). - Confirm the deletion. ### How Holidays Affect the Schedule Aspect Behavior Visual indicator Holiday dates are highlighted on the grid for all users to see Shift creation Holidays do not automatically prevent shifts from being created on those days Pay rates Depending on your configuration, holiday shifts may have different pay rates Employee notifications Employees can see which days are marked as holidays on their schedule view Q: Marking a day as a holiday does not automatically remove or modify existing shifts on that day. If you do not want employees to work on a holiday, you must manually delete or adjust shifts for that date. ### Access Permissions Role View Holidays Add Holiday Edit Holiday Delete Holiday Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Employee Yes No No No ### FAQ Q: Does marking a day as a holiday automatically cancel shifts on that day? A: No. Holidays are informational markers. Existing shifts remain in place unless you manually delete or modify them. Q: Can I add holidays for an entire year at once? A: Holidays are added individually per date. For recurring annual holidays, you will need to add them to each schedule as needed. Q: Do holidays affect payroll calculations? A: This depends on your pay rate and overtime settings. Some configurations apply a holiday pay multiplier to shifts worked on marked holidays. Q: Can employees see which days are holidays? A: Yes. The Holidays row is visible to all users who can view the schedule. ### Possible Issues and Solutions Issue Possible Cause Solution Holidays row is not visible The grid may be scrolled down past it Scroll to the top of the calendar grid Cannot add a holiday Insufficient permissions Confirm you have Manager, Admin, or Owner access Holiday marker does not appear after saving Browser cache or display issue Refresh the page Shifts still exist on a marked holiday Holidays do not auto-remove shifts Manually delete or adjust shifts on the holiday date Holiday label is cut off on the grid Limited display space in certain view modes Switch to Day or Week view for more detail, or hover over the holiday to see the full label --- # Importing and Exporting Schedules Source: https://help.shifton.com/shifton/importing-exporting/ Export your schedule data to Excel or PDF formats, and import bonuses and deductions. Use the Import/Export button in the top bar for all data transfer. Export your schedule data to Excel or PDF formats, and import bonuses and deductions. Use the Import/Export button in the top bar for all data transfer operations. ### What Is This? The Import/Export button in the top bar of the Schedule page provides tools for transferring schedule data in and out of Shifton. You can export the schedule in several formats for reporting, record-keeping, or printing, and you can import bonuses and deductions to apply financial adjustments to employee records. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have a project with at least one schedule 2 Admin, Owner, or Manager role You need permissions to export and import data 3 Shifts on the schedule (for export) There must be data to export ### Step-by-Step Instructions #### Accessing Import/Export - Navigate to the Schedule page for your project. - Click the Import/Export button in the top bar. - A dropdown menu appears with the available options. #### Export Options The following export formats are available: Export Option Description Excel Exports the schedule as a standard Excel spreadsheet with shift details, employee names, times, and dates Excel (Month) Exports a full month view of the schedule in Excel format, organized by month Excel (month without template names) Same as the monthly Excel export but without shift template names — shows only times and employee data PDF Exports the schedule as a PDF document suitable for printing or sharing as a read-only file #### Exporting the Schedule - Click the Import/Export button. - Select your desired export format from the dropdown. - The file is generated and downloaded to your computer automatically. - Open the downloaded file to review the exported data. #### Import Options Import Option Description Import bonuses/deductions Upload a file containing bonus or deduction amounts to apply to employee records #### Importing Bonuses and Deductions - Click the Import/Export button. - Select Import bonuses/deductions (or the equivalent import option). - A dialog opens prompting you to upload a file. - Prepare your import file according to the required format: Column Description Employee ID or name The identifier for the employee Type Whether the entry is a bonus or deduction Amount The monetary amount Date The date the bonus or deduction applies to Description An optional note explaining the entry - Upload the file. - Review the preview of imported data. - Click Confirm (or Apply) to process the import. ### Access Permissions Role Export Schedule Import Bonuses/Deductions Owner Yes Yes Admin Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Employee No No ### FAQ Q: What Excel format is used for exports? A: Exports are generated in .xlsx format, compatible with Microsoft Excel, Google Sheets, and other spreadsheet applications. Q: Can I re-import an exported schedule to create shifts? A: No. The export feature is for reporting and record-keeping only. You cannot import a schedule file to create shifts. Use the schedule creation wizard or manual shift entry for that purpose. Q: What file format should I use for importing bonuses and deductions? A: Typically, Shifton accepts .xlsx or .csv files. Check the import dialog for specific format requirements and a downloadable template. Q: Can I export only specific employees or date ranges? A: The export reflects what is currently displayed on the schedule grid. Use filters in the left panel to narrow down the view to specific employees or date ranges before exporting. Q: Is there a limit to how many entries I can import at once? A: There is no strict limit, but very large files may take longer to process. If you encounter issues, try splitting the import into smaller batches. ### Possible Issues and Solutions Issue Possible Cause Solution Export file is empty No shifts exist in the current schedule view Check that shifts are present and visible on the grid before exporting Export does not include certain employees Filters are hiding some employees Reset all filters in the left panel before exporting Import fails with format errors The uploaded file does not match the required column structure Download the import template and ensure your file follows the exact format Imported bonuses show incorrect amounts Decimal or currency formatting issues in the file Check that amounts use the correct number format (e.g., use a period for decimals) PDF export cuts off data The schedule has too many employees to fit on a single page The PDF may span multiple pages — check all pages. Consider exporting in Excel for large schedules --- # Load Demand Source: https://help.shifton.com/shifton/load-demand/ Plan staffing levels by hour using demand data. The Load Demand tab lets you define how many employees are needed at each hour of the day, then uses that. Plan staffing levels by hour using demand data. The Load Demand tab lets you define how many employees are needed at each hour of the day, then uses that data when auto-generating shifts. ### What Is This? Load Demand is a tab on Step 3 (Shift Data) of the schedule creation wizard for Advanced and By Availability schedule types. It allows you to: - Set per-hour employee demand for any date - Upload historical or forecasted demand data from a CSV file - Define minimum/maximum shift durations and coverage thresholds - Let the schedule generator match staffing to demand Requires the Forecasting module to be enabled (Modules → Forecasting). The module costs $2/employee/month with a 30-day free trial. ### Prerequisites # Requirement Details 1 Forecasting module enabled Modules → toggle Forecasting on 2 Advanced or By Availability schedule Load Demand is not available for Basic, Preset, or Empty types 3 Admin or Owner role To create/edit schedules and configure demand ### Accessing Load Demand #### Option 1: During Schedule Creation (Wizard) - Navigate to the Schedule section. - Create a new schedule (or open an existing Advanced or By Availability schedule for editing). - In the schedule wizard, reach Step 3 — Shift Data. - Click the Load demand tab. #### Option 2: From the Edit Schedule Panel - Go to the Schedules page (sidebar → Schedules icon). - Click the Edit (pencil) icon on the schedule. - Switch to the Load demand tab. - Select a period (date range) and use the action buttons to add, import, or delete demand data. ### Step-by-Step: Setting Up Load Demand #### Step 1 — Configure Coverage Parameters At the top of the Load demand tab, set your constraints: Field Description Example Minimum shift duration Shortest shift the system can generate 1 hour Maximum shift duration Longest shift the system can generate 8 hours Minimum coverage Target staffing floor — schedule won’t go below this % of demand 95% Maximum coverage Target staffing ceiling — system avoids overstaffing beyond this % 105% These values control how aggressively the scheduler fills demand gaps. A tight range (95–105%) produces precise staffing; a wider range (80–120%) gives the engine more flexibility. #### Step 2 — Enter Demand Data Click Upload to open the Import Load Statistic panel. ##### Manual Entry Field Description Step (minutes) Time resolution — 60 means one value per hour (24 values per day) Demand grid (hours 0–23) Number of employees needed at each hour Action with repeating dates Replace — overwrite existing data for this date; Skip — keep existing data Fill in the demand values for the date(s) you’re planning. ##### Upload from CSV - Click Download (on the Load demand tab) to get the CSV template. - Open the template and fill in your demand data: - Each row = one date - Each column = one hour (0–23) - Values = number of employees needed - Save the file and upload it in the Import Load Statistic panel. - Set the Action with repeating dates to Replace or Skip. - Click Import (or confirm) to load the data. #### Step 3 — Enable Shift Template Creation (Optional) Toggle Create shift templates on if you want the system to generate reusable shift templates from the demand pattern. These templates can then be used in future schedules. #### Step 4 — Continue with Schedule Generation After setting up demand, proceed through the remaining wizard steps and generate the schedule. The engine will use your demand grid to determine how many shifts to create per hour, keeping actual coverage within your Min–Max range. ### Understanding Coverage Percentages Coverage is calculated as: Coverage % = (Scheduled employees at hour X / Demand at hour X) × 100 Q: If demand at 14:00 is 10 employees and 9 are scheduled → coverage = 90%. If minimum coverage is 95%, this hour is flagged as understaffed. ### Typical Use Cases Scenario How to Use Load Demand Retail with predictable weekly peaks Upload a 7-day demand pattern, repeat weekly Call center with hourly volume data Export call volume per hour → convert to required headcount → upload as CSV Restaurant with lunch/dinner rushes Set high demand 12:00–14:00 and 18:00–21:00, lower for other hours Healthcare with constant minimum coverage Set flat demand (e.g., 3 nurses/hour all day), Min coverage 100% ### Access Permissions Role Configure Load Demand View Demand Data Owner Yes Yes Admin Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Employee No No ### FAQ Q: Can I use Load Demand with a Basic schedule? A: No. Load Demand is only available for Advanced and By Availability schedule types. If you need demand-based planning, create an Advanced schedule. Q: Do I need to fill in demand for every hour? A: No. Leave hours at 0 if no coverage is needed. The scheduler will not generate shifts for zero-demand hours. Q: How often should I update demand data? A: Update whenever your staffing needs change. For seasonal businesses, upload a new demand template at the start of each season. For stable operations, a single weekly pattern may work indefinitely. Q: What happens if I upload demand data but don’t generate a schedule? A: The data is saved but unused until you run schedule generation. You can update demand data multiple times before generating. Q: Can I see a visual chart of my demand data? A: The demand grid is shown as a table in the Import panel. There is no separate chart view — review the values in the grid to verify your data before generating. ### Possible Issues and Solutions Issue Cause Solution Load Demand tab not visible Forecasting module disabled, or wrong schedule type Enable Forecasting in Modules; use Advanced or By Availability schedule CSV upload fails File doesn’t match the template format Re-download the template from the Load demand tab and use it as the base Generated schedule ignores some demand hours Shift duration constraints too restrictive Increase Maximum shift duration or check that Min coverage isn’t set too high Coverage falls below minimum after generation Not enough employees in the project to fill demand Add more employees to the project, or lower the Minimum coverage threshold Data from previous import was overwritten Action was set to Replace Use Skip for dates that should retain their existing demand values --- # Managing Locations Source: https://help.shifton.com/shifton/managing-locations/ Define the physical work sites where your employees operate. Locations help you organize shifts by workplace and maintain accurate records of where work. Define the physical work sites where your employees operate. Locations help you organize shifts by workplace and maintain accurate records of where work is being performed. ### What Is This? The Locations page lets you create and manage all of the physical sites, branches, or work areas your company uses. Each location has an ID, a name, an address, and a color for easy identification. Locations can be assigned to shifts, giving managers a clear picture of where each employee is expected to work and enabling location-based reporting and filtering. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin or Owner role Only Admins and Owners can create and manage locations ### Step-by-Step Instructions #### Viewing Locations - Click the company name (top-right corner) → Locations. - You will see a table listing all locations currently defined in your account. The locations table displays the following columns: Column Description # (ID) A unique numeric identifier assigned automatically to each location Title The name of the location (e.g., “Main Office,” “Warehouse B”) Color A color label used to visually distinguish the location on schedules Address The physical street address of the location Actions Available operations: Edit, Delete #### Creating a New Location - Click the + Create location button at the top of the page. - Fill in the required fields: - Title — enter a descriptive name for the location. - Color — choose a color that will represent this location on schedules and reports. - Address — enter the full physical address of the location. - Click Save. #### Editing a Location - Find the location in the table. - Click the Edit icon in the Actions column. - Update the title, color, or address as needed. - Click Save to apply the changes. #### Deleting a Location - Click the Delete icon in the Actions column next to the location. - Confirm the deletion in the pop-up dialog. - Note: If shifts are currently assigned to this location, consider reassigning them before deleting. ### How Locations Are Used Area How Locations Are Used Shift assignment When creating or editing a shift, you can assign it to a specific location Schedule filtering Filter the schedule view by location to see only shifts at a particular site Reports Generate location-based reports for attendance, hours worked, and payroll Employee oversight Managers can see at a glance which employees are assigned to which locations ### Access Permissions Role View Locations Create Location Edit Location Delete Location Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes No No No Employee Yes (assigned locations only) No No No ### FAQ Q: Is there a limit to the number of locations I can create? A: There is no hard limit. You can create as many locations as your organization requires. Q: Can a single shift be assigned to multiple locations? A: No, each shift is assigned to one location at a time. If an employee works at multiple locations in one day, create separate shifts for each location. Q: What is the location ID used for? A: The ID is an automatically generated unique number that identifies each location in the system. It can be helpful for support requests or when referencing locations in integrations. Q: Can I use locations to track remote workers? A: You can create a location called “Remote” or “Work from Home” to represent non-physical work sites. This helps you categorize and filter shifts for remote employees. Q: What happens to existing shifts if I delete a location? A: Existing shifts that were assigned to the deleted location will no longer display a location. It is recommended to reassign those shifts to another location before deleting. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot create a new location Insufficient permissions Confirm you have an Admin or Owner role Location does not appear in the shift assignment dropdown The location was just created and the page has not refreshed Refresh the schedule page Location color not visible on the schedule No shifts are assigned to that location in the current view Assign shifts to the location and check your filter settings Address field does not validate Special characters or formatting issues Enter the address in a simple format without special characters Deleted location still appears in historical reports Historical records preserve the original location data This is expected behavior — past records retain the location that was assigned at the time --- # Managing Positions Source: https://help.shifton.com/shifton/managing-positions/ Define the job roles within your organization so you can assign employees, filter schedules, and generate accurate reports. Positions are a fundamental. Define the job roles within your organization so you can assign employees, filter schedules, and generate accurate reports. Positions are a fundamental building block of workforce management in Shifton. ### What Is This? The Positions page allows you to create and manage all job titles and roles used across your company. Each position can have a color, a base hourly rate, expected monthly working hours, and a sort priority. Once created, positions can be assigned to employee profiles, used in schedule filters, and referenced in payroll and attendance reports. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin or Owner role Only Admins and Owners can create and manage positions ### Step-by-Step Instructions #### Viewing Positions - Click the company name (top-right corner) → Positions. - You will see a table with all existing positions. The positions table displays the following columns: Column Description Title The name of the job position (e.g., “Barista,” “Shift Supervisor”) Color A color label used to identify the position visually on schedules Basic rate/hour The default hourly pay rate assigned to this position Monthly working hours The expected number of working hours per month for this position Sort priority A numeric value that controls the order positions appear in dropdowns and lists (lower numbers appear first) Actions Available operations: Edit, Delete #### Adding a New Position - Click the + Add position button at the top of the page. - Fill in the required details: - Title — enter a clear, descriptive name for the position. - Color — pick a color to distinguish this position on schedules and filters. - Basic rate/hour — set the default hourly pay rate for this role. - Monthly working hours — enter the expected number of hours per month. - Sort priority — assign a number to control the display order (e.g., 1 for the most common position). - Click Save. #### Editing a Position - Find the position in the table. - Click the Edit icon in the Actions column. - Update the fields you need to change. - Click Save to apply the changes. #### Deleting a Position - Click the Delete icon in the Actions column next to the position. - Confirm the deletion in the pop-up dialog. - Note: If employees are currently assigned to this position, you should reassign them to another position first. ### Where Positions Are Used Positions appear throughout Shifton in several key areas: Area How Positions Are Used Employee profiles Each employee can be assigned one or more positions Schedule filters Filter the schedule view by position to see only relevant employees Reports Generate reports grouped or filtered by position for payroll and attendance Shift templates Associate shift templates with specific positions ### Access Permissions Role View Positions Add Position Edit Position Delete Position Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes No No No Employee No No No No ### FAQ Q: Can an employee hold more than one position? A: Yes, employees can be assigned multiple positions. This is useful for team members who are cross-trained or who cover different roles on different days. Q: Does changing the hourly rate on a position affect past payroll data? A: No. Changes to the basic rate per hour apply going forward. Historical records retain the rate that was in effect at the time. Q: What does the sort priority do exactly? A: The sort priority controls the order in which positions appear in dropdown menus and lists throughout Shifton. Positions with lower priority numbers appear first, making the most commonly used positions easier to find. Q: Can I merge two positions into one? A: There is no automatic merge feature. You would need to reassign employees from one position to the other, then delete the unused position. Q: Will deleting a position remove employees from the system? A: No. Deleting a position does not delete employees. However, affected employees will no longer have that position listed in their profile and should be reassigned. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot add a new position Insufficient permissions Confirm you have an Admin or Owner role Position color not showing on the schedule The position is not assigned to any employees in the filtered view Assign the position to employees and check your schedule filters Hourly rate shows as 0 The field was left empty during creation Edit the position and enter the correct rate Positions appear in the wrong order in dropdowns Sort priority values need adjustment Edit each position and set the desired sort priority numbers Deleted position still appears in reports Historical data retains position references This is expected behavior — past records preserve the original position name --- # Managing Skills Source: https://help.shifton.com/shifton/managing-skills/ Track and manage your team's competencies by creating skills in Shifton. Skills help you match the right employees to the right shifts based on their. Track and manage your team’s competencies by creating skills in Shifton. Skills help you match the right employees to the right shifts based on their qualifications. ### What Is This? The Skills page lets you define a library of competencies, certifications, or abilities that can be assigned to individual employees. For example, you might create skills like “Forklift Certified,” “First Aid Trained,” or “Spanish Speaker.” Once skills are assigned to employees, managers can use them to make better scheduling decisions and ensure every shift has the right coverage. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin or Owner role Only Admins and Owners can create and manage skills 3 Employees added to the system Skills are assigned to existing employee profiles ### Step-by-Step Instructions #### Viewing Skills - Click the company name (top-right corner) → Skills. - You will see a table listing all skills currently defined for your company. The skills table displays the following columns: Column Description Title The name of the skill (e.g., “Barista Training,” “POS System”) Color A color label used to visually identify the skill Actions Available operations: Edit, Delete #### Creating a New Skill - Click the + Create skill button at the top of the page. - Fill in the required fields: - Title — enter a clear, descriptive name for the skill. - Color — choose a color to help distinguish this skill visually. - Click Save. #### Editing a Skill - Locate the skill in the table. - Click the Edit icon in the Actions column. - Update the title or color as needed. - Click Save. #### Deleting a Skill - Click the Delete icon in the Actions column next to the skill. - Confirm the deletion in the pop-up dialog. - Note: Removing a skill will also remove it from all employee profiles where it was assigned. #### Assigning Skills to Employees - Navigate to the employee’s profile page. - Find the Skills section. - Select one or more skills from the available list. - Save the employee profile. ### Access Permissions Role View Skills Create Skill Edit Skill Delete Skill Assign to Employees Owner Yes Yes Yes Yes Yes Admin Yes Yes Yes Yes Yes Manager Yes No No No Limited (assigned employees only) Employee No No No No No ### FAQ Q: How many skills can I create? A: There is no hard limit on the number of skills you can define. Create as many as your organization needs. Q: Can one employee have multiple skills? A: Yes. Employees can be assigned any number of skills. This is useful for team members who hold multiple certifications or have diverse competencies. Q: Are skills used automatically when creating schedules? A: Skills are not used by the automatic schedule builder when generating shifts. However, skills are used in the Activity module. When creating an Activity Template (Activity → Activity Templates tab → Create a template), you can assign a required skill. This allows the system to match activities to employees who have the appropriate skills. Skills also serve as a reference for managers when manually assigning shifts. Q: Where exactly are skills used in Shifton? A: Skills are used in three places: 1. Employee profiles — assigned in the General Information tab to track competencies. 2. Activity Templates — each template has a Skills field, allowing you to specify which skill is required for that activity. 3. Activity calendar filters — managers can filter the activity view to find employees with specific skills. Q: What happens to employee profiles when I delete a skill? A: The deleted skill is removed from all employee profiles automatically. No other employee data is affected. Q: Can employees see their assigned skills? A: Employees can view their own profile information, including any skills assigned to them, depending on your company’s visibility settings. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot create a new skill Insufficient permissions Confirm you have an Admin or Owner role Skill does not appear in employee profile options The skill was just created and the page has not refreshed Refresh the employee profile page Deleted skill still shows on an employee’s profile Browser cache displaying old data Refresh the page or clear your browser cache Cannot assign skills to an employee You do not have edit access to that employee’s profile Check your role permissions or ask an Admin to assign the skill Too many skills making selection difficult No search or filter available in the skills dropdown Use clear, consistent naming conventions and consider consolidating similar skills --- # Open Shifts Source: https://help.shifton.com/shifton/open-shifts/ Open Shifts are shifts without an assigned employee. They appear in a dedicated Open Shifts row on the Schedule page and are part of the Basic. Open Shifts are shifts without an assigned employee. They appear in a dedicated Open Shifts row on the Schedule page and are part of the Basic Functionality module — they cannot be disabled. ### How Open Shifts Are Created Open shifts can be created in several ways: - Manually — click on any day in the Open Shifts row, or click the + icon in that row. - Automatically during schedule generation — if there are not enough employees when generating a schedule with auto-assignment, the system creates the remaining slots as open shifts. - By moving shifts from employees — drag a shift from an employee row to the Open Shifts row, or use Bulk Actions to move multiple shifts at once. - Via employee requests — if the “Send to open shifts” permission is enabled, employees can release their own shifts to the open pool. ### Actions with Open Shifts #### Assigning to an Employee - Click on an open shift and select the employee from the list. - Or drag and drop the shift from the Open Shifts row onto an employee’s row (and vice versa). #### Auto-Distribution Click the auto-distribution icon (two connected circles) in the Open Shifts row. The system will automatically assign open shifts to available employees based on their schedules. #### When You Click an Open Shift Action Description Assign to employee Select an employee to take the shift Delete Remove the shift View shift logs See the full history of changes to this shift Edit Change date, start/end time, break, base rate, label, location, or note #### Deleting Open Shifts - Click the shift → Delete - Click the ⛔ icon in the Open Shifts row - Use Bulk Actions to delete multiple open shifts at once #### Copying Open Shifts Open shifts can be copied using the Copy Shifts function, just like regular shifts. ### Notifying Employees about Open Shifts If the Emergency Shifts and Notifications module is enabled, you can send notifications to employees who are not working at that time. Notifications are sent via all connected channels: email, push, Telegram. You can set your own notification text, for example: “New shifts with a bonus are available — grab them first!” ### Related Schedule Permissions Permission Description Take from open shifts Allows employees to claim open shifts. Can require manager confirmation. Send to open shifts Allows employees to release their assigned shifts to the open pool. Can require manager confirmation. Drop shifts Allows employees to remove themselves from a shift. ### Why Use Open Shifts - Quickly distribute workload among employees - Fill the schedule even when short-staffed - Rapidly cover urgent shifts - Reduce downtime and automate schedule filling ### Possible Issues and Solutions Issue Possible Cause Solution Open Shifts row is not visible The overlay is hidden Check Show/Hide overlays on the schedule page Employees cannot claim open shifts “Take from open shifts” permission is disabled Enable the permission in schedule settings Employee’s claim is pending “With manager confirmation” is enabled The manager needs to approve or reject the request A shift disappeared from Open Shifts An employee claimed it Check employee rows to find where the shift was assigned ### FAQ Q: Can I add a bonus to an open shift? A: Yes. Click on the open shift → Edit → specify the bonus amount (requires the Emergency Shifts or Bonuses/Retentions module). Q: How do I move a shift to Open Shifts in one action? A: Click on the employee’s shift → in the editing panel, find the Send to open shifts action — the shift will move to the Open Shifts row. Q: What is auto-distribution of open shifts? A: Click the auto-distribution icon in the Open Shifts row — the system automatically assigns shifts to available employees based on the schedule. Q: Can an employee take an open shift via the mobile app? A: Yes. The employee sees open shifts in the Open Shifts section of the mobile app and can take them if the permission is enabled. Q: Are open shifts included in reports? A: No. Open shifts (without an assigned employee) are not included in payroll and working hours reports. Q: How many employees can take the same open shift? A: Only one. Once an employee takes the shift, it is closed to others. Q: How do I prevent employees from releasing their shifts to Open Shifts? A: In the schedule settings, disable the Send to open shifts permission. Q: Are open shifts displayed in an employee’s personal schedule? A: No. Open shifts are visible only in the Open Shifts row and are available for taking — they are not shown in an employee’s personal schedule. Q: How do I delete all open shifts for a period? A: Bulk Shift Actions → Period → set the period → Open shifts: Only → Delete → confirm. Q: How do I find out who took an open shift? A: Click on the shift → View shift logs — the history will show all changes, including which employee took the shift. Q: Can I notify employees about new open shifts? A: Yes. Activate the Emergency Shifts and Notifications module — it allows sending notifications via email, push, and Telegram. Q: Can I create an open shift manually? A: Yes. Click on the desired day in the Open Shifts row or the + icon in that row → fill in the form → save. Q: Is manager confirmation required when an employee takes an open shift? A: It depends on the settings. If the With manager confirmation option is enabled — yes, the manager must approve. Without it — the shift is taken immediately. Q: Can open shifts be created automatically when there are not enough employees? A: Yes. During schedule generation, if there are not enough employees to fill all slots, the system automatically creates the remaining ones as open shifts. Q: Can I request an open shift retroactively (for a past date)? A: No. Open shifts for past dates cannot be requested by employees. --- # Publishing and Notifying Employees Source: https://help.shifton.com/shifton/publishing-notifying/ Use the "Publish & notify employees" button to finalize your schedule and send notifications to your team about their assigned shifts. What Is This? Use the “Publish & notify employees” button to finalize your schedule and send notifications to your team about their assigned shifts. ### What Is This? The Publish & notify employees button is the coral/red button located in the top bar of the Schedule page. When you click it, Shifton sends notifications to all affected employees informing them of their scheduled shifts. This is a critical step — until you publish, employees may not be aware of new or updated shifts. Publishing should be done after you have finished creating, editing, duplicating, or otherwise modifying shifts on the schedule. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have a project with at least one schedule 2 Admin, Owner, or Manager role You need permissions to publish schedules 3 Shifts created on the schedule There must be shifts to publish and notify employees about ### Step-by-Step Instructions #### Publishing a Schedule - Navigate to the Schedule page for your project. - Verify that all shifts are correctly assigned and finalized. - Click the Publish & notify employees button (coral/red) in the top bar. - A confirmation dialog may appear asking you to confirm the action. - Click Confirm (or Publish). - Shifton sends notifications to all employees who have shifts in the schedule. #### What Happens When You Publish Step Description 1 The system identifies all employees with new or changed shifts 2 Notifications are sent to each affected employee via their configured notification channels (app notification, email, etc.) 3 Employees can view their updated shifts in their Shifton account #### When to Publish You should publish the schedule in the following situations: Situation Action After creating a new schedule Publish to inform employees of their initial shifts After editing shift times or assignments Republish to notify affected employees of changes After extending a schedule Publish to inform employees about newly added shifts After duplicating shifts to a new period Publish to notify employees about the duplicated shifts After performing bulk actions Publish to communicate all changes at once ### Access Permissions Role View Publish Button Publish & Notify Owner Yes Yes Admin Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Employee No No ### FAQ Q: Do employees receive a notification every time I click Publish? A: Yes. Each time you click “Publish & notify employees,” notifications are sent to affected employees. Avoid clicking multiple times in quick succession to prevent duplicate notifications. Q: Can I choose which employees receive notifications? A: The publish action notifies all employees with shifts in the schedule. You cannot selectively exclude specific employees from the notification. Q: What notification channels do employees receive alerts through? A: Notifications are sent through the channels configured in each employee’s notification settings — typically push notifications in the Shifton app and/or email. Q: Can employees see the schedule before I publish it? A: Depending on your system settings, employees may be able to see their shifts before publishing. However, the publish action serves as the official notification that the schedule is finalized. Q: What if I need to make changes after publishing? A: You can continue editing shifts after publishing. Make your changes and then click “Publish & notify employees” again to send updated notifications. ### Possible Issues and Solutions Issue Possible Cause Solution “Publish & notify” button is greyed out or not visible Insufficient permissions Confirm you have Manager, Admin, or Owner access Employees say they did not receive a notification Notification settings are not configured for the employee Ask the employee to check their notification preferences in their Shifton profile Employees received duplicate notifications The publish button was clicked multiple times Remind yourself to click Publish only once per update cycle Schedule shows unpublished changes Changes were made after the last publish Click “Publish & notify employees” again to send the latest updates Notification was sent but shifts are incorrect Shifts were edited after publishing Correct the shifts and republish --- # Requests Source: https://help.shifton.com/shifton/requests-page-overview/ The Requests page is your central hub for managing all employee time-off requests. Here you can view active requests, filter by employee or status, and. The Requests page is your central hub for managing all employee time-off requests. Here you can view active requests, filter by employee or status, and access the historical archive. ### What Is This? The Requests page provides a unified view of all time-off requests submitted by employees in your company. It is organized into two tabs — Requests (for active/pending items) and Archive (for completed or rejected items). From this page, managers can review incoming requests, approve or reject them, and employees can submit new time-off requests. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must be logged in to your Shifton workspace 2 Appropriate role You need Employee, Manager, or Admin access (the scope of visible requests depends on your role) 3 Time-Off module enabled Your company administrator must have the Time-Off module activated in the workspace settings ### Step-by-Step Instructions #### Navigating to the Requests Page Step Action Expected Result 1 In the left sidebar, click Requests The Requests page opens with the Requests tab active by default #### Understanding the Page Layout Element Location Description Requests tab Top of the page Displays all active (Pending, Approved) requests. This is the default view Archive tab Top of the page, next to Requests Displays completed and rejected requests for historical reference + Request Time-Off button Upper-right area (blue button) Opens the side panel form to create a new time-off request Employees dropdown Filter bar Filter requests by one or more employees Start date picker Filter bar Set the beginning of the date range you want to view End date picker Filter bar Set the end of the date range you want to view Status dropdown Filter bar Filter by request status: Pending, Approved, or Rejected Refresh icon Filter bar (right side) Reload the request list to see the latest data Pagination controls Bottom of the page Navigate between pages — includes “Go to page” input, total page count, and rows-per-page selector (default: 50/page) #### Filtering Requests Step Action Expected Result 1 Click the Employees dropdown A list of employees appears 2 Select one or more employees The request list updates to show only requests from the selected employees 3 Set the Start date and End date fields The list filters to requests that fall within the chosen date range 4 Open the Status dropdown and choose a status Only requests matching the selected status are displayed 5 Click the Refresh icon to reload data if needed The list refreshes with the latest information from the server #### Empty State If there are no requests matching your current filters (or no requests have been created yet), the page displays a puzzle-piece illustration with the message “You have no requests!”. ### Access Permissions Role View Own Requests View Team Requests View All Requests Create Requests Approve / Reject Employee Yes No No Yes No Manager Yes Yes No Yes Yes Admin Yes Yes Yes Yes Yes ### FAQ Q1: How do I get to the Requests page? Click Requests. The Requests tab opens by default. Q2: What does the Refresh icon do? It reloads the current request list so you can see any updates (for example, a newly submitted request or a status change) without refreshing the entire browser page. Q3: Can I change how many requests are shown per page? Yes. Use the pagination control at the bottom of the page to adjust the rows-per-page setting. The default is 50 per page. Q4: Why do I see “You have no requests!”? This means either no requests have been submitted yet, or your current filters are excluding all existing requests. Try clearing the filters or adjusting the date range. Q5: What is the difference between the Requests tab and the Archive tab? The Requests tab shows active requests (Pending and recently Approved). The Archive tab stores completed or rejected requests for historical reference. ### Possible Issues and Solutions Issue Possible Cause Solution “You have no requests!” appears even though requests exist Filters are too narrow (wrong date range, specific employee, or status selected) Clear all filters and click the Refresh icon Cannot see requests from other employees Your role does not have permission to view team requests Ask your administrator to verify your role; Managers can see their team, Admins can see all The + Request Time-Off button is not visible The Time-Off module may not be enabled for your workspace Contact your company administrator to enable the Time-Off module Pagination shows 0 pages No requests match the current filter criteria Adjust or reset filters to broaden the search Page loads slowly Large number of requests combined with a wide date range Narrow the date range or filter by a specific employee to reduce the dataset --- # Schedule Creation Overview Source: https://help.shifton.com/shifton/schedule-creation-overview/ Learn how the Schedules page is organized and how the two-step schedule creation wizard works. This article covers the layout, tabs, and general workflow. Learn how the Schedules page is organized and how the two-step schedule creation wizard works. This article covers the layout, tabs, and general workflow before you dive into specific schedule types. ### What Is This? The Schedules page is your central hub for creating and managing employee work schedules. It features two tabs: Schedules and Shift Templates. The Schedules tab lists all existing schedules with key details, while the Shift Templates tab lets you define reusable shift configurations. Creating a new schedule follows a two-step wizard: – Step 1: Set basic information — name, color, project, date range, pay rate, and employee permissions. – Step 2: Choose the schedule type and configure its specific settings. Each schedule can cover a maximum period of 3 months. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create schedules 3 At least one project created Schedules are always linked to a project 4 Employees added to the system You need employees to assign to the schedule ### Step-by-Step Instructions #### Navigating to the Schedules Page - Open the left sidebar menu. - Click on Schedules - You will see two tabs at the top: Schedules and Shift Templates. #### Understanding the Schedules Tab The Schedules tab displays a table of all your existing schedules: Column Description Name The title of the schedule Number of employees How many employees are assigned to this schedule Project The project this schedule belongs to Period (From/To) The start and end dates of the schedule Actions Available operations: Edit, Extend, Delete, and more #### Creating a New Schedule — The Two-Step Wizard ##### Step 1: Basic Information - Click the + Create schedule button. - Fill in the following fields: - Schedule name — a descriptive title. - Color — select a color to identify this schedule on the calendar. - Project — choose which project this schedule belongs to. - Date range (From / To) — set the start and end dates. Maximum span is 3 months. - Pay rate — define the pay rate settings for this schedule. - Permissions — configure what actions employees can take (swap shifts, drop shifts, etc.). - Click Next to proceed to Step 2. ##### Step 2: Choose Schedule Type - Select one of the available schedule types: - Basic — fixed working hours with standard work days and days off. - By Availability — generates shifts based on employee availability settings. - Advanced — different numbers of workplaces per shift. - Preset (Pattern) — repeating rotation pattern (e.g., 2 on, 2 off). - Empty — blank schedule for fully manual shift assignment. - Configure the type-specific settings. - Click Create to generate the schedule. #### Understanding the Shift Templates Tab - Click the Shift Templates tab at the top of the Schedules page. - Here you can view and manage pre-defined shift configurations. - Shift templates save time by letting you reuse common shift setups (e.g., “Morning 8-4,” “Night 10-6”) when adding shifts to any schedule. ### Access Permissions Role View Schedules Create Schedule Edit Schedule Delete Schedule Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Yes (assigned projects) Employee Yes (own schedule only) No No No ### FAQ Q: What is the maximum duration for a single schedule? A: A single schedule can span up to 3 months. For longer periods, create a new schedule that continues where the previous one ended, or extend the existing schedule. Q: Can I change the schedule type after creation? A: No. The schedule type is set during creation and cannot be changed afterward. You can delete the schedule and create a new one with a different type if needed. Q: What happens when a schedule expires? A: Expired schedules remain visible in the list with a warning icon. They can be extended if needed. See the article on extending and shortening schedules for details. Q: Can I have multiple schedules for the same project? A: Yes. You can create as many schedules as needed within a single project, each covering different date ranges or different groups of employees. Q: Do I need to create shift templates before creating a schedule? A: No. Shift templates are optional and are used for convenience when manually adding shifts. Automatic schedule types (Basic, By Availability, Advanced, Preset) generate shifts on their own. ### Possible Issues and Solutions Issue Possible Cause Solution “Create schedule” button is not visible Insufficient permissions Confirm you have Admin, Owner, or Manager access to the project Date range exceeds 3 months The system enforces a maximum period Shorten the date range to 3 months or less, then extend later if needed No projects available in the dropdown No projects have been created yet Create a project first on the Projects page Schedule appears with a warning icon The schedule’s end date has passed Extend the schedule or create a new one for the upcoming period Cannot see employees after creating the schedule Employees are not assigned to the selected project Assign employees to the project before creating the schedule --- # Schedule Page Overview Source: https://help.shifton.com/shifton/schedule-page-overview/ Get familiar with the Schedule page layout — the top bar controls, left panel, and calendar grid that make up the core scheduling interface in Shifton. Get familiar with the Schedule page layout — the top bar controls, left panel, and calendar grid that make up the core scheduling interface in Shifton. ### What Is This? The Schedule page is where you view, manage, and interact with your team’s shifts on a day-by-day or week-by-week basis. It combines a powerful top toolbar, a left sidebar with filters and schedule lists, and a main calendar grid showing all shifts for your employees. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 At least one project and schedule created The Schedule page displays data from existing schedules 3 Employees assigned to the project Employees appear as rows on the grid ### Step-by-Step Instructions #### Understanding the Top Bar The top bar runs across the top of the Schedule page and contains the main controls: Control Description Publish & notify A coral/red button that publishes the schedule and sends notifications to employees Actions dropdown A menu with bulk operations: Duplicate Shifts, Bulk Shift Actions, and more View settings Configure how the schedule grid is displayed Import/Export Export the schedule to Excel or PDF, or import bonuses and deductions Settings Access schedule-specific settings and permissions View mode toggle Switch between Today, Day, 3 Days, Week, and Month views Date navigation Arrows and a date picker to move forward and backward through the calendar #### Understanding the Left Panel The left panel sits on the left side of the page and contains: Section Description Filters A collapsible section with multiple filter options for narrowing what is displayed on the grid Projects A list of projects with checkboxes to show or hide each project’s data Schedules list All schedules for the selected project, each with its assigned color, a checkbox to show/hide, a warning icon if expired, and an add button to create new schedules Show/Hide toggles Six overlay options that control what types of data appear on the grid #### Understanding the Calendar Grid The main area of the page is the calendar grid. It is organized as follows: Row / Section Description Holidays row The top row of the grid, showing marked holidays for each day Summary row Displays aggregated data such as total scheduled hours or employee counts per day Open Shifts row Shows unassigned shifts (grey background) that employees can claim Employee rows One row per employee, displaying their assigned shifts across the date columns Each cell in the grid represents a specific day for a specific employee (or the open shifts / summary / holidays row). Shifts appear as colored blocks within the cells. ### Access Permissions Role View Schedule Page Use Top Bar Controls Manage Filters View All Employees Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes (assigned projects) Yes (limited) Yes Yes (assigned employees) Employee Yes (own shifts only) No Limited No ### FAQ Q: How do I navigate to a specific week or date? A: Use the date navigation arrows in the top bar to move forward or backward. You can also click the date picker to jump to a specific date. Q: Can I see multiple projects on the same grid? A: Yes. Use the Projects section in the left panel to check the boxes for all projects you want to display simultaneously. Q: What does the coral/red “Publish & notify” button do? A: It publishes the current schedule state and sends notifications to all affected employees, informing them of their assigned shifts. See the Publishing and Notifying article for details. Q: Why are some schedules showing a warning icon? A: The warning icon indicates that the schedule has expired (its end date has passed). You can extend it or create a new schedule for the upcoming period. ### Possible Issues and Solutions Issue Possible Cause Solution Schedule page is blank with no employees No employees assigned to the project or no schedules created Assign employees to the project and create at least one schedule Cannot see the top bar controls Your role does not have sufficient permissions Confirm you have Manager, Admin, or Owner access Filters are not narrowing the view Filters may be conflicting or not applied Click Reset in the Filters section to clear all filters, then reapply Open Shifts row is not visible No open shifts exist in the current view Open shifts appear only when unassigned shifts have been created Grid loads slowly Large number of employees or long date range Switch to a shorter view mode (Day or 3 Days) to improve performance --- # Schedule Settings and Permissions Source: https://help.shifton.com/shifton/schedule-settings-and-permissions/ A detailed guide to Step 1 of the schedule creation wizard, covering week control, employee visibility, and the eight employee action permissions that. A detailed guide to Step 1 of the schedule creation wizard, covering week control, employee visibility, and the eight employee action permissions that control what your team can do with their shifts. ### What Is This? When you create a new schedule, Step 1 asks you to configure basic information as well as important settings that define how the schedule behaves. Two of the most critical settings are: - Employee visibility — controls which employees can see which other employees on the schedule. - Employee action permissions — eight individual toggles that determine what actions employees can take on their own shifts, each with an optional “with manager confirmation” sub-option. Getting these settings right is essential for balancing employee flexibility with managerial control. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create or edit schedules 3 A project created The schedule must be linked to a project ### Step-by-Step Instructions #### Accessing Schedule Settings Schedule permissions are configured in Step 1 of the schedule creation wizard, and can also be edited later: - During creation: Fill in Step 1 of the + Add schedule wizard. - For an existing schedule: Click the edit (pencil) icon on the schedule row in the Schedules list. An edit dialog opens with all the same fields. #### Select Week Control Type This required dropdown controls how the system handles overtime in this schedule. Default: Allow with confirmation. Option Description Allow with confirmation Overtime is permitted but flagged for manager confirmation (default) Allow Overtime is permitted without confirmation Disallow Overtime shifts are flagged as problematic (shown with a red indicator) — shifts are not blocked from creation but are marked This setting appears as “Overtime” in the schedule Overview block. #### Allow Employees to See All Shifts When this checkbox is enabled, employees can see their colleagues’ shifts — not just their own. A nested radio-button option appears when enabled: Option Description Show all employees Employee sees shifts of all colleagues in the schedule Show employees with the same position Employee sees only shifts of colleagues with the same position Default: disabled (employees see only their own shifts). #### Employee Action Permissions Step 1 includes eight permission toggles that control what employees can do with shifts. Each permission can be turned on or off, and most have an additional sub-option: With manager confirmation (requires a manager to approve the action before it takes effect). # Permission Default Description 1 Allow shift swapping On Employees can request to swap their shift with a colleague. Sub-option: “With manager confirmation” (on by default); “Swap shifts with the same position only” (off by default) 2 Allow employees to send shifts to the open shift list Off Employee can release their shift into the open shifts pool. Sub-option: “With manager confirmation” (on by default) 3 Allow employees to create their own shifts Off Employee can request to create a new shift for themselves. Sub-option: “With manager confirmation” (off by default) 4 Allow employees to create breaks Off Employee can add breaks within their shifts. Requires the Breaks module. Sub-option: “With manager confirmation” (off by default) 5 Allow employees to drop shifts Off Employee can give up an assigned shift. Sub-option: “With manager confirmation” (off by default) 6 Allow employees to take shifts from the Open Shifts list On Employee can claim an unassigned open shift. Sub-option: “With manager confirmation” (on by default) 7 Allow employees to swap breaks between different shift templates Off Employees can exchange break times across different shift templates. Requires the Breaks module. 8 Allow employees to split shifts Off Employee can divide a single shift into two separate time blocks. #### Additional Schedule Settings Two additional numeric fields appear in the schedule settings (below the permission toggles): Field Default Description Maximum shifts in a row 0 Maximum consecutive shifts an employee can be assigned. 0 = no limit. The system shows a warning if this limit would be exceeded. Minimum break between shifts (in hours) 0.0000 Minimum required rest time between two shifts. 0 = no limit. #### How to Configure Permissions - For each of the eight permissions, decide whether to enable or disable it. - If enabled, decide whether to also require manager confirmation: - Enabled without confirmation — employees can take the action immediately. - Enabled with confirmation — employees can request the action, but it only takes effect after a manager approves it. - Disabled — employees cannot take this action at all. - After configuring all permissions, click Next to proceed to Step 2. #### Recommended Permission Configurations Team Type Suggested Settings Small trusted team Enable most permissions without manager confirmation for maximum flexibility Medium team Enable permissions with manager confirmation for swap, drop, and open shifts Large or regulated team Enable only essential permissions, all with manager confirmation Fully managed Disable all employee permissions — managers control everything #### Which Employee Request Types Each Permission Activates When a permission is enabled, employees see the corresponding request type in their Requests page and mobile app: Permission Request type Allow shift swapping Shift Swap request Allow employees to send shifts to the open shift list Send to Open List request Allow employees to create their own shifts Create Shift request Allow employees to create breaks Create Break request Allow employees to drop shifts Drop Shift request Allow employees to take shifts from the Open Shifts list Take from Open List request Allow employees to swap breaks Break Swap request Allow employees to split shifts Split Shift request ### Access Permissions Role View Settings Configure Settings Approve Employee Requests Owner Yes Yes Yes Admin Yes Yes Yes Manager Yes (assigned schedules) Yes (assigned schedules) Yes (assigned employees) Employee No No No ### FAQ Q: Can I change permissions after the schedule is created? A: Yes. Click the edit (pencil) icon on the schedule in the Schedules list. The same settings dialog opens and all changes take effect immediately after saving. Q: What happens to pending requests if I disable a permission? A: Pending requests for a disabled permission will need to be manually resolved. It is good practice to handle all pending requests before changing permission settings. Q: Does “with manager confirmation” notify the manager automatically? A: Yes. When an employee takes an action that requires confirmation, the assigned manager receives a notification and can approve or reject the request. Q: Can I set different permissions for different employees within the same schedule? A: No. Permissions apply to all employees in the schedule equally. If you need different permission levels, create separate schedules with different settings. Q: What is the “Split shifts” permission used for? A: Splitting a shift allows an employee to divide a single long shift into two shorter ones — for example, converting an 8-hour shift into a 4-hour morning block and a 4-hour afternoon block. Q: I enabled a permission but the employee doesn’t see the option — why? A: Check that: (1) the setting was saved, (2) the employee is assigned to this specific schedule, and (3) the required module is active (Breaks module for break-related permissions). ### Possible Issues and Solutions Issue Possible Cause Solution Employees cannot swap shifts even though the permission is enabled The “with manager confirmation” sub-option is on and no manager has approved Check the pending requests queue and approve or reject swap requests Manager is not receiving confirmation requests Notification settings are misconfigured Verify that the manager’s notification preferences include schedule actions Employees see too many colleagues on the schedule Employee visibility is set to “All employees” Switch to “Same position” to limit visibility Permission changes are not taking effect Browser cache is serving old settings Ask employees to refresh their browser or clear cache Cannot find the permissions section Scrolled past it in the Step 1 form Scroll down in the Step 1 form — permissions are typically at the bottom --- # Shift Statuses Source: https://help.shifton.com/shifton/shift-statuses/ When the Attendance module is enabled, employees must start and end their shifts using the button in the mobile app and/or web version (this option is set. When the Attendance module is enabled, employees must start and end their shifts using the button in the mobile app and/or web version (this option is set in the Attendance module settings). Every shift whose scheduled time has already started or ended will show a colored status indicator — a vertical stripe on the left edge of the shift block. ### Status Indicators #### Grey stripe — Absent The employee did not press Start shift and therefore did not press End shift. Clicking on the shift opens the shift details where you can see the status and change it manually: – Field Late / Absent → value: Absent #### Orange stripe — Late (manually set) Requires the “Record late arrival time” option enabled in the Attendance module settings. An orange stripe means the employee was marked as late, and this was set manually by a manager. Clicking the shift lets you adjust or remove the lateness (change the number of hours/minutes). #### Yellow stripe — Shift in progress The employee pressed Start shift and the shift is currently ongoing (not yet ended). #### Green stripe — Shift completed The employee pressed both Start shift and End shift — the shift is fully completed. #### Purple stripe — Early leave Requires the “Record early employee departures” option enabled in the Attendance module settings. A purple stripe means the employee ended their shift before the scheduled end time. The system records how much time early the employee left. Clicking on the shift opens the shift details where you can see: – The Early leave button highlighted in the Editing tab – The field Left early for showing hours and minutes (e.g., 03:45) ### Combined Status Indicators Shifts can show two stripes at once, indicating a combination of statuses: #### Yellow + Orange — In progress, but late Q: Late tracking is enabled, the shift time has started, but the employee has not yet pressed Start shift. The system is recording the lateness in real time while waiting for the employee to start. #### Green + Orange — Completed, but arrived late Condition: The employee pressed Start shift, but did so later than the scheduled start time. The shift was started and completed, but with a recorded lateness. #### Green + Purple — Completed, but left early Condition: The employee pressed Start shift on time but pressed End shift before the scheduled end time. The shift was started and completed, but the employee left before the shift was supposed to end. #### Green + Orange + Purple — Completed, arrived late, and left early Condition: The employee started late and ended early. All three indicators are recorded. ### Summary Table Stripe Color Meaning Grey Absent — employee did not start the shift Orange Late — manually set or auto-recorded Yellow Shift in progress (Start pressed, not yet ended) Green Shift completed (Start and End both pressed) Purple Early leave — employee ended the shift before scheduled end time Yellow + Orange Shift time started, employee hasn’t pressed Start yet (late tracking on) Green + Orange Employee started and completed the shift, but arrived late Green + Purple Employee completed the shift, but left before scheduled end time Green + Orange + Purple Employee arrived late and also left early ### Changing a Status Manually - Click on the shift block to open the shift editing panel. - In the Editing tab, find the three attendance buttons: Absent, Late, Early leave. - Click the relevant button to set the status: - Absent — marks the employee as absent for this shift. - Late — records a late arrival. The field Was late for lets you set hours and minutes. - Early leave — records an early departure. The field Left early for lets you set hours and minutes. - Click Save. ### Named Status States In addition to stripe color indicators, shifts have the following named states: Status Name Meaning Planned Shift is upcoming and the employee has not yet checked in. Default for newly created shifts. Active Employee has tapped Start Shift — shift is currently in progress. Completed Employee has tapped both Start Shift and End Shift — shift is done and hours are logged. Missed Shift date has passed and the employee never started it. Only visible when Attendance module is active. Open An unassigned shift in the Open Shifts area that any eligible employee can take. ### Prerequisites - Attendance module must be enabled. - For orange stripe (late tracking): the “Record late arrival time” option must be enabled in the Attendance module settings. - Employees must use the Start/End shift button (web or mobile app) for statuses to appear automatically. ### FAQ Q: Are shift statuses visible without the Attendance module? A: No. Colored status indicators appear only when the Attendance module is enabled. Q: A shift shows “Missed” status — what should I do? A: The employee did not press Start Shift. The manager can manually change the status: click on the shift → Shift Actions tab → set Late/Absent. Q: How do I mark an employee as absent? A: Click on the shift → Shift Actions tab → Late / Absent field → select Absent → Save. Q: What does a yellow + orange stripe mean? A: The shift time has already started, but the employee has not yet pressed Start Shift and lateness is being recorded by the Attendance module settings. Q: Can late arrivals be automatically marked without manual intervention? A: Yes. In the Attendance module settings, enable Record late arrival time — the system will automatically record lateness. Q: What does a shift in “Planned” status look like in the schedule grid? A: A regular colored block without a vertical status stripe — as before the shift starts. The stripe appears only when the shift time has begun. Q: What happens if an employee does not press End Shift? A: The shift remains in Active status (yellow stripe). The manager receives a notification (if the setting is enabled), or the system automatically closes the shift. Q: Green + orange stripe — is the shift completed or not? A: It is completed. Green means Start and End were both pressed. Orange means the start was later than the scheduled time. Q: Can employees see the statuses of other employees’ shifts? A: No. Employees can only see the statuses of their own shifts. Q: The status is “Completed”, but the report time differs from the scheduled time. A: When the Change event time option in Attendance is enabled, the actual start and end times are recorded. The difference between scheduled and actual is reflected in the report. Q: How do I find the exact clock-in and clock-out time of an employee? A: Click on the shift → View shift logs — the event history shows the exact time of each action (Start, End, breaks). Q: What is the “Early Leave” field in Shift Actions? A: It records an early departure — the employee finished the shift earlier than scheduled. Enable Record early employee departures in the Attendance settings for automatic recording. Q: How do I filter the schedule by shift status? A: Left panel → Filters → Select shift status → choose the desired status (Planned, Active, Completed, Missed). Q: Does the “Missed” status affect the employee’s salary? A: Yes. A missed shift is not counted as worked time in the Payroll report. Q: Are shift statuses displayed in the mobile app? A: Yes. The employee sees colored status indicators for their shifts in the mobile app. --- # Shift Templates Source: https://help.shifton.com/shifton/shift-templates/ Create reusable shift configurations with pre-defined times, breaks, and colors. Shift templates save time when you manually add shifts to any schedule. Create reusable shift configurations with pre-defined times, breaks, and colors. Shift templates save time when you manually add shifts to any schedule. ### What Is This? Shift Templates are pre-configured shift setups that you can reuse whenever you add a shift to a schedule. Instead of entering the same start time, end time, break duration, and color every time, you select a template and the fields are filled in automatically. Shift templates are managed from the Shift Templates tab on the Schedules page. Once created, they appear in the shift template dropdown when adding or editing shifts on any schedule. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must have a registered company account 2 Admin, Owner, or Manager role You need permissions to create and manage shift templates ### Step-by-Step Instructions #### Viewing Shift Templates - Navigate to the Schedules page. - Click the Shift Templates tab at the top of the page. - You will see a list of all existing shift templates. Each template displays the following information: Field Description Name The template name (e.g., “Morning Shift,” “Night Shift”) Time range The start and end time of the shift (e.g., 8:00 AM — 4:00 PM) Break duration The length of the break included in the shift (e.g., 30 minutes) Color A color that visually represents this shift type on the schedule Actions Edit, Delete #### Creating a New Shift Template - On the Shift Templates tab, click the + Create shift template button. - Fill in the template details: Field Description Name A descriptive name for the template (e.g., “Evening 4-12”) Start time The time the shift begins End time The time the shift ends Break duration The length of the break in minutes (e.g., 30, 45, 60) Color Choose a color to distinguish this template on the schedule grid - Click Save. #### Editing a Shift Template - Find the template in the list. - Click the Edit icon in the Actions column. - Update the fields as needed. - Click Save. - Note: Changes to a template do not retroactively update shifts that were already created using it. #### Deleting a Shift Template - Click the Delete icon next to the template. - Confirm the deletion in the pop-up dialog. - Existing shifts that were created using this template will not be affected. #### Using a Shift Template When Adding Shifts - On the Schedule page, click to add a new shift (or use the context menu on an employee row). - In the Add Shift form, locate the Shift template dropdown. - Select the desired template. - The start time, end time, break, and color fields will be automatically populated. - You can still modify any field before saving the shift. - Click Add a shift to save. ### Access Permissions Role View Templates Create Template Edit Template Delete Template Use Template Owner Yes Yes Yes Yes Yes Admin Yes Yes Yes Yes Yes Manager Yes Yes Yes Yes Yes Employee No No No No No ### FAQ Q: Are shift templates required to create a schedule? A: No. Shift templates are optional. They are a convenience tool that saves time when manually adding shifts. Automatic schedule types generate shifts without needing templates. Q: If I update a shift template, will existing shifts change? A: No. Changes to a template only affect shifts created with that template in the future. Existing shifts retain the settings they were created with. Q: Can I use the same shift template across different projects? A: Yes. Shift templates are available company-wide and can be used when adding shifts to any project’s schedule. Q: Is there a limit to how many shift templates I can create? A: There is no hard limit. Create as many templates as you need to cover your various shift configurations. Q: Can I override template values when adding a shift? A: Yes. After selecting a template, all fields are editable. You can change the time, break, or any other setting before saving the individual shift. ### Possible Issues and Solutions Issue Possible Cause Solution Shift template does not appear in the dropdown The template was just created and the page has not refreshed Refresh the schedule page Template color does not match the shift color The shift color was manually changed after selecting the template Reselect the template or manually set the color to match Deleted template still appears in the dropdown Browser cache displaying outdated data Refresh the page or clear your browser cache Cannot create a shift template Insufficient permissions Confirm you have Admin, Owner, or Manager access Template break duration does not populate correctly The break field in the shift form requires a specific format Ensure the break is entered as a number in minutes in the template settings --- # Show/Hide Overlays Source: https://help.shifton.com/shifton/show-hide-overlays/ Control which data layers are visible on the schedule grid using six toggleable overlays. Show or hide shifts, time off, availability, breaks, and more. Control which data layers are visible on the schedule grid using six toggleable overlays. Show or hide shifts, time off, availability, breaks, and more. ### What Is This? The Show/Hide section in the left panel lets you toggle six different data overlays on and off. These overlays determine what types of information appear on the calendar grid alongside employee rows. By default, some overlays are turned on and others are off, but you can customize the view to suit your needs. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have at least one project with a schedule 2 Manager, Admin, or Owner role Full overlay access requires management permissions ### Step-by-Step Instructions #### Accessing the Show/Hide Section - Open the Schedule page for your project. - In the left panel, scroll down to the Show/Hide section (below the Schedules list). - You will see six toggle switches. #### The Six Overlays # Overlay Default State Description 1 Show shifts On Displays all assigned shifts as colored blocks on the grid. Turn off to hide shift blocks and see other data layers more clearly. 2 Show time off On Displays approved time-off entries (vacation, sick leave, etc.) on the grid. Time off typically appears as a distinct colored block or icon. 3 Show unavailability On Displays periods when employees have marked themselves as unavailable. Helps you see at a glance when someone cannot work. 4 Show availability Off Displays periods when employees have indicated they are available to work. Useful when building schedules around employee preferences. 5 Show breaks On Displays break periods within shifts. Breaks appear as a different color or pattern within the shift block. 6 Show activities Off Displays activity entries (tasks, activities, or assignments) on the grid. Turn on when you need to see what activities are planned during shifts. #### Toggling Overlays - Click the toggle switch next to any overlay to turn it on or off. - The calendar grid updates immediately to reflect the change. - You can enable or disable multiple overlays simultaneously. #### How Overlays Interact with the Grid - When multiple overlays are active, their data layers stack on the grid. - Shifts are the primary layer and appear as the main colored blocks. - Time off and unavailability appear as overlapping indicators or separate blocks on top of or alongside shifts. - Availability appears as a background shading on the days and times the employee is available. - Breaks appear as markers or color changes within shift blocks. - Activities appear as additional entries within or alongside shift blocks. If the grid feels too cluttered, turn off overlays you do not need at the moment. ### Access Permissions Role View Show/Hide Section Toggle Overlays Owner Yes Yes Admin Yes Yes Manager Yes Yes Employee Limited Limited ### FAQ Q: Why are some overlays turned off by default? A: The default settings prioritize the most commonly needed information — shifts, time off, unavailability, and breaks. Availability and activities are off by default to reduce visual clutter, but you can turn them on whenever you need them. Q: Do overlay settings affect other users? A: No. Overlay toggles are personal preferences that only change your own view of the schedule. Q: Can I see availability and shifts at the same time? A: Yes. Turn on both “Show shifts” and “Show availability” to see assigned shifts alongside employee availability. This is helpful when looking for gaps in coverage or identifying employees who could take additional shifts. Q: What does unavailability look like on the grid? A: Unavailability is typically displayed as a shaded or hatched block on the employee’s row, indicating the times they cannot work. The exact appearance may vary depending on your view mode and zoom level. ### Possible Issues and Solutions Issue Possible Cause Solution Grid appears empty even though shifts exist “Show shifts” is toggled off Turn on the “Show shifts” overlay Too much information on the grid Multiple overlays are active simultaneously Turn off overlays you do not need at the moment Time off not visible even though it was approved “Show time off” is toggled off Turn on the “Show time off” overlay Breaks are not showing within shift blocks “Show breaks” is toggled off Turn on the “Show breaks” overlay Availability shading is confusing alongside shifts Both overlays are active, making the grid cluttered Turn off “Show availability” when you do not need it, or turn off “Show shifts” temporarily to view availability alone --- # Schedule View Modes Source: https://help.shifton.com/shifton/view-modes/ Switch between five different view modes to see your schedule at the level of detail you need — from a single day to an entire month. What Is This? Switch between five different view modes to see your schedule at the level of detail you need — from a single day to an entire month. ### What Is This? The Schedule page offers five view modes that control how much of the calendar is displayed at once. You can toggle between them using the view mode buttons in the top bar. The default view is Week, but you can switch at any time depending on what you are working on. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have at least one project with a schedule 2 Any user role All users with schedule access can switch view modes ### Step-by-Step Instructions #### Switching View Modes - Open the Schedule page for your project. - Locate the view mode toggle buttons in the top bar. - Click on one of the five options: View Mode Description Today Shows only the current day with a detailed 24-hour timeline Day Shows a single selected day with a 24-hour timeline and current time indicator 3 Days Shows three consecutive days side by side Week (default) Shows seven days in day columns — the most commonly used view Month Shows a full calendar month grid with compact shift representations #### Today and Day Views - Displays a 24-hour timeline running vertically or horizontally. - A current time indicator (colored line) shows the present moment in real time. - Each employee’s shifts are displayed as blocks on the timeline. - Ideal for monitoring real-time staffing and making same-day adjustments. #### 3 Days View - Shows three consecutive days side by side. - Useful for short-term planning and reviewing upcoming shifts. - Navigate forward and backward using the date navigation arrows. #### Week View (Default) - Shows seven day columns (Monday through Sunday by default). - The most commonly used view for weekly planning and management. - Each column represents one day, and shifts appear as colored blocks in each employee’s row. - Navigate between weeks using the date navigation arrows. #### Month View - Shows the full calendar month as a grid. - Shifts are displayed in a compact format due to the limited space. - Useful for getting a high-level overview of the month’s coverage. - Click on any day to drill down into a more detailed view. ### Access Permissions Role Switch View Modes View Today/Day View 3 Days View Week View Month Owner Yes Yes Yes Yes Yes Admin Yes Yes Yes Yes Yes Manager Yes Yes Yes Yes Yes Employee Yes Yes (own shifts) Yes (own shifts) Yes (own shifts) Yes (own shifts) ### FAQ Q: Which view mode is best for daily operations? A: The Day or Today view is best for real-time monitoring and same-day adjustments. The 24-hour timeline makes it easy to see who is currently working and who is coming up next. Q: Can I set a default view mode for my account? A: The default view is Week. Your last-used view mode may be remembered during your session, but it resets to Week when you log in again. Q: Why do shifts look different in the Month view? A: The Month view uses a compact representation to fit all days on screen. Shifts are shown as small color blocks or abbreviated labels. Click on a specific day to see full details. Q: Does changing the view mode affect other users? A: No. View mode is a personal display preference. Changing your view does not affect how other users see the schedule. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot see shift details in Month view The compact layout does not display full shift information Switch to Week or Day view for detailed shift information Current time indicator is not showing You are not using Today or Day view The time indicator only appears in Today and Day views Grid appears too crowded in Week view Many employees and schedules are active Use filters in the left panel to narrow the display, or switch to Day or 3 Days view Navigation arrows skip dates The view mode jumps by its interval (1 day, 3 days, 1 week, or 1 month) Use the date picker to jump to a specific date if needed View mode resets after logging out View preference is session-based Reselect your preferred view mode after logging in --- # Activity Calendar Source: https://help.shifton.com/shifton/activity-calendar/ The Activity Calendar provides a visual overview of all employee activities across your company, with flexible views, filtering, and management tools. The Activity Calendar provides a visual overview of all employee activities across your company, with flexible views, filtering, and management tools. ### What Is This? The Activity page is a dedicated workspace for planning and tracking employee activities — tasks, assignments, or jobs that go beyond regular shift scheduling. Accessed at and use a powerful set of filters in the left panel to narrow down what you see. A Free activities row shows unassigned activities that are available for distribution. Key controls at the top of the calendar include: - Create an activity — add a new activity manually. - Mass actions — select multiple activities and delete them in bulk. - Distribute activity — automatically assign activities to employees based on rules. ### Prerequisites # Prerequisite Details 1 Shifton account An active company account with the Activity feature available. 2 Employees created At least one employee must exist and be assigned to a project. 3 Positions configured Employees should have positions assigned for proper grouping in the calendar. 4 Activities or templates created You need activities or templates to see content on the calendar. ### Step-by-Step Instructions #### Navigating to the Activity Calendar Step Action Expected Result 1 Log in to Shifton and open your company. The main dashboard loads. 2 Click Activities in the left sidebar (). The Activity page opens with the Calendar tab active by default. #### Understanding the Calendar Layout Element Description Employee rows Each row represents one employee. Rows are grouped by position. Free activities row A special row at the top or bottom showing unassigned activities available for distribution. Timeline columns Time slots spanning the selected view (hours for day view, days for week/month view). Activity blocks Colored blocks on the timeline representing individual activities with their duration. #### Switching View Modes Step Action Expected Result 1 Look at the view mode selector at the top of the calendar. Options include: Today, Day, 3 Days, Week, Month. 2 Click the desired view mode. The calendar updates to show the selected time range. View Mode What It Shows Today Activities for the current day only. Day Activities for a single selected day. 3 Days A three-day window starting from the selected date. Week A full seven-day week view. Month A monthly overview with condensed activity blocks. #### Using Left Panel Filters Step Action Expected Result 1 Look at the left panel on the Activity Calendar page. You see a list of filter categories. 2 Expand or select the desired filter category. Filter options appear. 3 Set your filter criteria. The calendar updates to show only matching activities. Filter Description Project Show activities for a specific project. Schedule Filter by schedule. Location Show activities for a specific work location. Employee Search and select specific employees. Position Filter by employee position. Marks Filter by custom marks/tags applied to activities. Status Filter by activity status (e.g., planned, in progress, completed). #### Using the Top Action Buttons Button Purpose Create an activity Opens a form to manually create a new activity with details like employee, time, duration, and type. Mass actions Enables bulk operations — select multiple activities and apply Delete to them. Distribute activity Automatically assigns unassigned (free) activities to employees based on availability and rules. ### Access Permissions Role View Calendar Create Activities Edit Activities Delete Activities Distribute Activities Employee Own only No No No No Manager All Yes Yes Yes Yes Admin All Yes Yes Yes Yes Owner All Yes Yes Yes Yes ### FAQ Q1: What is the “Free activities” row? The Free activities row displays activities that have not been assigned to any employee yet. These are available for manual assignment or automatic distribution. Q2: Can I drag and drop activities between employees? Depending on your Shifton plan and configuration, drag-and-drop may be available for reassigning activities directly on the calendar. Check your current feature set or contact support. Q3: How do I see activities for a specific employee only? Use the Employee filter in the left panel. Type the employee’s name and select them to filter the calendar to their activities only. Q4: What is the difference between the Calendar and Activity Templates tabs? The Calendar tab shows actual scheduled activities on a timeline. The Activity Templates tab manages reusable templates that can be used to quickly create new activities. See the Activity Templates article for details. Q5: Can I export the activity calendar data? Activity data is available through the Activity Report in the Reports section. Navigate to Reports and select the Activity Report to export data by date range. ### Possible Issues and Solutions Issue Possible Cause Solution Calendar is empty No activities have been created, or filters are too restrictive. Create an activity or reset all filters by clicking the Reset button in the left panel. Employees are not grouped by position Positions have not been assigned to employees. Assign positions to employees in Employees > Edit Employee > Position. Free activities row is missing There are no unassigned activities. The row appears only when at least one unassigned activity exists. View mode does not change Browser caching issue. Refresh the page and try selecting the view mode again. Cannot see activities for another team Your role does not have access to that team’s data. Contact your Admin to adjust your permissions or role. --- # Activity Templates Source: https://help.shifton.com/shifton/activity-templates/ Manage reusable activity configurations to speed up activity creation and ensure consistency across your organization. What Is This? Activity Templates. Manage reusable activity configurations to speed up activity creation and ensure consistency across your organization. ### What Is This? Activity Templates are pre-configured activity definitions that you can reuse whenever you create new activities. Instead of filling in the same details every time — such as activity name, default duration, project, and notes — you save them as a template and apply it with a few clicks. Templates are managed from the Activity Templates tab on the Activity page (alongside the Calendar tab). Once created, templates are available whenever you create a new activity, either individually or in bulk. ### Prerequisites # Prerequisite Details 1 Activity page accessible You must have access to the Activity feature. 2 Manager, Admin, or Owner role Template management requires elevated permissions. 3 Projects configured Templates may reference specific projects. ### Step-by-Step Instructions #### Navigating to Activity Templates Step Action Expected Result 1 Go to the Activity page from the left sidebar. The Activity page loads with the Calendar tab active. 2 Click the Activity Templates tab (next to the Calendar tab). The Activity Templates view opens, showing a list of existing templates (if any). #### Creating a New Template Step Action Expected Result 1 On the Activity Templates tab, click Create template (or the + button). A template creation form opens. 2 Enter the template name — a descriptive label for this activity type. The name field is filled in. 3 Set the default duration for activities created from this template. Duration is configured. 4 Select the project this template is associated with (if applicable). The project is linked. 5 Add any default notes or instructions that should appear on activities created from this template. Notes are saved as part of the template. 6 Configure additional fields as needed (location, position requirements, etc.). All relevant defaults are set. 7 Click Save. The template is created and appears in the templates list. #### Editing an Existing Template Step Action Expected Result 1 On the Activity Templates tab, find the template you want to edit. The template row is visible. 2 Click the Edit button (pencil icon) next to the template. The template form opens in edit mode with current values pre-filled. 3 Make your changes to any fields. Fields are updated. 4 Click Save. The template is updated. Existing activities created from this template are not affected. #### Deleting a Template Step Action Expected Result 1 On the Activity Templates tab, find the template to delete. The template row is visible. 2 Click the Delete button (trash icon) next to the template. A confirmation dialog appears. 3 Confirm the deletion. The template is removed from the list. Activities previously created from this template remain unchanged. #### Using a Template When Creating an Activity Step Action Expected Result 1 On the Activity Calendar, click Create an activity. The activity creation form opens. 2 Select a template from the template dropdown or selection field. The form auto-fills with the template’s default values (name, duration, project, notes). 3 Adjust any fields as needed (e.g., change the date, assign a specific employee). Fields are customized for this instance. 4 Click Save. A new activity is created based on the template. #### Template Field Reference Field Required Description Template name Yes A descriptive label for the template. Default duration Yes The pre-set duration for activities created from this template. Project No The default project to associate with the activity. Notes/Instructions No Default text that appears in the activity’s notes field. Location No Default work location for the activity. Position No The position required for the activity (used in distribution). ### Access Permissions Role View Templates Create Templates Edit Templates Delete Templates Employee No No No No Manager Yes Yes Yes Yes Admin Yes Yes Yes Yes Owner Yes Yes Yes Yes ### FAQ Q1: If I update a template, do existing activities change? No. Existing activities that were created from the template remain unchanged. Template updates only affect new activities created from that template going forward. Q2: Can I have multiple templates for the same project? Yes. You can create as many templates as you need, even within the same project. For example, you might have separate templates for “Morning inspection,” “Afternoon delivery,” and “End-of-day report” all under one project. Q3: Can I duplicate a template? If a duplicate option is available, you can copy an existing template and modify it. Otherwise, create a new template and manually enter similar values. Q4: Are templates shared across all projects? Templates are available company-wide. If a template is associated with a specific project, it will default to that project when used, but you can change the project during activity creation. ### Possible Issues and Solutions Issue Possible Cause Solution “Create template” button not visible Insufficient permissions. Only Manager, Admin, or Owner roles can create templates. Contact your Admin. Template fields do not match what I need The form may have additional fields hidden behind an “Advanced” toggle. Look for an expand or advanced options area in the template form. Deleted template still appears in template list Browser cache issue. Refresh the page. The template should no longer appear. Template dropdown empty when creating an activity No templates have been created yet. Go to the Activity Templates tab and create at least one template first. Wrong defaults applied from template The template may have outdated values. Edit the template to update its default values. --- # Approving and Rejecting Time-Off Requests Source: https://help.shifton.com/shifton/approving-rejecting-requests/ Learn how managers and administrators review, approve, or reject employee time-off requests from the Requests page. What Is This? When an employee submits. Learn how managers and administrators review, approve, or reject employee time-off requests from the Requests page. ### What Is This? When an employee submits a time-off request, it enters a Pending status and waits for a manager or administrator to review it. From the Requests page, authorized users can examine the request details and either approve it (granting the time off) or reject it (denying the request). This article walks you through the review process and explains the status flow. ### Prerequisites # Prerequisite Details 1 Pending requests exist At least one employee must have submitted a time-off request 2 Access to the Requests page Click Requests in the left sidebar ### Step-by-Step Instructions #### Understanding the Status Flow Status Meaning What Happens Next Pending The request has been submitted and is awaiting review A Manager or Admin approves or rejects it Approved The request has been granted The time off is confirmed; shift overlap rules take effect Rejected The request has been denied The employee is notified; no time off is applied #### Filtering for Pending Requests Step Action Expected Result 1 Click Requests The Requests page opens 2 Open the Status dropdown in the filter bar Status options appear: Pending, Approved, Rejected 3 Select Pending The list updates to show only requests awaiting review 4 (Optional) Use the Employees dropdown to filter by a specific team member The list narrows to requests from the selected employee #### Reviewing a Request Step Action Expected Result 1 Click on the request row to view its details A detail view or side panel opens showing the full request information: type, dates/times, payment type, attached files, and any notes 2 Review the details — check dates, type of leave, and whether it conflicts with team schedules You have enough context to make a decision #### Approving a Request Step Action Expected Result 1 Open the request detail view The request details are displayed 2 Click the Approve button A confirmation may appear depending on your workspace settings 3 Confirm the approval if prompted The request status changes to Approved. The employee is notified. If the employee chose “Delete shifts” or “Move to open shifts,” those shift changes are now applied #### Rejecting a Request Step Action Expected Result 1 Open the request detail view The request details are displayed 2 Click the Reject button A confirmation or reason dialog may appear 3 (Optional) Enter a reason for rejection if the dialog prompts for one The reason is stored and visible to the employee 4 Confirm the rejection The request status changes to Rejected. The employee is notified. No changes are made to shifts #### Reviewing Multiple Requests Step Action Expected Result 1 Work through the list, opening each request Review details one by one 2 Approve or reject each request as appropriate Each request’s status updates immediately after your action 3 Click the Refresh icon if new requests arrive while you are reviewing The list reloads with the latest submissions ### Access Permissions Role View Pending Requests Approve Requests Reject Requests Receive Notifications Employee Own only No No Yes (on status change) Manager Own + team Yes (team members) Yes (team members) Yes Admin All Yes (all) Yes (all) Yes ### FAQ Q1: Can I undo an approval or rejection? Typically, once a request is approved or rejected, the status is final. If you need to reverse a decision, consult your administrator — they may be able to manually adjust the request or ask the employee to submit a new one. Q2: Does the employee get notified when I approve or reject their request? Yes. The employee receives a notification (in-app and/or via email, depending on workspace notification settings) whenever their request status changes. Q3: What happens to shifts when I approve a request? It depends on what the employee selected in the “What to do with shifts that overlap” field. If they chose Delete shifts, overlapping shifts are removed. If they chose Move to open shifts, those shifts go to the open shifts pool. If they chose Nothing, shifts remain unchanged. Q4: Can I approve a request retroactively (for dates that have already passed)? Yes. The system allows you to approve or reject requests regardless of whether the dates have passed. This is useful for recording unplanned absences after the fact. Q5: Who can I contact if I do not have permission to approve requests? Reach out to your company administrator. They can adjust your role to Manager or Admin level if appropriate for your responsibilities. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot see the Approve/Reject buttons Your role is Employee, not Manager or Admin Contact your administrator to upgrade your role if you are responsible for approvals Approved a request by mistake The action was confirmed before reviewing carefully Contact your administrator to discuss reversal options; the employee may need to resubmit Employee says they were not notified Notification settings may be disabled Check the workspace notification settings under admin configuration; ensure email/in-app notifications are turned on Shifts were not updated after approval The employee selected “Nothing” for shift overlaps Manually adjust the schedule, or ask the employee to resubmit with “Delete shifts” or “Move to open shifts” selected Pending filter shows no results but employees say they submitted requests The date range filter may be excluding the requests Clear the date filters or widen the range, then click the Refresh icon --- # Attendance Module Overview Source: https://help.shifton.com/shifton/attendance-overview/ Shifton's Attendance module lets you track when employees actually clock in and out, compare those times against their planned schedules, and identify. Shifton’s Attendance module lets you track when employees actually clock in and out, compare those times against their planned schedules, and identify discrepancies such as late arrivals or early departures. ### What Is This? The Attendance module is a time-tracking layer that sits on top of your existing schedules. Once activated, employees can start and end shifts directly from the Shifton interface — either in a desktop browser or the mobile app. The system automatically records timestamps and compares them to the planned schedule, giving managers a clear picture of workforce punctuality and actual hours worked. Key capabilities include: - Real-time shift tracking — employees clock in and out with a single tap or click. - Browser and mobile support — works on any device with internet access. - Top-bar quick access — an “Attendance” button appears in the navigation bar so employees can start a shift instantly. - Unscheduled shift visibility — the Attendance dropdown lists any unscheduled shifts available for the employee to start. - Automatic comparison — planned vs. actual times are recorded side by side for reporting and payroll. ### Prerequisites Before you can use the Attendance module, make sure the following conditions are met: # Prerequisite Details 1 Shifton account You need an active Shifton company account. 2 Attendance module enabled Activate the Attendance module in Settings > Modules. The module costs $0 base + $1 per employee per month. 3 Employees added At least one employee must be created and assigned to a project. 4 Schedules published Employees should have published schedules so the system can compare planned vs. actual times. 5 Permissions configured Ensure the appropriate roles have permission to view or manage attendance data. ### Step-by-Step Instructions #### Enabling the Attendance Module Step Action Expected Result 1 Click your company name → Modules in the menu. The Modules page opens showing all available add-ons. 2 Locate the Attendance module in the list. You see the module card with pricing info ($1/employee/month). 3 Click the toggle or Enable button next to the module. The module status changes to active. 4 Confirm the activation in the dialog that appears. The Attendance module is now enabled for your company. #### Configuring Attendance Settings After enabling the module, go to Modules → Settings → Attendance to configure: Setting Description Allow shift start from mobile Enable or disable the Start Shift / End Shift buttons in the mobile app Grace period Number of minutes late allowed before a shift is flagged as late (e.g., 5 minutes: arriving 4 minutes late is not counted as late) Require geolocation Whether employees must confirm their location when starting a shift If “Allow shift start from mobile” is disabled, the Start/End Shift buttons will not appear in the mobile app even when the Attendance module is active. #### Accessing the Attendance Panel Step Action Expected Result 1 Log in to Shifton as any employee or manager. You land on the dashboard or schedule page. 2 Look at the top navigation bar for the Attendance button. The Attendance button is visible in the top bar. 3 Click Attendance to open the dropdown panel. A dropdown appears listing scheduled shifts available to start, along with any unscheduled shifts (if enabled). #### Shift Status Flow Once the Attendance module is active, shifts progress through the following statuses: Status When It Occurs Planned Default status for a published shift Active Employee tapped Start Shift Completed Employee tapped End Shift Missed Shift end time passed without the employee starting it The Company Schedule page reflects these statuses with color coding (e.g., Active shifts appear green, Missed shifts appear red). #### Reviewing Attendance Data as a Manager Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Employee Working Hours report. The report loads with filters for date range, projects, and positions. 3 Set the desired date range and click Apply Filter. The table shows each employee’s planned vs. actual start/end times, break durations, and late/early leave hours. 4 Click Export to download the data if needed. A file is downloaded in your chosen format. ### Access Permissions Role View Own Attendance Start/End Own Shift View Team Attendance Manage Attendance Settings Employee Yes Yes No No Manager Yes Yes Yes (all) No Admin Yes Yes Yes (all) Yes Owner Yes Yes Yes (all) Yes ### FAQ Q1: Does the Attendance module work on mobile devices? Yes. Employees can start and end shifts from the Shifton mobile app. The Start Shift / End Shift buttons appear on the Dashboard once the module is active and “Allow shift start from mobile” is enabled in the module settings. Q2: The Attendance module is active, but the Start Shift button is not showing in the app — why? Check three things: (1) “Allow shift start from mobile” is enabled in Modules → Settings → Attendance; (2) the employee has logged out and back in to refresh the app after the setting was changed; (3) the employee has a shift scheduled for today. Q3: What counts as “late”? If a Grace period is set (e.g., 5 minutes), an employee is only flagged as late if they start their shift more than that many minutes after the scheduled start time. Arriving 4 minutes late with a 5-minute grace period is not counted as late. Q4: What happens if an employee forgets to end their shift? The shift remains open until the employee manually ends it or a manager closes it. You can configure notifications to remind employees about open shifts. Q5: Can employees start shifts that are not on the schedule? Yes, if the Unscheduled Shifts option is enabled in the Attendance module settings. Unscheduled shifts will appear in the Attendance dropdown for the employee to start. See the Unscheduled Shifts article for details. Q6: How much does the Attendance module cost? $1 per employee per month, with a 30-day free trial. You can activate or deactivate it at any time from the Modules page. Q7: Is the Attendance module required for other features? Yes. The Work Location Control module requires Attendance to be active. Work Location Control cannot be enabled without Attendance running in Office mode. ### Possible Issues and Solutions Issue Possible Cause Solution “Attendance” button not visible in the top bar Attendance module is not enabled. Go to Settings > Modules and enable the Attendance module. Employee cannot start a shift No published schedule exists for the employee, and unscheduled shifts are disabled. Publish a schedule for the employee or enable unscheduled shifts in Attendance settings. Planned vs. actual times not showing in reports The schedule was not published before the shift was worked. Ensure schedules are published before shifts begin so the system can compare times. Attendance data missing for some employees Those employees may not be assigned to a project. Assign the employees to the relevant project in Employees settings. Module activation fails Billing issue or insufficient permissions. Check your subscription status and ensure you have Owner or Admin access to enable modules. --- # Bonus/Penalty Report Source: https://help.shifton.com/shifton/bonus-penalty/ View all financial adjustments for employees, including bonuses, retentions (penalties), advances, and total amounts. What Is This? The Bonus/Penalty. View all financial adjustments for employees, including bonuses, retentions (penalties), advances, and total amounts. ### What Is This? The Bonus/Penalty report consolidates all financial adjustments applied to employees during a given period. This includes positive adjustments (bonuses), negative adjustments (retentions or penalties), and advances. The report provides a total column for quick reference, making it a key tool for payroll preparation and financial auditing. Auto-penalties from late tracking (if configured) also appear in this report under the Retention column. ### Prerequisites # Prerequisite Details 1 Financial adjustments recorded Bonuses, penalties, or advances must have been entered for employees. 2 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Bonus/Penalty from the report list. The report loads with filters and data table. #### Applying Filters Filter Type Description Date range Date picker Select the period to view financial adjustments. Marks Multi-select Filter by custom marks/tags. Position Dropdown Filter by employee position. Step Action Expected Result 1 Set the date range and any additional filters. Filters are configured. 2 Click Apply Filter. The table updates with matching records. #### Reading the Report Table Column Description Name Employee’s full name. Bonus Total bonus amount awarded during the period. Retention Total deductions (penalties, fines, auto-penalties) during the period. Advance Total advance payments made to the employee. Total Net total of all adjustments (Bonus – Retention + Advance). ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: Do auto-penalties from late tracking appear here? Yes. Automatic penalties generated by the late tracking feature are included in the Retention column. Q2: What is the difference between “Retention” and “Penalty”? They refer to the same concept — deductions from the employee’s compensation. “Retention” is the column name used in this report and encompasses all types of deductions, including manually entered penalties and auto-penalties. Q3: Can I add bonuses or penalties directly from this report? No. This report is read-only. To add financial adjustments, use the employee profile or the relevant management interface. Q4: How is the “Total” calculated? The Total column represents: Bonus – Retention + Advance. It gives you the net financial adjustment for each employee. ### Possible Issues and Solutions Issue Possible Cause Solution Report shows no data No bonuses, penalties, or advances were recorded in the selected period. Verify the date range or check if financial adjustments have been entered. Auto-penalties are not appearing Auto-penalty feature is not enabled. Enable auto-penalties in Settings > Attendance (see the Late Tracking article). Total does not match manual calculations Rounding differences or missing entries. Export the data and verify each row’s individual values against your records. An employee is missing from the report No financial adjustments exist for that employee in the period. The report only shows employees who have at least one adjustment. Broaden the date range or add the missing entry. Retention amount is unexpectedly high Multiple auto-penalties may have accumulated. Review the Late Employees report to see the breakdown of late incidents. --- # Break Swap Source: https://help.shifton.com/shifton/break-swap/ Employees can swap their break times with a colleague, allowing two team members to exchange when they take their breaks. What Is This? A break swap. Employees can swap their break times with a colleague, allowing two team members to exchange when they take their breaks. ### What Is This? A break swap allows two employees to exchange their scheduled break times with each other. For example, if Employee 1 is scheduled for a break at 13:00 and Employee 2 has a break at 14:00, they can swap so each takes the other’s break slot. This feature requires the Breaks module to be active, and the relevant schedule setting must be enabled. Depending on configuration, the swap may happen automatically after both employees agree, or it may require manager approval. ### Prerequisites Requirement Details Module Breaks module must be active ($0.50 per employee per month) Setting “Allow employees to swap breaks between different shift templates” must be enabled in schedule settings Shifts Both employees must have shifts with assigned breaks in the same schedule ### Step-by-Step Instructions #### Enabling Break Swaps (Manager/Admin) First, ensure the Breaks module is active (company menu → Modules → Breaks). Then: 1. Navigate to Schedules from the left sidebar. 2. Open the schedule and click Settings (gear icon). 3. Find the “Allow employees to swap breaks between different shift templates” option. 4. Enable the toggle. 5. Save the settings. #### Requesting a Break Swap (Employee) Via the mobile app or web Requests page: 1. Select your break (or navigate to Requests and choose Break Swap). 2. Find your colleague’s break that you want to swap with. 3. Send the swap request to that colleague. #### Responding to a Break Swap Request (Employee) When a colleague requests a break swap with you: 1. You will receive a notification. 2. Open the notification or navigate to Requests. 3. Review the proposed swap: your break time and the colleague’s break time. 4. Click Accept to agree, or Decline to reject. If both employees agree and no manager confirmation is required, the break times are exchanged automatically. #### Manager Approval (If Required) - Navigate to the Requests section. - Locate the pending break swap request. - Review the details of both breaks. - Click Approve to apply the change, or Reject to deny it. ### Access Permissions Role Enable Setting Request Break Swap Accept/Decline Approve/Reject Administrator Yes Yes Yes Yes Manager Yes (assigned schedules) Yes Yes Yes (assigned schedules) Employee No Yes (when enabled) Yes No ### FAQ Q: Does the Break Swap feature require the Breaks module? A: Yes. The Breaks module must be active for break swap to work. Without it, the option will not appear even if the schedule setting is enabled. Q: What does “between different shift templates” mean in the setting name? A: The setting name refers to the scenario where two employees are on different shift templates (with different break times). The swap allows them to exchange those break times. In practice, this applies whenever two employees want to trade their break slots. Q: Does a break swap affect total shift hours? A: No, break swaps exchange the time slot of the break, not the duration. Both employees keep the same total break duration but at swapped times. Q: What if a colleague declines the swap request? A: The request is closed. You can submit a new request to a different colleague or ask your manager to manually adjust break times. ### Possible Issues and Solutions Issue Possible Cause Solution “Swap break” option not visible Breaks module not active, or schedule setting is disabled 1. Activate the Breaks module (company name → Modules). 2. Enable “Allow employees to swap breaks between different shift templates” in schedule settings No colleagues available to swap with Other employees in the schedule have no assigned breaks Verify that other employees’ shift templates include break definitions Break swap request declined by colleague The colleague cannot take the break at that time Try a different colleague or ask your manager to adjust break times directly Break time unchanged after approval Page not refreshed Refresh the schedule page to see the updated break times --- # Budget Report Source: https://help.shifton.com/shifton/budget-report/ Analyze labor costs by project with breakdowns of active employees, time worked at different rate tiers, and total expenses. What Is This? Analyze labor costs by project with breakdowns of active employees, time worked at different rate tiers, and total expenses. ### What Is This? The Budget report gives managers a project-level financial view of labor costs. It shows how many employees were active on each project, how many hours were worked at different rate tiers (100% base, 200% overtime, 300% night/holiday), and the associated costs. The report uses a multi-level table structure with summary rows per project and a grand total at the bottom. This report is essential for project budgeting, cost tracking, and comparing actual labor spend against planned budgets. ### Prerequisites # Prerequisite Details 1 Pay rates configured Employee or position pay rates must be set up for cost calculations. 2 Published schedules or attendance data Time worked data comes from schedules or the Attendance module. 3 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Budget from the report list. The report loads with filters and the multi-level data table. #### Applying Filters Filter Type Description Projects Multi-select Filter by one or more projects. Date range Date picker Select the period to analyze budget data. Step Action Expected Result 1 Select the desired projects and date range. Filters are configured. 2 Click Apply Filter. The table updates with budget data for the selected criteria. #### Reading the Report Table The Budget report uses a multi-level table structure: Level Description Project header row Shows the project name. All rows below belong to this project until the next project header. Date rows Individual rows per date showing daily breakdown of employees, hours, and costs. Project summary row Aggregated totals for the project across all dates. Grand total row Overall totals across all projects at the bottom of the table. Column Description Project The project name (shown in header rows). Date The specific date for the row. Active employees Number of employees who worked on this project on this date. Time worked — 100% Hours worked at the base (100%) rate. Time worked — 300% Hours worked at the 300% rate (e.g., night or holiday shifts). Time worked — 200% Hours worked at the 200% rate (e.g., overtime). Time worked — Total hrs Total hours across all rate tiers. Costs Total labor cost for this row based on hours and applicable rates. ### Access Permissions Role View Report Export Report See All Projects Employee No No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: What do the 100%, 200%, and 300% rate tiers mean? These represent different pay rate multipliers. 100% is the base rate for regular hours. 200% typically applies to overtime hours. 300% typically applies to night shifts or holiday work. The exact definitions depend on your company’s pay rate configuration. Q2: How are costs calculated? Costs are calculated by multiplying the hours worked in each rate tier by the applicable pay rate for the employee or position. The total cost is the sum across all tiers. Q3: Can I compare budget across multiple projects? Yes. Select multiple projects in the filter, and the report shows each project separately with a grand total row at the bottom for comparison. Q4: Does this report include bonuses and penalties? No. The Budget report focuses on base labor costs from hours worked. For bonuses and penalties, use the Bonus/Penalty report. For a complete salary view, use the Pay Rate report. ### Possible Issues and Solutions Issue Possible Cause Solution Costs show 0 for all rows Pay rates are not configured for employees or positions. Set up pay rates in Settings > Pay Rates or in individual employee profiles. A project is missing from the report The project filter may be excluding it, or no shifts were worked for that project. Reset filters to show all projects, or verify that shifts exist for the project in the selected period. Rate tier hours do not add up to total Rounding of partial hours. Export the data for precise calculation. Small differences are typically due to display rounding. Grand total seems too high or low The date range may include more or fewer days than expected. Double-check the date range filter values. Some dates show 0 active employees No shifts were scheduled or worked on those dates for the project. This is expected for days off or non-working days. --- # Company Dashboard Source: https://help.shifton.com/shifton/company-dashboard/ The Company Dashboard is your real-time command center for monitoring shifts, breaks, activities, and employee requests across your entire organization. The Company Dashboard is your real-time command center for monitoring shifts, breaks, activities, and employee requests across your entire organization. ### What Is This? The Company Dashboard provides a bird’s-eye view of everything happening in your company right now. It displays a 3×3 grid of live widgets tracking shifts, breaks, and activities, along with a summary of pending employee requests and per-project overviews. Use it to quickly spot issues like late arrivals, missed breaks, or staffing gaps without digging through individual schedules. ### Prerequisites Requirement Details Role Owner, Administrator, or Manager with dashboard access Schedule At least one active schedule with assigned shifts Employees Employees must be added to the company and assigned to projects ### Step-by-Step Instructions #### Accessing the Dashboard - Log in to your Shifton account. - From the left sidebar, click Dashboard. - The Company Dashboard loads by default, showing live data for your organization. #### Understanding the Widget Grid The dashboard displays a 3×3 grid of real-time widgets organized in three rows: Row 1 — Shifts Widget What It Shows Problematic Shifts Shifts with issues such as no-shows or late arrivals On Shift Employees currently working their shift right now Upcoming Shifts Shifts starting within the selected time window Row 2 — Breaks Widget What It Shows Late for Breaks Employees who should have started their break but have not On Break Employees currently on a break Upcoming Break Breaks scheduled to start within the selected time window Row 3 — Activities Widget What It Shows Late Activity Employees who have not started a scheduled activity on time On Activity Employees currently performing an activity Upcoming Activity Activities scheduled to begin within the selected time window #### Using the Time Window Dropdown - In the top area of the dashboard, locate the time window dropdown (default: 60 minutes). - Click the dropdown and select how far ahead you want to look for upcoming items. - Click the Refresh button next to the dropdown to update all widgets with the latest data. #### Reviewing Employee Requests Below the widget grid, the Employee Requests section displays pending requests organized into three tabs: Tab Description Shifts Swapping Requests from employees who want to swap shifts with a colleague Time-off Vacation, sick day, and other time-off requests awaiting approval Open Shifts Requests related to posting or taking open shifts - Click a tab to view requests of that type. - Review the request details shown in the list. - Click the “View requests >” button to navigate to the full requests management page. #### Viewing Project Summary Cards At the bottom of the dashboard, you will find Project Summary Cards — one card per project in your company. Each card shows a 3-day mini-grid with the following information: Data Point Description Employees Number of employees assigned for each of the three days Open Shifts Number of unfilled shifts for each of the three days Use these cards to quickly identify projects that may be understaffed in the coming days. #### Switching to My Shifts - At the top of the dashboard, locate the “My Shifts” tab. - Click My Shifts to switch from the company-wide view to your personal shift schedule. - Click Dashboard to return to the company-wide view. ### Access Permissions Role View Dashboard See All Projects See Employee Requests Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes Assigned projects only Assigned projects only Employee No (sees My Shifts only) No No ### FAQ Q: How often does the dashboard data refresh? A: The dashboard shows real-time data as of the last refresh. Click the Refresh button next to the time window dropdown to pull the latest information at any time. Q: Why do I see “0” in all widgets? A: This usually means there are no active shifts, breaks, or activities at the current time. Check that your schedules are published and that shifts are assigned to employees for today. Q: Can I customize which widgets appear on the dashboard? A: The 3×3 widget layout is fixed and cannot be rearranged. However, the time window dropdown lets you control how far ahead the “Upcoming” widgets look. Q: Why can I only see some projects in the summary cards? A: Managers can only see projects they are assigned to. If you need access to additional projects, ask your Owner or Administrator to assign you. Q: What does “Problematic Shifts” include? A: Problematic shifts are those where something has gone wrong, such as an employee being late, a no-show, or other attendance-related issues that require attention. ### Possible Issues and Solutions Issue Possible Cause Solution Dashboard shows no data No published schedules for today Publish a schedule that covers the current date “Upcoming Shifts” is empty Time window too short or no shifts in range Increase the time window using the dropdown, or verify shift assignments Project summary cards missing No projects created yet Create at least one project under Company settings Employee requests tab shows zero No pending requests This is normal — it means all requests have been handled Cannot access the dashboard Insufficient permissions Contact your Owner or Administrator to grant dashboard access Data looks outdated Dashboard not refreshed Click the Refresh button to load the latest data --- # Creating and Distributing Activities Source: https://help.shifton.com/shifton/creating-distributing-activities/ Learn how to create new activities, perform bulk operations, and automatically distribute activities to employees. What Is This? Activities in Shifton. Learn how to create new activities, perform bulk operations, and automatically distribute activities to employees. ### What Is This? Activities in Shifton represent tasks or assignments that employees need to complete, beyond their regular shifts. This article covers three key workflows: - Creating an activity — adding a single new activity with specific details like time, employee, and type. - Mass actions — selecting multiple activities and deleting them in bulk. - Distributing activities — automatically assigning unassigned activities to available employees based on scheduling rules. These tools are available as buttons at the top of the Activity Calendar page. ### Prerequisites # Prerequisite Details 1 Activity Calendar accessible You must have access to the Activity page. 2 Employees assigned to projects Employees must be part of a project to receive activities. 3 Activity templates (optional) Having templates makes creating repeated activities faster. 4 Manager or Admin role Creating and distributing activities requires elevated permissions. ### Step-by-Step Instructions #### Creating a Single Activity Step Action Expected Result 1 Navigate to the Activity Calendar page. The calendar view loads. 2 Click the Create an activity button at the top of the page. A creation form or dialog opens. 3 Fill in the activity details: – Activity name or type Identifies the activity. – Date and time When the activity should take place. – Duration How long the activity lasts. – Employee (optional) Assign to a specific employee, or leave blank to add to Free activities. – Project Associate the activity with a project. – Notes (optional) Add any relevant details or instructions. 4 Click Save or Create. The activity appears on the calendar. If no employee was assigned, it appears in the Free activities row. #### Using Mass Actions Step Action Expected Result 1 On the Activity Calendar, click the Mass actions button. The calendar enters selection mode. 2 Select multiple activities by clicking on them. Selected activities are highlighted. 3 Click Delete to remove all selected activities. A confirmation prompt appears. 4 Confirm the deletion. The selected activities are removed from the calendar. 5 Click Done or exit selection mode. The calendar returns to normal view. Note: Mass actions only support Delete. To reassign an activity or change its status, edit the activity individually. #### Distributing Activities Automatically Step Action Expected Result 1 Ensure there are unassigned activities in the Free activities row on the calendar. At least one activity is unassigned. 2 Click the Distribute activity button at the top of the page. A distribution dialog or configuration panel opens. 3 Review or adjust distribution settings (e.g., which employees to include, date range, position filters). Settings are configured for your needs. 4 Click Distribute or Apply. The system automatically assigns free activities to available employees based on their schedules, positions, and availability. 5 Review the calendar to confirm assignments. Previously unassigned activities now appear in employee rows. #### Activity Creation Quick Reference Field Required Description Activity name/type Yes The name or type of the activity (can be from a template). Date and time Yes The scheduled start date and time. Duration Yes How long the activity should last. Employee No Leave blank for the Free activities pool, or assign directly. Project Yes The project this activity belongs to. Location No The work location for the activity. Notes No Additional instructions or context for the employee. ### Access Permissions Role Create Activities Use Mass Actions Distribute Activities View Activities Employee No No No Own only Manager Yes Yes Yes All Admin Yes Yes Yes All Owner Yes Yes Yes All ### FAQ Q1: What happens if I create an activity without assigning an employee? The activity is added to the Free activities row on the calendar. It remains there until it is manually assigned to an employee or distributed using the Distribute activity feature. Q2: Can I undo a mass action? No. Mass deletion is irreversible. Always double-check your selection before confirming. Q3: How does automatic distribution decide which employee gets an activity? The distribution algorithm considers employee availability (based on published schedules), position match, and workload balance. The exact logic may vary based on your company’s configuration. Q4: Can I distribute activities to specific employees only? Yes. When using the Distribute activity feature, you can filter by employee, position, or other criteria to limit which employees receive assignments. Q5: Is there a limit to how many activities I can create at once? There is no hard limit for individual creation. For bulk creation, consider using Activity Templates or import features if available in your plan. ### Possible Issues and Solutions Issue Possible Cause Solution “Create an activity” button is not visible Insufficient permissions. Contact your Admin to ensure your role has activity creation rights. Distribution assigns activities to the wrong employees Filter settings were not configured correctly before distributing. Adjust the distribution filters (position, employee, schedule) and redistribute. Mass action does not apply to all selected activities Some activities may have a status or ownership that prevents the action. Review which activities were not affected and handle them individually. Activity does not appear on the calendar after creation The calendar view or filters may be hiding the new activity. Check your date range, view mode, and left panel filters. Reset filters if needed. No activities available for distribution All activities are already assigned, or none have been created. Create new activities or check if existing ones are already assigned to employees. --- # Creating a Time-Off Request (All Day) Source: https://help.shifton.com/shifton/creating-request-all-day/ Learn how to submit a full-day time-off request using the "All day" tab in the Request Time-Off form. This covers sick days, vacations, holidays, and. Learn how to submit a full-day time-off request using the “All day” tab in the Request Time-Off form. This covers sick days, vacations, holidays, and custom time-off types. ### What Is This? When an employee needs one or more full days off, they use the All day tab in the Create Request side panel. This form lets you specify the type of time off, select the date range, choose what happens with overlapping shifts, and optionally attach supporting documents. Once submitted, the request goes to a manager for approval. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must be logged in to your Shifton workspace 2 Time-Off module enabled Your company administrator must have activated the Time-Off module 3 Access to the Requests page Click Requests in the left sidebar ### Step-by-Step Instructions #### Opening the Create Request Form Step Action Expected Result 1 Click the + Request Time-Off button (blue) A side panel opens on the right with the Create Request form 2 Make sure the All day tab is selected at the top of the form The form displays date-based fields (From date, To date) #### Filling Out the Form Step Action Field Details 1 Select Type payment Dropdown with options: Unpaid (default), Paid 2 Select Type time-off Dropdown with options: Sick day (default), Vacation, Holiday 3 Select Additional type of time off (optional) Dropdown listing custom time-off types configured in your module settings. Leave blank if not applicable 4 Set the From date Date picker field. Defaults to today’s date. Click to open the calendar and select the start date of your time off 5 Set the To date Date picker field. Defaults to today’s date. Click to open the calendar and select the end date of your time off 6 Select Employees Dropdown pre-populated with your name. Managers and Admins may select additional employees when submitting on someone’s behalf 7 Choose What to do with shifts that overlap Dropdown with options: Nothing (default) — leave shifts as-is; Delete shifts — remove overlapping shifts; Move to open shifts — reassign overlapping shifts to the open shifts pool 8 Attach a file (optional) Drag and drop a file into the attachment zone, or click to browse. Use this for doctor’s notes, approval letters, etc. 9 Click Send request The request is submitted and appears in the Requests list with a Pending status #### Form Field Reference Field Required Default Value Options / Format Type payment Yes Unpaid Unpaid, Paid Type time-off Yes Sick day Sick day, Vacation, Holiday Additional type of time off No — Custom types from module settings From (date) Yes Today Date picker (e.g., 17-03-2026) To (date) Yes Today Date picker (e.g., 17-03-2026) Employees Yes Current user Employee dropdown What to do with shifts that overlap Yes Nothing Nothing, Delete shifts, Move to open shifts File attachment No — Drag-and-drop zone or file browser #### Canceling the Request Step Action Expected Result 1 Click the Cancel button at the bottom of the form The side panel closes without submitting. No request is created ### Access Permissions Role Create Own Request Create Request for Others View the Create Form Employee Yes No Yes Manager Yes Yes (team members) Yes Admin Yes Yes (any employee) Yes ### FAQ Q1: What is the difference between “Unpaid” and “Paid” in the Type payment field? Unpaid means the time off will not be compensated. Paid means the employee will receive their regular pay during the absence. Your company policy determines which types of leave are paid. Q2: What are “Additional types of time off”? These are custom categories your administrator has configured in the Time-Off module settings — for example, “Bereavement leave” or “Study leave.” If no custom types have been set up, this dropdown will be empty. Q3: What happens if I choose “Nothing” for overlapping shifts? The shifts remain on the schedule as-is. This means someone may need to manually reassign or cover those shifts. Choose “Delete shifts” or “Move to open shifts” if you want the system to handle conflicts automatically. Q4: Can I attach multiple files? This depends on your workspace configuration. Typically, you can attach one file per request. If you need to submit multiple documents, consider combining them into a single PDF before uploading. Q5: Can I edit a request after submitting it? Once submitted, a request enters the Pending state. If you need to make changes, you should ask your manager to reject the request so you can create a new one with the correct details. ### Possible Issues and Solutions Issue Possible Cause Solution The “Send request” button is grayed out One or more required fields are not filled in Verify that Type payment, Type time-off, From date, To date, and Employees are all completed “To” date is before the “From” date The date range is invalid Ensure the To date is the same as or later than the From date No options in the “Additional type of time off” dropdown No custom time-off types have been configured Ask your administrator to set up additional types in the Time-Off module settings File attachment fails to upload File is too large or in an unsupported format Try a smaller file or convert it to a commonly supported format (PDF, JPG, PNG) Cannot select other employees in the Employees field Your role does not allow creating requests on behalf of others Only Managers and Admins can submit requests for other employees Shifts were not removed after choosing “Delete shifts” The request has not been approved yet Shift changes take effect only after the request is approved by a manager --- # Creating a Time-Off Request (Part of a Day) Source: https://help.shifton.com/shifton/creating-request-part-of-day/ Learn how to submit a partial-day time-off request for situations like leaving early, arriving late, or taking a few hours off during the workday. Learn how to submit a partial-day time-off request for situations like leaving early, arriving late, or taking a few hours off during the workday. ### What Is This? The Part of a day tab in the Create Request form allows employees to request time off for a portion of a single workday rather than entire days. Instead of selecting a date range, you specify exact start and end date-times, making it ideal for medical appointments, personal errands, or any situation where you need a few hours away from work. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must be logged in to your Shifton workspace 2 Time-Off module enabled Your company administrator must have activated the Time-Off module 3 Access to the Requests page Click Requests in the left sidebar ### Step-by-Step Instructions #### Opening the Create Request Form Step Action Expected Result 1 Click the + Request Time-Off button (blue) A side panel opens on the right with the Create Request form 2 Click the Part of a day tab at the top of the form The form switches to display datetime fields (From datetime, To datetime) instead of date-only fields #### Filling Out the Form Step Action Field Details 1 Select Type payment Dropdown with options: Unpaid (default), Paid 2 Select Type time-off Dropdown with options: Sick day (default), Vacation, Holiday 3 Select Additional type of time off (optional) Dropdown listing custom time-off types configured in your module settings. Leave blank if not applicable 4 Set the From datetime Datetime picker. Select a date and time (e.g., “17-03-2026 13:00”). Defaults to today at 00:00 5 Set the To datetime Datetime picker. Select a date and time (e.g., “17-03-2026 17:00”). Defaults to today at 00:00 6 Select Employees Dropdown pre-populated with your name. Managers and Admins may select additional employees 7 Choose What to do with shifts that overlap Dropdown with options: Nothing (default), Delete shifts, Move to open shifts 8 Attach a file (optional) Drag and drop a file into the attachment zone, or click to browse 9 Click Send request The request is submitted and appears in the Requests list with a Pending status #### Form Field Reference Field Required Default Value Options / Format Type payment Yes Unpaid Unpaid, Paid Type time-off Yes Sick day Sick day, Vacation, Holiday Additional type of time off No — Custom types from module settings From (datetime) Yes Today at 00:00 Datetime picker (e.g., 17-03-2026 13:00) To (datetime) Yes Today at 00:00 Datetime picker (e.g., 17-03-2026 17:00) Employees Yes Current user Employee dropdown What to do with shifts that overlap Yes Nothing Nothing, Delete shifts, Move to open shifts File attachment No — Drag-and-drop zone or file browser #### Key Difference from “All Day” Requests Aspect All Day Part of a Day Time-off duration Entire calendar days Specific hours within a day Date fields From date, To date (date only) From datetime, To datetime (date + time) Typical use case Vacation, multi-day sick leave Doctor’s appointment, leaving early, arriving late Minimum duration One full day As short as needed (e.g., one hour) #### Canceling the Request Step Action Expected Result 1 Click the Cancel button at the bottom of the form The side panel closes without submitting. No request is created ### Access Permissions Role Create Own Request Create Request for Others View the Create Form Employee Yes No Yes Manager Yes Yes (team members) Yes Admin Yes Yes (any employee) Yes ### FAQ Q1: When should I use “Part of a day” instead of “All day”? Use “Part of a day” whenever you need time off for less than a full workday — for example, a morning medical appointment, leaving two hours early, or starting your shift late. Q2: Can the From and To datetimes span across two different dates? The feature is designed for partial-day absences within a single day. If you need time off across multiple days, consider using the “All day” tab instead, or submit separate partial-day requests for each day. Q3: What time format does the datetime picker use? The picker uses the format DD-MM-YYYY HH:MM (e.g., 17-03-2026 13:00). The time is displayed in 24-hour format based on your workspace settings. Q4: How does a partial-day request affect my shift? That depends on the option you choose under “What to do with shifts that overlap.” If you select Nothing, your shift stays as-is. If you choose Delete shifts or Move to open shifts, the system adjusts the affected shift once the request is approved. Q5: Is partial-day time off deducted from my time-off balance? Yes, the system calculates the number of hours requested and deducts them proportionally from your time-off balance, if your company tracks balances. ### Possible Issues and Solutions Issue Possible Cause Solution The “Send request” button is grayed out Required fields are incomplete Ensure Type payment, Type time-off, From datetime, To datetime, and Employees are all filled in “To” time is earlier than “From” time The time range is invalid Make sure the To datetime is later than the From datetime Datetime picker defaults to 00:00 No time was manually entered Click on the time portion of the datetime picker and set the correct hour and minutes Request shows as full day instead of partial The “All day” tab was used by mistake Cancel the request and resubmit using the “Part of a day” tab Cannot find the “Part of a day” tab The tab may not be visible on small screens Scroll horizontally within the form header or widen your browser window Overlapping shift was not adjusted The request is still in Pending status Shift adjustments only take effect after a manager approves the request --- # Developer Overview Source: https://help.shifton.com/shifton/developer-overview/ The Developer page provides access to Shifton's API documentation and developer tools for building custom integrations. What Is This? The Developer page. The Developer page provides access to Shifton’s API documentation and developer tools for building custom integrations. ### What Is This? The Developer page is the starting point for technical integrations with Shifton. It contains three tabs: Overview, Webhooks, and Applications. The Overview tab gives you quick links to both the current and legacy API documentation, which you can use to build custom integrations, automate workflows, or connect Shifton with your internal tools. ### Prerequisites Requirement Details Role Owner Knowledge Basic understanding of APIs and web development (or access to a developer who does) ### Step-by-Step Instructions #### Accessing the Developer Page - From the left sidebar, click Integrations. - Navigate to the Developer page. - You will see three tabs at the top: Overview, Webhooks, and Applications. #### Using the Overview Tab The Overview tab displays links to Shifton’s API documentation: Link Description New documentation Links to the current, up-to-date API documentation Old documentation Links to the legacy API documentation for older integrations - Click New documentation to open the current API reference in a new tab. - If you have an existing integration built on the older API, click Old documentation to access the legacy reference. #### Navigating to Other Developer Tabs From the Developer page, you can also access: - Webhooks tab — Set up webhook endpoints to receive real-time event notifications from Shifton. - Applications tab — Create and manage custom applications that integrate with Shifton. These are covered in detail in their own articles. ### Access Permissions Role View Developer Page Access API Docs Create Webhooks/Apps Owner Yes Yes Yes No No No Manager No No No Employee No No No ### FAQ Q: Do I need programming skills to use the Developer page? A: The API documentation is designed for developers. If you are a non-technical manager, you can share the documentation links with your development team or IT department. Q: Which API documentation should I use — new or old? A: Use the New documentation for all new integrations. The Old documentation is provided for backward compatibility with existing integrations that were built on the legacy API. Q: Is there a rate limit on the API? A: Yes, API rate limits may apply. Refer to the API documentation for specific details about request limits and best practices. Q: Can I test API calls without affecting live data? A: Refer to the API documentation for information about test environments or sandbox modes, if available. ### Possible Issues and Solutions Issue Possible Cause Solution Developer page not visible in sidebar You do not have Owner role Ask your account Owner to grant the appropriate role Documentation link leads to an error page Temporary service issue Try again later, or contact Shifton support Not sure which API version to use Working with an existing integration Check your current integration code for API endpoint URLs to determine which version it uses API key not visible Key may need to be generated first Follow the instructions in the API documentation to generate an API key --- # Geolocation Map Source: https://help.shifton.com/shifton/geolocation-map/ View real-time employee locations on a map during active shifts to monitor field teams and remote workers. What Is This? The Geolocation map page displays. View real-time employee locations on a map during active shifts to monitor field teams and remote workers. ### What Is This? The Geolocation map page displays an interactive map showing where your employees are located while they are on active shifts. This is especially useful for companies with field workers, delivery teams, or multiple work sites where knowing employee positions in real time is essential. When employees have active shifts and the required modules are enabled, their positions appear as markers on the map. When no employees are currently on shift, the map appears empty. ### Prerequisites # Prerequisite Details 1 Attendance module enabled Location tracking works during active shifts, so the Attendance module must be active. 2 Work Location Control module enabled Activate this module in Settings > Modules. Cost: $5 per employee per month. 3 Employees on active shifts The map only shows employees who have currently started a shift. It is empty when no one is clocked in. 4 Location services enabled Employees must have GPS enabled on their mobile devices (or be on a recognized IP) for their position to appear. ### Step-by-Step Instructions #### Enabling the Work Location Control Module Step Action Expected Result 1 Click your company name → Modules. The Modules page opens. 2 Locate the Work Location Control module. You see the module card with pricing ($5/employee per month, 10-day trial). 3 Click Enable and confirm. The module is activated. The Geolocation map page becomes accessible. #### Creating Work Locations Before employees can be checked against a geofence, you must create at least one location. - Click your company name → Locations (). - Click Create location or Add location. - Fill in the location form: Field Required Description Title Yes Name of the location (e.g., “Main Office”, “Warehouse 2”) Address Yes Physical address; the map pin is placed automatically Geofence type Yes Circle — a radius around the center point; Polygon — a custom-shaped zone drawn on the map Radius If Circle Distance in meters from the center; minimum 50 m recommended for reliable GPS checks Network No Name or identifier of the office Wi-Fi network Subnet No IP range (e.g., 192.168.1.0/24); employees on this subnet are considered on-site even without GPS - Click Save. The location appears in the list and is available to assign to shifts. Geofence types: – Circle — best for offices, shops, and warehouses with a clear center point. – Polygon — best for irregular areas such as construction sites, parks, or large campuses; mark boundary points on the map. #### Linking a Location to a Shift Locations are assigned per shift, not per schedule. This lets different shifts in the same schedule have different work sites. When adding a shift manually: 1. Open Company Schedule. 2. Add a shift (click + in the cell or use Actions → Add shift). 3. In the shift dialog, select a Location from the dropdown. 4. Save. Via a shift template: 1. Go to Schedules → Shift Templates. 2. Open a template for editing. 3. Set the default Location for that template. 4. Save. All shifts created from this template will automatically have that location assigned. Attaching a location to a shift shows the address to the employee in the mobile app. GPS geofencing is only enforced when the Work Location Control module is active. #### Accessing the Geolocation Map Step Action Expected Result 1 Click Geolocation map in the left sidebar. The Geolocation map page opens showing the map. 2 The map loads showing your company’s configured work locations and any active employee markers. Employee positions appear as markers on the map. 3 If no employees are currently on shift, the map appears empty with no markers. An empty map is displayed — this is normal outside of shift hours. #### Reading the Map Map Element Description Employee markers Each marker represents an employee currently on an active shift. Click a marker to see the employee’s name and shift details. Work location areas Configured work locations may appear as circles or zones on the map, showing the expected work area. Map controls Use zoom and pan controls to navigate the map. #### What the Map Shows Scenario Map Display Employees on active shifts with GPS enabled Markers appear at their current GPS positions, updating periodically. Employees on active shifts without GPS Markers may appear at the IP-based location or not appear at all. No employees on shift The map is empty. Employees on break Markers may still appear depending on break location settings. ### Access Permissions Role View Geolocation Map View Individual Employee Location Configure Location Control Settings Employee No No No Manager No No No Admin Yes Yes Yes Owner Yes Yes Yes ### FAQ Q1: Why is the map empty? The map only shows employees who currently have an active shift (clocked in via Attendance). If no one is working right now, the map will be empty. This is normal. Q2: How often does the employee’s position update? Position updates depend on the mobile app’s GPS reporting interval. Typically, positions refresh every few minutes during an active shift. Q3: Can I see historical employee locations? The Location Control map shows real-time positions only. For historical data, check the attendance and working hours reports. Q4: Does this work on desktop/browser shifts? For browser-based shifts, the system uses IP-based location rather than GPS. IP geolocation is less precise than GPS and may show approximate locations. Q5: What is the cost of the Work Location Control module? The module costs $5 per employee per month (10-day trial), in addition to the Attendance module cost ($1/employee/month). Both modules must be active for geofencing to work. Q6: Do I need the Work Location Control module to create locations? No. Locations can be created without any additional modules. However, GPS geofencing (checking whether an employee is within the zone at shift start) requires both Attendance and Work Location Control to be active. Q7: What are the Network and Subnet fields for? These allow Wi-Fi-based presence verification as an alternative to GPS. Enter the office Wi-Fi network name in Network and the IP range (e.g., 192.168.1.0/24) in Subnet. Employees connected to that network are considered on-site, even if GPS is unavailable (for example, inside a building). Q8: Can different shifts in the same schedule use different locations? Yes. Locations are attached to individual shifts, not to the schedule as a whole. Multiple shifts in the same schedule can each have a different location assigned. ### Possible Issues and Solutions Issue Possible Cause Solution Map is empty during work hours No employees have started their shifts, or the Attendance module is not active. Verify that employees are clocked in and that both the Attendance and Work Location Control modules are enabled. Employee marker is in the wrong location GPS signal is inaccurate, or the app is using IP-based location. The employee should ensure GPS is enabled with good signal. Outdoors provides better accuracy than indoors. Geolocation map is not in the sidebar The Work Location Control module is not enabled. Enable it in Settings > Modules. Employee position is not updating The mobile app may not be reporting GPS data. The employee should check that the Shifton app has location permissions and that GPS is turned on. Map loads slowly Large number of active employees or slow network connection. Allow the page to fully load. If the issue persists, try refreshing or using a faster network connection. --- # GPS and IP Validation Source: https://help.shifton.com/shifton/gps-ip-validation/ Learn how Shifton verifies employee locations during attendance using IP address checks, GPS coordinates, and configurable sensitivity settings. Learn how Shifton verifies employee locations during attendance using IP address checks, GPS coordinates, and configurable sensitivity settings. ### What Is This? GPS and IP validation are location verification methods that Shifton uses to confirm employees are at their designated work location when they start, end, or are during a shift. This helps ensure that clock-ins happen from the correct workplace and not from an unauthorized location. The validation behavior differs between browser and mobile platforms, and each check can be independently enabled or disabled. When an employee is detected outside their work location, the system can send notifications to managers. ### Prerequisites # Prerequisite Details 1 Attendance module enabled Location validation is triggered during shift start/end events. 2 Work Location Control module enabled This module provides the location validation features ($5/employee per month). 3 Work locations configured At least one work location must be set up with an address and/or IP range. 4 Employee devices ready Employees need GPS enabled (mobile) or must be on a recognized network (browser). ### Step-by-Step Instructions #### Configuring Location Validation Settings Step Action Expected Result 1 Navigate to Company name → Modules → Settings tab → Attendance. The Attendance settings open with location validation options. 2 Review and configure the Browser validation options: – Check IP — enable or disable IP address validation for browser-based shifts. When enabled, the system checks the employee’s IP against allowed IPs for the work location. – Allow break outside location — enable or disable allowing employees to take breaks from a different IP. When enabled, break start/end is not subject to IP validation. 3 Review and configure the Mobile validation options: – Check IP — enable or disable IP validation for mobile app shifts. Same as browser IP check, but for the mobile app. – Check GPS — enable or disable GPS coordinate validation. When enabled, the app checks GPS coordinates against the configured work location. – Allow break outside location — enable or disable allowing breaks from outside the GPS/IP zone. When enabled, employees can take breaks without location restrictions. 4 Click Save. Validation rules are applied. #### Setting Geolocation Sensitivity Step Action Expected Result 1 Navigate to Company name → Modules → Settings tab → Work location control. Find the Geolocation sensitivity field. The field shows a numeric value (default: 50 meters). 2 Adjust the sensitivity value as needed. A lower value means stricter location matching (employee must be closer to the configured point). A higher value allows more flexibility. 3 Click Save. The new sensitivity radius is applied to all GPS checks. #### Configuring Location Departure Notifications Step Action Expected Result 1 In the location validation settings or Settings > Notifications, find the Employee leaves location notification. Notification options for location departure are visible. 2 Enable the notification. Managers will be alerted when an employee moves away from their work location during a shift. 3 Set the duration threshold (default: 5 minutes). The notification is only sent if the employee is outside the location for longer than this duration. This avoids false alerts from brief GPS fluctuations. 4 Set the distance threshold (default: 10 meters). The employee must be at least this far from the configured location to trigger the notification. 5 Click Save. Location departure notifications are configured. #### Validation Behavior by Platform Setting Browser Mobile Check IP Compares the employee’s current IP address against the allowed IP addresses for the work location. Same behavior as browser. Check GPS Not available (browsers do not reliably provide GPS). Checks the device’s GPS coordinates against the work location within the sensitivity radius. Allow break outside location If enabled, IP is not checked when starting or ending a break. If enabled, neither IP nor GPS is checked during breaks. #### Setting Up Work Location IPs and Coordinates Step Action Expected Result 1 Navigate to the Work Locations configuration (in Settings or Locations). The list of work locations opens. 2 Select or create a work location. The location form opens. 3 Enter the address or place a pin on the map to set the GPS coordinates. The latitude and longitude are saved. 4 Add allowed IP addresses or IP ranges for the location. IP validation will check against these addresses. 5 Click Save. The work location is configured for both GPS and IP validation. ### Access Permissions Role View Validation Status Configure Validation Settings Receive Location Departure Notifications Employee Own only (pass/fail) No No Manager No No No Admin All Yes Yes (all) Owner All Yes Yes (all) ### FAQ Q1: What is the default geolocation sensitivity? The default is 50 meters. This means the employee’s GPS position must be within 50 meters of the configured work location coordinates to pass the GPS check. Q2: What happens if an employee fails a location check? Depending on your configuration, the employee may still be able to start their shift, but the location mismatch is flagged and visible to managers. Some companies configure stricter rules that prevent shift start entirely. Q3: Can I use IP validation without GPS? Yes. IP and GPS checks are independent settings. You can enable IP validation alone for both browser and mobile, or enable GPS for mobile only. Configure each check separately in the settings. Q4: Why would I allow breaks outside the work location? Some employees need to leave the premises for lunch or personal errands during their break. Enabling this option prevents unnecessary location alerts during break periods. Q5: How does the location departure notification avoid false alarms? The system uses two thresholds: duration (default 5 minutes) and distance (default 10 meters). The notification only fires when the employee is beyond the distance threshold for longer than the duration threshold, which filters out brief GPS fluctuations. ### Possible Issues and Solutions Issue Possible Cause Solution GPS check fails even when the employee is at the work location Geolocation sensitivity is set too low, or GPS signal is weak (e.g., indoors). Increase the geolocation sensitivity value (e.g., from 50 to 100 meters) or ask the employee to start the shift in an area with better GPS signal. IP check fails on the correct network The office IP has changed, or the employee is on Wi-Fi vs. Ethernet with different IPs. Update the allowed IP addresses in the work location settings to include the current IP. False location departure notifications GPS drift or the employee is near the boundary of the sensitivity radius. Increase the duration threshold (e.g., from 5 to 10 minutes) or increase the distance threshold. Location validation not working at all The Work Location Control module is not enabled, or no work locations are configured. Enable the module and configure at least one work location with coordinates and/or IP addresses. Employee’s GPS position is inaccurate The device has poor GPS reception or location services are not fully enabled. Ensure the device’s location services are on, the Shifton app has location permissions, and the device is not in power-saving mode that limits GPS. --- # When I Am Available Source: https://help.shifton.com/shifton/my-availability/ Set your preferred working times so managers can schedule you during the hours that work best for you. What Is This? The "When I Am Available" page allows. Set your preferred working times so managers can schedule you during the hours that work best for you. ### What Is This? The “When I Am Available” page allows you to define your availability windows — the days and times when you are able and willing to work. Managers who use the “By availability” schedule type can reference your availability when creating schedules, making it easier to assign shifts that fit your preferences. This is especially valuable in workplaces with flexible or rotating schedules. ### Prerequisites Requirement Details Account Active Shifton employee account Schedule type “By availability” schedule type should be in use for this feature to have an effect on scheduling ### Step-by-Step Instructions #### Accessing Your Availability - From the left sidebar, click Availability (). - The availability calendar loads, showing a weekly view. #### Setting Your Available Times - On the calendar, click on the day and time slot when you are available to work. - Drag to select a time range, or click and fill in the start and end times. Field Description Day The day of the week Start time When your availability begins End time When your availability ends - Repeat for each day you are available. - Save your changes. #### Editing Existing Availability - Click on an existing availability block to select it. - Adjust the start or end time, or drag the block to a different time. - To remove an availability window, click on it and select Delete or clear the time slot. - Save your changes. #### Tips for Setting Availability Tip Details Be as accurate as possible The more precisely you set your availability, the better your schedule will match your preferences Update regularly If your availability changes (for example, due to classes or other commitments), update it promptly Cover enough hours Ensure your availability covers enough hours to meet your minimum shift requirements ### Access Permissions Role Set Own Availability View Employee Availability Owner Yes Yes Administrator Yes Yes Manager Yes Yes (assigned employees) Employee Yes No (own only) ### FAQ Q: Does setting availability guarantee I will be scheduled during those times? A: No, availability indicates when you can work, but the final schedule is created by your manager. They will try to match your availability when possible, but business needs may require adjustments. Q: What happens if I do not set any availability? A: If you leave your availability empty, your manager may not know when you prefer to work and might schedule you based on operational needs alone. Q: Can my manager override my availability and schedule me during unavailable times? A: Yes, managers have the final say on scheduling. However, they can see your availability and will typically try to respect it. Q: How far in advance should I set my availability? A: Set your availability as far in advance as you can. If your availability is the same every week, set it once and update only when changes occur. ### Possible Issues and Solutions Issue Possible Cause Solution Availability page not accessible Feature may not be enabled for your company Ask your administrator if the availability feature is active Changes not saving Browser issue or network interruption Refresh the page and try saving again; check your internet connection Manager is not using my availability Schedule is not set to “By availability” type Ask your manager which schedule type is being used Cannot select certain time slots Time slots may be blocked by company settings Check with your administrator for any availability restrictions Availability looks wrong on the calendar Time zone mismatch Verify your time zone is set correctly in My Profile --- # Pay Rate Report Source: https://help.shifton.com/shifton/pay-rate-report/ Get a comprehensive salary breakdown per employee, including base pay, overtime, night rates, bonuses, penalties, and final salary calculations. Get a comprehensive salary breakdown per employee, including base pay, overtime, night rates, bonuses, penalties, and final salary calculations. ### What Is This? The Pay Rate report is the most detailed financial report in Shifton. It combines hours worked at different rate tiers, the corresponding costs, and all financial adjustments (bonuses, penalties, advances) into a single view per employee. The result is a complete salary calculation that can be used directly for payroll processing. The report uses a multi-level table structure where each employee’s data is broken down by project, schedule, and rate tier, with a final salary figure that accounts for all additions and deductions. ### Prerequisites # Prerequisite Details 1 Pay rates configured Base, overtime, and night rates must be set up for employees or positions. 2 Attendance or schedule data Hours worked must be recorded through schedules or the Attendance module. 3 Financial adjustments recorded (optional) Bonuses, penalties, and advances should be entered if you want a complete salary view. 4 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Pay Rate from the report list. The report loads with filters and the multi-level data table. #### Applying Filters Filter Type Description Projects Multi-select Filter by one or more projects. Date range Date picker Select the pay period to calculate. Marks Multi-select Filter by custom marks/tags. Position Dropdown Filter by employee position. Step Action Expected Result 1 Set the date range (typically aligned with your pay period) and any additional filters. Filters are configured. 2 Click Apply Filter. The table updates with detailed salary data. #### Reading the Report Table The Pay Rate report uses a multi-level table with the following structure: Level Description Employee header Shows the employee name and position. Project rows Each project the employee worked on during the period. Schedule rows Each schedule within the project. Team member rows If multiple team members share a schedule, individual entries appear. Employee summary Aggregated totals and final salary for the employee. #### Column Reference Column Group Column Description Identification Name Employee name. Project The project name. Schedules The schedule name within the project. Scheduled members Number of team members assigned to the schedule. Time Worked Time worked (Base 100%) Hours worked at the base rate. Time worked (OT 200%) Hours worked at the first overtime tier (200% rate). Time worked (OT 300%) Hours worked at the second overtime tier (300% rate). Costs Costs (Base) Cost of base-rate hours. Costs (OT 200%) Cost of first overtime tier hours. Costs (OT 300%) Cost of second overtime tier hours. Salary Calculation Total schedule salary Sum of all cost columns for the schedule. Bonus Total bonuses for the employee. Penalty Total penalties (retentions) for the employee. Advance Total advance payments. Total salary schedule salary + bonus – penalty + advance. Final salary minus advance Net salary after deducting advance. Metadata Number of shifts Total shifts worked in the period. #### Understanding the Overtime Tier Logic Overtime tiers are calculated per day, not per week. The tiers are set in Salary Settings and define at which daily hour thresholds higher rates begin. Example (verified against the Shifton pay rate report): – Base rate: $40/hour – Daily quota: 5h, Overtime tiers: After 3h → 200%, After 4h → 300% – 5 shifts × 8h = 40h total; per day breakdown: – Hours 0–3: base rate → 3h/day × 5 days = 15h base – Hours 3–4: 200% rate → 1h/day × 5 days = 5h at 200% – Hours 4–8: 300% rate → 4h/day × 5 days = 20h at 300% – Costs: 15h × $40 = $600 + 5h × $80 = $400 + 20h × $120 = $2,400 – Total: $3,400 #### Understanding the Salary Calculation Formula Step Calculation 1 Base cost = Base hours × Base rate 2 OT 200% cost = OT hours × Base rate × 2 3 OT 300% cost = OT hours × Base rate × 3 4 Total schedule salary = Base cost + OT 200% cost + OT 300% cost 5 Total salary = Total schedule salary + Bonus − Penalty + Advance 6 Final salary minus advance = Total salary − Advance ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: Can I use this report directly for payroll? Yes. The Pay Rate report is designed to provide all the data needed for payroll processing. Export it and use it as a reference or import it into your payroll system. Q2: What if an employee works on multiple projects? Each project appears as a separate row under the employee’s header. All projects are summed in the employee’s total salary. Q3: How are overtime tiers determined? Overtime tiers are configured in Salary Settings (Company Settings → Salary Settings). Tiers are calculated per day: when daily hours exceed the tier threshold, those hours are rated at the higher percentage. For example, with tiers “After 3h → 200%, After 4h → 300%”, the first 3 hours of any shift are base rate, hours 3–4 are at 200%, and hours beyond 4 are at 300%. Q4: Does the “Final salary minus” account for taxes? No. Shifton calculates gross salary with internal adjustments (bonuses, penalties, advances). Tax deductions are handled by your payroll or accounting system. Q5: What does “Number of shifts” tell me? It shows the total count of individual shifts the employee worked during the pay period. This can be useful for per-shift bonus calculations or audit purposes. ### Possible Issues and Solutions Issue Possible Cause Solution All cost columns show 0 Pay rates are not configured. Set up pay rates in Settings > Pay Rates or in employee/position profiles. Overtime or night hours are not classified correctly Shift schedule does not have rate tiers configured properly. Review the schedule settings and ensure overtime and night windows are defined. Bonus and penalty columns are empty No financial adjustments have been recorded for the period. Enter bonuses or penalties through the employee management interface if applicable. Employee is missing from the report No shifts were worked by the employee in the selected period. Broaden the date range or verify the employee’s schedule. Final salary does not match manual calculations Differences in how partial hours or rounding are handled. Export the data and verify each column step by step against the salary calculation formula. --- # Post to Open Shifts Source: https://help.shifton.com/shifton/post-to-open-shifts/ Employees can send their assigned shift to the open shifts list, making it available for other team members to pick up. What Is This? When an employee. Employees can send their assigned shift to the open shifts list, making it available for other team members to pick up. ### What Is This? When an employee cannot work a scheduled shift, they can post it to the open shifts list instead of leaving the shift uncovered. The shift moves to the Open Shifts row in the schedule, where other qualified employees can claim it. This is a self-service way for employees to handle conflicts while ensuring coverage is maintained. ### Prerequisites Requirement Details Module Schedules module must be active Setting “Allow employees to send shifts to the open shift list” must be enabled in schedule settings Shift The employee must have a published shift to post ### Step-by-Step Instructions #### Enabling the Feature (Manager/Admin) - Navigate to Schedules from the left sidebar. - Open the relevant schedule and click Settings (gear icon). - Find the “Allow employees to send shifts to the open shift list” option. - Enable the toggle. - Optionally configure “With manager confirmation” — this is enabled by default, meaning all “post to open shifts” requests require manager approval before the shift moves to the open list. - Save the settings. #### Posting a Shift to Open Shifts (Employee) - Open your schedule and locate the shift you want to give up. - Click on the shift to open its details. - Select “Post to open shifts” from the available actions. - Optionally, add a comment explaining why you are posting the shift. - Click Submit. - The shift is removed from your row and moved to the Open Shifts row in the schedule. #### What Happens After Posting Step What Occurs 1 The shift appears in the Open Shifts row of the schedule 2 Eligible employees can see and request the shift 3 Depending on settings, the shift may be claimed automatically or require manager approval 4 Once claimed, the shift moves to the new employee’s row ### Access Permissions Role Enable Setting Post Shift to Open Shifts Owner Yes Yes Administrator Yes Yes Manager Yes (assigned schedules) Yes Employee No Yes (when enabled) ### FAQ Q: Can I take back a shift after posting it to open shifts? A: This depends on your company’s configuration. In most cases, once a shift is posted, it stays in the open shifts list until someone claims it. Contact your manager if you need the shift reassigned back to you. Q: What if nobody takes my posted shift? A: The shift remains in the Open Shifts row. Your manager can click Publish & Notify Employees to send push notifications to all eligible employees about the available shift. For urgent coverage needs, the Emergency Shifts & Notifications module can send automatic alerts to available employees. Q: Does posting a shift require manager approval? A: Posting the shift itself does not require approval if the feature is enabled. However, when another employee claims the shift, that step may require manager confirmation depending on the schedule settings. Q: Can I post only part of a shift? A: No, you must post the entire shift. If you need to adjust the shift hours, ask your manager to modify the shift before posting. Q: What is the difference between “Post to Open Shifts” and “Drop Shift”? A: “Post to Open Shifts” moves the shift to the open shifts list so another employee can claim it — coverage is maintained. “Drop Shift” simply removes the shift from your schedule without making it available to others. Use “Post to Open Shifts” when you want your shift covered. ### Possible Issues and Solutions Issue Possible Cause Solution “Post to open shifts” option missing The feature is disabled in schedule settings Ask a manager or admin to enable “Allow employees to send shifts to the open shift list” Shift does not appear in Open Shifts row Page not refreshed Refresh the schedule page to see the updated Open Shifts row No one is claiming the posted shift Other employees may not be aware or available Notify your manager so they can assign the shift manually Employee posted the wrong shift Shift was selected by mistake Contact your manager to reassign the shift back to you Open Shifts row not visible Schedule view settings may hide it Check the schedule display settings to ensure the Open Shifts row is shown --- # Reports Overview Source: https://help.shifton.com/shifton/reports-overview/ Shifton's Reports section provides 11 built-in report types that help you analyze employee hours, attendance, finances, and scheduling data. What Is This? --- # Request Archive Source: https://help.shifton.com/shifton/request-archive/ The Archive tab stores all completed and rejected time-off requests, giving you a historical record of past absences for reference and reporting. The Archive tab stores all completed and rejected time-off requests, giving you a historical record of past absences for reference and reporting. ### What Is This? The Archive tab on the Requests page contains time-off requests that have reached a final state — either Approved (and completed) or Rejected. Unlike the active Requests tab, the Archive serves as a read-only historical log. Use it to look up past absences, verify leave records, or audit time-off patterns over time. ### Prerequisites # Prerequisite Details 1 Active Shifton account You must be logged in to your Shifton workspace 2 Appropriate role Employees can view their own archived requests; Managers and Admins can view team or company-wide archives 3 Existing archived requests At least one request must have been approved or rejected to appear in the Archive ### Step-by-Step Instructions #### Navigating to the Archive Step Action Expected Result 1 Click Requests The Requests page opens with the Requests tab active 2 Click the Archive tab The view switches to display historical (completed and rejected) requests #### Browsing Archived Requests Step Action Expected Result 1 Click on a request row to view its full details A detail view opens showing all original request fields, the final status, and any attached files 2 Use the pagination controls at the bottom to navigate through pages The archive may contain many records; navigate using “Go to page,” page numbers, and the rows-per-page selector #### Filtering the Archive Step Action Expected Result 1 Use the Employees dropdown to filter by a specific employee Only that employee’s archived requests are shown 2 Set the Start date and End date to define a date range Only requests within the chosen period are displayed 3 Use the Status dropdown to filter by Approved or Rejected The list narrows to show only requests with the selected final status 4 Click the Refresh icon to reload the archive data The list updates with the most current archived records #### Understanding Archived Request Details Field Description Employee The name of the employee who submitted the request Type payment Whether the time off was Paid or Unpaid Type time-off The category: Sick day, Vacation, Holiday, or a custom type Date / Time range The From and To dates (or datetimes for partial-day requests) Status Final status — Approved or Rejected Shift action What was done with overlapping shifts (Nothing, Deleted, Moved to open shifts) Attachment Any file that was uploaded with the original request ### Access Permissions Role View Own Archive View Team Archive View All Archives Employee Yes No No Manager Yes Yes No Admin Yes Yes Yes ### FAQ Q1: What is the difference between the Requests tab and the Archive tab? The Requests tab shows active requests that are still pending or recently approved. The Archive tab holds requests that have reached a final state and are kept for historical reference. Q2: Can I edit or delete an archived request? No. Archived requests are read-only. They serve as a permanent record. If a correction is needed, a new request should be submitted and processed through the normal workflow. Q3: How far back does the Archive go? The Archive retains all historical requests with no automatic expiration. You can filter by date range to find records from any time period since your workspace began using the Time-Off module. Q4: Can I export archived requests for reporting? Export functionality depends on your workspace plan and configuration. Check with your administrator whether CSV or report export options are available for time-off data. Q5: Why is an approved request still on the Requests tab instead of the Archive? Recently approved requests may remain on the Requests tab until the time-off period has passed. Once the leave dates are completed, the request moves to the Archive automatically. ### Possible Issues and Solutions Issue Possible Cause Solution Archive tab shows no records No requests have been approved or rejected yet, or filters are too restrictive Clear all filters and check again; if no requests have been processed, the archive will be empty Cannot find a specific past request The date range filter is too narrow Widen the Start and End date fields to cover a broader period Only own requests are visible Your role is Employee Managers can view team archives and Admins can view all; contact your administrator if you need broader access Archive loads slowly A very large number of historical records exists Apply filters (employee name, date range, status) to reduce the number of results being loaded A rejected request does not appear in the Archive The request may still be on the Requests tab Check the Requests tab; it may take a moment for recently rejected requests to move to the Archive --- # Mobile Schedule View Source: https://help.shifton.com/shifton/schedule/ View your assigned shifts and your team's schedule directly from the Shifton mobile app. What Is This? The mobile schedule view lets you see your upcoming. View your assigned shifts and your team’s schedule directly from the Shifton mobile app. ### What Is This? The mobile schedule view lets you see your upcoming shifts, browse your team’s schedule, and check shift details — all from your phone. It mirrors the information available on the web schedule but is optimized for a mobile screen, making it easy to check your work schedule anytime and anywhere. ### Prerequisites Requirement Details Device iOS or Android smartphone App Shifton mobile app installed Schedule You must be assigned to at least one published schedule ### Step-by-Step Instructions #### Accessing the Schedule - Open the Shifton app. - Tap Schedule from the bottom navigation bar or the dashboard. - Your personal schedule loads, showing shifts for the current week. #### Navigating Between Days and Weeks - Swipe left or right to move between days. - Use the date navigation at the top to jump to a specific week or date. - Tap Today to return to the current date. #### Viewing Shift Details - Tap on any shift in the schedule to open its details. - The shift detail screen shows: Field Description Date The shift date Start/End Time Shift start and end time Position Your assigned position Location Where the shift takes place Breaks Scheduled breaks within the shift Activities Any activities assigned during the shift #### Viewing Your Team’s Schedule - If your company allows it, switch to the Team view to see colleagues’ shifts. - This helps you identify who is working alongside you and find coverage if needed. ### Access Permissions Role View Own Schedule View Team Schedule Owner Yes Yes Administrator Yes Yes Manager Yes Yes Employee Yes Depends on company settings ### FAQ Q: Can I edit my shifts from the mobile app? A: You cannot directly edit shifts. To make changes, use the request features (swap, transfer, split) or contact your manager. Q: How far ahead can I see my schedule? A: You can see all shifts within the published schedule period. If your manager has not published future schedules, those dates will appear empty. Q: Why do I see shifts from a different time zone? A: Check your time zone settings in My Profile. The app displays times based on your configured time zone. ### Possible Issues and Solutions Issue Possible Cause Solution Schedule shows no shifts No shifts assigned or schedule not published Contact your manager to confirm your assignments Cannot access team schedule Company settings restrict team view Ask your administrator to enable team schedule visibility Shift times appear wrong Time zone mismatch Update your time zone in My Profile settings Schedule does not load Network issue Check your internet connection and try again Old shifts still showing App cache not refreshed Pull down to refresh or force-close and reopen the app --- # Starting and Ending Shifts Source: https://help.shifton.com/shifton/starting-ending-shift/ Learn how employees clock in and out of their shifts using Shifton's Attendance feature, whether from a desktop browser or the mobile app. What Is This? Learn how employees clock in and out of their shifts using Shifton’s Attendance feature, whether from a desktop browser or the mobile app. ### What Is This? Starting and ending shifts is the core action of the Attendance module. When an employee begins their workday, they open the Attendance dropdown in the top navigation bar and tap Start shift next to the appropriate schedule. The system records the exact timestamp and, if configured, verifies the employee’s IP address or GPS location. When the shift is over, the employee returns to the same dropdown and ends the shift. This process gives managers an accurate record of actual hours worked and allows the system to automatically flag late arrivals, early departures, and overtime. ### Prerequisites # Prerequisite Details 1 Attendance module enabled The Attendance module must be active in Settings > Modules. 2 Published schedule The employee should have a published shift on the schedule so the system can compare planned vs. actual times. 3 IP/GPS validation (optional) If location checks are required, the Work Location Control module must be enabled and configured. 4 Browser or mobile app The employee needs access to Shifton via a supported browser or the Shifton mobile app. ### Step-by-Step Instructions #### Starting a Shift Step Action Expected Result 1 Log in to Shifton (browser or mobile app). The main interface loads. 2 Click or tap the Attendance button in the top navigation bar. A dropdown panel opens listing your scheduled shifts for the day. 3 Review the list of available shifts. Each entry shows the schedule name and planned start time. You see one or more shifts with a Start shift button next to each. 4 Click Start shift next to the shift you want to begin. The system records your start time. If IP or GPS validation is enabled, your location is checked at this point. 5 The shift status changes to Active and a timer begins displaying elapsed time. You are now clocked in. The Attendance dropdown shows the running shift with an End shift button. #### Ending a Shift Step Action Expected Result 1 Click or tap the Attendance button in the top bar. The dropdown opens showing your active shift. 2 Click End shift next to the active shift. A confirmation prompt may appear (depending on your company settings). 3 Confirm that you want to end the shift. The system records the end time. The shift is marked as completed. 4 The shift disappears from the active list and moves to your attendance history. Your total worked time for this shift is now available in reports. #### Starting a Shift on Mobile Step Action Expected Result 1 Open the Shifton mobile app on your phone. The app home screen loads. 2 Tap the Attendance button (usually in the top bar or main menu). The Attendance panel opens with your scheduled shifts. 3 Tap Start shift next to the desired schedule. If GPS validation is enabled, the app requests location permission. Your start time is recorded. 4 To end the shift later, return to the Attendance panel and tap End shift. The shift is marked as completed with the exact end timestamp. #### What Happens During IP and GPS Checks If your company has configured location validation, the following checks occur when you start or end a shift: Check Type Platform What Happens IP validation Browser and Mobile The system compares your current IP address against the allowed IPs configured for your work location. GPS validation Mobile only The app checks your GPS coordinates against the configured work location and geolocation sensitivity radius. Validation passes Both The shift starts or ends normally. Validation fails Both You may see a warning message. Depending on settings, the shift may still start but the discrepancy is flagged for the manager. ### Access Permissions Role Start/End Own Shift View Own Shift Times View Team Shift Times Edit Others’ Shift Times Employee Yes Yes No No Manager Yes Yes Yes (all) Yes Admin Yes Yes Yes (all) Yes Owner Yes Yes Yes (all) Yes ### FAQ Q1: What if I accidentally start the wrong shift? End the shift immediately and contact your manager. Managers can edit attendance records to correct mistakes. Q2: Can I start a shift before the scheduled time? Yes, the system allows you to start a shift before the planned time. The actual start time is recorded and compared against the schedule in reports. Q3: What happens if my GPS location does not match the work location? Depending on your company’s settings, you may receive a warning but still be able to start the shift. The manager will be notified of the location mismatch. See the GPS and IP Validation article for more details. Q4: Can I start a shift from a different device than usual? Yes, as long as you log in to your Shifton account. However, if IP validation is enabled and the device is on a different network, the IP check may fail. Q5: What if I forget to end my shift? Your shift will remain open until you or a manager closes it. Some companies configure automatic notifications for shifts that have been running longer than expected. ### Possible Issues and Solutions Issue Possible Cause Solution No shifts appear in the Attendance dropdown No published schedule for today, or employee is not assigned to a project. Ask your manager to publish the schedule or verify your project assignment. “Start shift” button is grayed out Another shift is already active, or IP validation failed. End any active shift first. If IP validation failed, check your network connection or contact your manager. GPS check fails on mobile Location services are disabled or the app lacks permission. Enable location services on your device and grant the Shifton app permission to access your location. Shift started but time looks incorrect Device clock is out of sync. The system uses server time, not device time. If you see a discrepancy, it is likely a display issue — the recorded time is accurate. Cannot end shift — button not responding Network connectivity issue or browser glitch. Refresh the page or restart the app and try again. If the problem persists, contact your administrator. --- # Unscheduled Shifts Source: https://help.shifton.com/shifton/unscheduled-shifts/ Learn how employees can start shifts that are not on the published schedule, and how to configure unscheduled shift settings. What Is This? Learn how employees can start shifts that are not on the published schedule, and how to configure unscheduled shift settings. ### What Is This? Unscheduled shifts allow employees to clock in and work even when they do not have a planned shift on the schedule. This is useful for businesses with fluctuating demand, on-call workers, or situations where extra coverage is needed on short notice. When enabled, unscheduled shifts appear as an option in the Attendance dropdown alongside any scheduled shifts. The employee simply starts the unscheduled shift, and the system records the actual hours worked. A configurable default duration sets the expected length of unscheduled shifts for planning and reporting purposes. ### Prerequisites # Prerequisite Details 1 Attendance module enabled Unscheduled shifts are an Attendance feature, so the module must be active. 2 Unscheduled shifts allowed The option to allow unscheduled shifts must be turned on in Attendance module settings. 3 Employee assigned to a project The employee must belong to at least one project to start any shift. ### Step-by-Step Instructions #### Enabling Unscheduled Shifts Step Action Expected Result 1 Navigate to Settings > Modules > Attendance (or the Attendance settings page). The Attendance module settings open. 2 Locate the Allow unscheduled shifts option. You see a toggle or checkbox for this feature. 3 Enable the Allow unscheduled shifts toggle. Unscheduled shifts are now permitted for employees. 4 Set the Default duration for unscheduled shifts (default: 240 minutes). This value is used for reporting and planning. Employees can still end the shift earlier or later. 5 Click Save. Settings are applied. #### Starting an Unscheduled Shift (Employee) Step Action Expected Result 1 Log in to Shifton (browser or mobile app). The main interface loads. 2 Click the Attendance button in the top navigation bar. The Attendance dropdown opens. 3 Look for the Unscheduled shift option in the dropdown list (in addition to any scheduled shifts). An unscheduled shift entry is visible with a Start shift button. 4 Click Start shift next to the unscheduled shift option. The system records your start time. The shift is now active. 5 Work your shift as normal. When finished, open the Attendance dropdown and click End shift. The unscheduled shift is recorded with your actual start and end times. #### Viewing Unscheduled Shifts as a Manager Step Action Expected Result 1 Navigate to Reports > Employee Working Hours. The report loads. 2 Set the desired date range and click Apply Filter. The table shows all shifts including unscheduled ones. 3 Unscheduled shifts are identifiable by the absence of a planned start/end time. Planned columns are empty while actual columns show the recorded times. ### Access Permissions Role Start Unscheduled Shift View Own Unscheduled Shifts View Team Unscheduled Shifts Configure Unscheduled Shift Settings Employee Yes (if enabled) Yes No No Manager Yes (if enabled) Yes Yes (all) No Admin Yes (if enabled) Yes Yes (all) Yes Owner Yes (if enabled) Yes Yes (all) Yes ### FAQ Q1: What is the default duration for unscheduled shifts? The default is 240 minutes (4 hours). This value is configurable in the Attendance module settings and is used primarily for reporting and planning — it does not prevent employees from working longer or shorter shifts. Q2: Do unscheduled shifts count toward total worked hours? Yes. Unscheduled shifts are recorded the same way as scheduled shifts and appear in all relevant reports, including Employee Working Hours and Budget reports. Q3: Can I restrict which employees are allowed to start unscheduled shifts? The unscheduled shifts setting applies company-wide. If you need to restrict this to specific employees, consider using role-based permissions or discussing with your Shifton account representative. Q4: Will IP and GPS validation apply to unscheduled shifts? Yes. If location validation is configured in the Work Location Control module, the same IP and GPS checks apply when starting an unscheduled shift. ### Possible Issues and Solutions Issue Possible Cause Solution Unscheduled shift option not visible in the Attendance dropdown Unscheduled shifts are not enabled in settings. Go to Settings > Modules > Attendance and enable the Allow unscheduled shifts toggle. Employee started an unscheduled shift by mistake The employee selected the wrong option in the dropdown. End the shift immediately and contact a manager to correct the record. Unscheduled shift shows 0 planned hours in reports This is expected behavior — unscheduled shifts have no planned schedule. No action needed. Actual hours are recorded correctly. Too many employees starting unscheduled shifts No restrictions are in place. Review whether unscheduled shifts should remain enabled, or communicate guidelines to your team. Default duration does not match business needs The default 240-minute value was not changed. Update the default duration in Settings > Modules > Attendance to match your typical shift length. --- # Usedesk Integration Source: https://help.shifton.com/shifton/usedesk/ Connect Shifton with Usedesk to sync employee agent statuses with your customer support platform. What Is This? The Usedesk integration links Shifton with. Connect Shifton with Usedesk to sync employee agent statuses with your customer support platform. ### What Is This? The Usedesk integration links Shifton with the Usedesk customer support platform, enabling automatic synchronization of agent availability statuses. When employees are scheduled for shifts in Shifton, their status in Usedesk updates accordingly — helping your support team manage ticket assignments based on who is actually working. ### Prerequisites Requirement Details Role Owner in Shifton Account Active Usedesk account with administrator access API channel An API channel must be created in Usedesk before connecting ### Step-by-Step Guide #### Step 1 — Create an API Channel in Usedesk - Log in to your Usedesk account. - Go to Channels → Add channel → API. - Enter a channel name and click Save. - Note the Application ID and App secret key (API token) — you will need these in Step 2. #### Step 2 — Connect Usedesk in Shifton - In Shifton, click the company name or company icon → Integrations. - Find Usedesk in the list and click Connect → Enable. - Enter the Usedesk secret key (the API key from your Usedesk Channels page). - Configure the optional group filters: Field Description Group chats Comma-separated Usedesk group names for chat status sync Group requests Groups for which request status changes should be synced Do not change Groups whose statuses should NOT be changed by Shifton All group names must exactly match the group names in your Usedesk account. - Click Save. The integration is now active. Shifton will sync employee statuses with Usedesk based on their scheduled shifts. ### Access Permissions Role Connect Integration Configure Groups View Status Owner Yes Yes Yes No No No Manager No No No Employee No No No ### FAQ Q: Where do I find the API key in Usedesk? A: Go to Channels in your Usedesk account, find the API channel you created, and copy the App secret key. Q: What happens if group names in Shifton don’t match Usedesk? A: Status sync will not work for mismatched groups. Verify that group names are spelled identically in both systems (case-sensitive). Q: Can I disconnect the Usedesk integration later? A: Yes. Go to Integrations in Shifton, find the Usedesk integration, and use the disconnect or disable option. Q: Does this integration affect Shifton scheduling? A: No. The integration only syncs agent statuses outward to Usedesk — it does not modify schedules in Shifton. --- # Using the Activity Log Source: https://help.shifton.com/shifton/using-activity-log/ The Activity Log provides a detailed audit trail of every change made in your Shifton account, so you can track who changed what and when. What Is This? The Activity Log provides a detailed audit trail of every change made in your Shifton account, so you can track who changed what and when. ### What Is This? The Activity Log page records all actions taken within your Shifton company. Every time someone creates, edits, or deletes a record — whether it is a shift, an employee profile, a schedule setting, or anything else — the change is logged with a timestamp, the person who made it, and the before-and-after data. This is essential for accountability, troubleshooting, and compliance. ### Prerequisites Requirement Details Role Owner or Administrator Data Activity logs are generated automatically — no setup required ### Step-by-Step Instructions #### Accessing the Activity Log - From the left sidebar, click Activity Log (). - The log table loads with the most recent changes displayed first. #### Understanding the Log Table Each row in the log represents one change. The table contains the following columns: Column Description Date When the change occurred Initiator The user who performed the action Action What was done (created, updated, deleted, etc.) Type The category of the item that was changed Data Key details about the change Before change The state of the record before the action After change The state of the record after the action #### Filtering the Activity Log Use the filter bar at the top of the page to narrow down results: Filter Description Date from Show only entries from this date forward Date to Show only entries up to this date Filter by type Narrow results to a specific category of changes (see full list below) Filter by action Filter by the type of action performed (create, update, delete) Filter by initiator Show only changes made by a specific user - Set your desired filters using the dropdown menus and date fields. - The table updates automatically to show matching results. - Results are paginated at 100 entries per page. Use the pagination controls to navigate. #### Available Type Filters The Filter by type dropdown includes 32 categories: Category Category Category Activities Activity statuses Activity statuses Activity templates Attendance Bonuses/Penalties/Advances Break Bulk Shift Actions Company files Dismiss Duplicate shifts Employee Employee in schedule Employee notes Employee profile updates Employee’s position Holiday Invitation Locations Marks Mass actions Message in request Module Position Project Project employee Schedule Shift Shifts templates Vacation balance Vacation settings Vacation statistics #### Reading a Log Entry - Find the entry you want to examine. - Look at the Before change column to see the original state. - Compare it with the After change column to see exactly what was modified. - Note the Initiator to identify who made the change and the Date to know when. ### Access Permissions Role View Activity Log Filter Logs Export Logs Owner Yes Yes Yes (if available) Administrator Yes Yes Yes (if available) Manager No No No Employee No No No ### FAQ Q: How far back does the Activity Log go? A: The Activity Log retains data according to your plan’s retention policy. Contact Shifton support for details on log retention periods. Q: Can I export the Activity Log? A: If export functionality is available for your plan, you can download log entries for record-keeping or compliance purposes. Check the page for an export button or contact support. Q: Why do I see two “Activity statuses” entries in the type filter? A: These may correspond to different status-related actions (for example, status assignment versus status changes). Both are available to help you filter precisely. Q: Can I undo a change I see in the log? A: The Activity Log is read-only and does not provide an undo function. To reverse a change, you need to manually update the affected record. Q: Who counts as an “Initiator”? A: The Initiator is the logged-in user who performed the action. System-triggered changes (such as automated schedule publishing) may show the system as the initiator. ### Possible Issues and Solutions Issue Possible Cause Solution No log entries displayed Filters are too restrictive Clear all filters and try again with broader criteria Cannot find a specific change Wrong type or date range selected Try different type filters or expand the date range Activity Log page not accessible Insufficient permissions Only Owner and Administrator roles can access the Activity Log Page loads slowly Large number of log entries in the selected range Narrow your date range or use type/action filters to reduce results “Before change” or “After change” is empty Record was created (no “before”) or deleted (no “after”) This is expected behavior for creation and deletion actions Pagination not working Browser caching issue Refresh the page or clear your browser cache --- # Webhooks Source: https://help.shifton.com/shifton/webhooks/ Webhooks allow Shifton to send real-time notifications to your external systems whenever specific events occur in your company. What Is This? Webhooks allow Shifton to send real-time notifications to your external systems whenever specific events occur in your company. ### What Is This? The Webhooks tab on the Developer page lets you create webhook endpoints that receive automatic notifications from Shifton. When events happen in your account — such as a shift being created, an employee clocking in, or a schedule being published — Shifton sends a data payload to your specified URL. This eliminates the need for your systems to constantly poll Shifton for updates, making integrations faster and more efficient. ### Prerequisites Requirement Details Role Owner Endpoint A publicly accessible URL on your server to receive webhook payloads Knowledge Basic understanding of HTTP requests and webhooks (or access to a developer) ### Step-by-Step Instructions #### Accessing the Webhooks Tab - From the left sidebar, click Integrations. - Navigate to the Developer page. - Click the Webhooks tab. - If no webhooks have been created yet, you will see an empty state with a puzzle illustration. #### Creating a New Webhook - Click the “New webhook” button. - Fill in the webhook configuration: Field Description URL The endpoint URL where Shifton will send event data Events Select which Shifton events should trigger this webhook Active Toggle to enable or disable the webhook - Save the webhook. - Shifton will now send HTTP POST requests to your URL whenever the selected events occur. #### Managing Existing Webhooks - On the Webhooks tab, you will see a list of all created webhooks. - Click on a webhook to edit its configuration. - You can change the URL, update the event selection, or toggle the active status. - To remove a webhook, use the delete option. #### Testing a Webhook - After creating a webhook, trigger the relevant event in Shifton (for example, create a test shift). - Check your endpoint server logs to confirm the webhook payload was received. - If the payload did not arrive, verify that the URL is correct and publicly accessible. ### Access Permissions Role View Webhooks Create/Edit Webhooks Delete Webhooks Owner Yes Yes Yes No No No Manager No No No Employee No No No ### FAQ Q: What format does Shifton use for webhook payloads? A: Webhooks are sent as HTTP POST requests with a JSON body. Refer to the API documentation for the exact payload structure for each event type. Q: Can I set up multiple webhooks for the same event? A: Yes, you can create multiple webhooks that listen to the same event, each pointing to a different URL. Q: What happens if my server is down when a webhook fires? A: If your endpoint is unreachable, the webhook delivery may fail. Check the API documentation for details on retry policies and failure handling. Q: Can I filter webhooks to only trigger for specific employees or projects? A: Webhook event selection is typically at the event-type level. You would need to filter the incoming data on your server side to handle specific employees or projects. Q: How do I secure my webhook endpoint? A: Consider using a secret token or signature verification to validate that incoming requests genuinely come from Shifton. Refer to the API documentation for security recommendations. ### Possible Issues and Solutions Issue Possible Cause Solution Webhook not firing Webhook is set to inactive Edit the webhook and ensure the Active toggle is enabled Endpoint returns errors URL is incorrect or server is down Verify the URL is correct and your server is running and publicly accessible Payload not received Firewall blocking incoming requests Check your server firewall settings to allow incoming POST requests from Shifton Webhook fires but data is incomplete Wrong event type selected Edit the webhook and verify the correct events are selected Empty state shown despite existing webhooks Page not refreshed Refresh the Webhooks tab to load the latest data “New webhook” button not visible Insufficient permissions Ensure you have Owner role --- # Activities on Mobile Source: https://help.shifton.com/shifton/activities/ View and complete assigned activities during your shifts using the Shifton mobile app. What Is This? Activities are specific tasks or duties assigned to. View and complete assigned activities during your shifts using the Shifton mobile app. ### What Is This? Activities are specific tasks or duties assigned to you within a shift. For example, a retail worker might have activities like “stock shelves” or “clean display area” during their shift. The mobile app lets you view your assigned activities, see their scheduled times, and mark them as started or completed as you work through your shift. ### Prerequisites Requirement Details Device iOS or Android smartphone App Shifton mobile app installed Module Activities module must be active Shift You must have an active shift with assigned activities ### Step-by-Step Instructions #### Viewing Your Activities - Open the Shifton app. - Navigate to the Tasks section from the app menu. - Tap on a task to open its detail card. Field Description Task name What needs to be done Description Additional details about the task Due time When the task should be completed Checklist A list of sub-items to complete within the task Status Current status of the task #### Working Through a Task - Open the task from the Tasks list. - Read the description and review the checklist items. - Tap each checklist item to mark it as done as you work through it. #### Checking In - Tap Check In to record when you begin working on the task (if this option is available for the task). - The check-in time is recorded and visible to your manager. #### Attaching a File or Photo - Tap the attachment button within the task. - Choose to take a photo or select an existing file from your gallery. - The attachment is saved to the task as proof of completion. #### Completing a Task - Once all checklist items are done, tap Finish. - The task status changes to Completed. - Your manager can view the completed task, checklist results, and any attachments. ### Access Permissions Role View Activities Start/Complete Activities Assign Activities Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes Yes Yes Employee Yes (own) Yes (own) No ### FAQ Q: Can I skip a task? A: Tasks are assigned by your manager. If you cannot complete one, contact your manager rather than skipping it. Q: Can I create tasks from the mobile app? A: No. Tasks are created and assigned by managers in the web version. The mobile app is for viewing and completing assigned tasks only. Q: The Tasks section is not visible in the app — why? A: Ensure that tasks have been assigned to you by your manager, and that the Activities feature is included in your company’s plan. Q: What if I start a task late? A: The app records the actual check-in time. Late starts may be visible to your manager in reports. ### Possible Issues and Solutions Issue Possible Cause Solution No tasks shown No tasks assigned to you by a manager This is normal if no tasks have been created for you Cannot attach a photo Camera permission denied Grant the Shifton app camera permission in your phone settings Finish button not available Checklist items not completed Complete all checklist items before tapping Finish Tasks not loading Network connectivity issue Check your connection and refresh the app Wrong task times displayed Time zone mismatch Verify your time zone in My Profile --- # Setting Availability from Mobile Source: https://help.shifton.com/shifton/availability/ Update your preferred working times directly from the Shifton mobile app so your manager knows when you are available. What Is This? The availability. Update your preferred working times directly from the Shifton mobile app so your manager knows when you are available. ### What Is This? The availability feature on the mobile app lets you set and update the days and times when you are able to work, without needing to access the web version. Your manager can use this information when building schedules, particularly with the “By availability” schedule type. Keeping your availability up to date from your phone ensures your preferences are always current. ### Prerequisites Requirement Details Device iOS or Android smartphone App Shifton mobile app installed Account Active Shifton employee account ### Step-by-Step Instructions #### Accessing Availability Settings - Open the Shifton app. - Navigate to Availability from the app menu or profile section. - Your current availability settings load, showing a weekly view. #### Adding Availability - Tap + or Add availability. - Fill in the fields: Field Description Recurrence How often this availability repeats: Daily, Weekly, or Biweekly (every two weeks) Days of week The days you are available (e.g., Mon, Tue, Wed) Time from Earliest time you can start working Time to Latest time you can work until End date The date until which this availability is active (leave blank for ongoing) - Tap Save. Your availability is stored and becomes visible to your manager. #### Editing or Removing Availability - Tap on an existing availability entry. - Adjust the fields or tap Delete to remove it. - Save your changes. #### Example Configurations Student available weekday evenings: – Recurrence: Weekly – Days: Mon, Tue, Wed, Thu, Fri – Time from: 18:00 — Time to: 23:00 Weekend-only worker: – Recurrence: Weekly – Days: Sat, Sun – Time from: 08:00 — Time to: 22:00 Temporary availability (summer only): – Recurrence: Weekly – Days: Mon–Fri – Time from: 09:00 — Time to: 17:00 – End date: [last day of the period] ### Access Permissions Role Set Own Availability on Mobile Owner Yes Administrator Yes Manager Yes Employee Yes ### FAQ Q: Will my mobile availability sync with the web version? A: Yes, availability is stored centrally. Changes you make on mobile are reflected on the web, and vice versa. Q: How quickly do changes take effect? A: Changes are saved immediately. However, if a schedule has already been published, your updated availability will only affect future scheduling. Q: What does “By Availability” schedule type mean? A: When a manager creates a schedule of type “By Availability,” the system automatically assigns shifts only during the times you have marked as available. For other schedule types, your availability is a guide for your manager but does not restrict scheduling automatically. Q: Can I set different availability for different weeks? A: Use the Biweekly recurrence option for alternating two-week patterns, or set an End date on a record and create a new one for the next period. For one-time changes, communicate directly with your manager. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot save availability Network connectivity issue Check your connection and try saving again Changes not reflected on web Sync delay Refresh the web page; changes should appear shortly Availability screen not accessible Feature not enabled for your company Ask your administrator if the availability feature is active Times showing incorrectly Time zone mismatch Update your time zone in My Profile settings Cannot select certain time ranges Company policy restrictions Check with your administrator for any availability constraints --- # Common Issues and Solutions Source: https://help.shifton.com/shifton/common-issues/ A troubleshooting guide for the most frequently encountered problems in Shifton, with step-by-step solutions. What Is This? This article covers the most. A troubleshooting guide for the most frequently encountered problems in Shifton, with step-by-step solutions. ### What Is This? This article covers the most common issues Shifton users run into and provides clear, actionable solutions for each one. If something is not working as expected, check here before contacting support — the answer to your problem is likely below. ### Prerequisites Requirement Details Account Active Shifton account Role Varies by issue (noted in each section) ### Issues and Solutions #### Shifts Not Visible Q: You or your employees cannot see shifts in the schedule. Step-by-step troubleshooting: Step Action Details 1 Check Show/Hide settings Open the schedule and look for Show/Hide options. Ensure “Shifts” is set to visible. Hidden rows or columns may be concealing shifts. 2 Verify the date range Make sure you are viewing the correct date range. Navigate to the dates where shifts are assigned. 3 Check schedule expiry Schedules have a defined date range. If the schedule has expired, shifts beyond the end date will not display. Extend the schedule or create a new one. 4 Confirm employee assignment Verify that the employee is added to the schedule and has shifts assigned to them. 5 Check published status Unpublished schedules may not be visible to employees. Publish the schedule if it is still in draft. #### Employee Cannot Log In Symptoms: An employee reports they cannot access their Shifton account. Step-by-step troubleshooting: Step Action Details 1 Check invitation status Navigate to the Employees section and verify the employee has been invited. If the invitation is pending, resend it. 2 Verify email address Confirm the employee is using the correct email address that the invitation was sent to. 3 Reset password Ask the employee to use the “Forgot password” link on the login page to reset their password. 4 Check account status Ensure the employee has not been deactivated or dismissed in the system. 5 Browser issues Ask the employee to clear browser cache and cookies, or try a different browser. #### Notifications Not Received Symptoms: Employees are not receiving expected notifications about schedule changes, requests, or reminders. Step-by-step troubleshooting: Step Action Details 1 Check notification settings Go to Profile > Notification preferences and ensure the relevant notification types are enabled. 2 Verify notification channels Make sure the correct channels (email, push, in-app) are turned on. 3 Check email spam folder Notification emails may be landing in the spam or junk folder. 4 Mobile push permissions On mobile, verify that the Shifton app has permission to send push notifications in the device settings. 5 Battery optimization On Android, check that battery optimization or power saver is not blocking Shifton notifications. #### GPS Not Working for Attendance Symptoms: Employees cannot start or end their shift because GPS verification fails. Step-by-step troubleshooting: Step Action Details 1 Check module settings Verify that the Attendance module is active and GPS verification is properly configured with the correct work site coordinates. 2 Device location permissions Ensure the employee has granted location permissions to the Shifton app on their phone. 3 Location services enabled Check that the device’s location services (GPS) are turned on. 4 GPS accuracy If the GPS signal is weak (indoors, basement), ask the employee to move to an area with better reception. 5 Geofence radius The configured geofence radius may be too small. An Administrator can adjust the allowed radius around the work site. #### Schedule Shows “Expired” Warning Symptoms: The schedule displays an expired warning, and future shifts are not visible. Step-by-step troubleshooting: Step Action Details 1 Check schedule end date Open the schedule settings and check the end date. If it has passed, the schedule is expired. 2 Extend the schedule Edit the schedule and extend the end date to cover future dates. Assign shifts for the new period. 3 Create a new schedule Alternatively, create a new schedule with a new date range and assign employees and shifts. 4 Publish After extending or creating, make sure to publish the schedule so employees can see it. #### Employee Requests Not Showing Symptoms: Employees submit requests (swap, time-off, etc.) but they do not appear for managers. Step Action Details 1 Verify the feature is enabled Check schedule settings to ensure the relevant request type is enabled. 2 Check the correct dashboard tab Requests appear under specific tabs (Shifts Swapping, Time-off, Open Shifts) on the Dashboard. 3 Confirm manager assignment Managers can only see requests for schedules/projects they are assigned to. 4 Refresh the page The request may have just been submitted. Refresh the dashboard. ### Access Permissions Role Access to Troubleshooting Settings Owner Full access to all settings mentioned above Administrator Full access to all settings mentioned above Manager Access to assigned schedule and employee settings Employee Access to own profile and notification settings only ### FAQ Q: I have tried all the steps and the issue persists. What should I do? A: Contact Shifton support through the Help menu or live chat (see the Contact Support article for details). Provide a description of the issue and the steps you have already taken. Q: Can I report a bug? A: Yes, use the support chat or email to report bugs. Include screenshots and steps to reproduce the issue if possible. Q: Will clearing my browser cache delete my Shifton data? A: No, clearing cache only removes temporary browser files. Your Shifton data is stored on the server and will not be affected. ### Possible Issues and Solutions Issue Possible Cause Solution Multiple issues occurring simultaneously Browser or app is outdated Update your browser or the Shifton mobile app to the latest version Issues only on one device Device-specific problem Try accessing Shifton from a different device or browser Intermittent problems Network connectivity fluctuations Check your internet connection stability Issue affects all employees Company-level setting misconfigured Review company settings or contact Shifton support Problem started after a change Recent configuration change caused the issue Review the Activity Log to identify what changed and revert if necessary --- # Frequently Asked Questions Source: https://help.shifton.com/shifton/faq/ Answers to the most common questions about using Shifton, covering billing, modules, data management, and general platform features. What Is This? Answers to the most common questions about using Shifton, covering billing, modules, data management, and general platform features. ### What Is This? This article addresses the questions we hear most often from Shifton users. Whether you have questions about billing, free trials, employee limits, or how certain features work, you will likely find the answer here. ### Prerequisites Requirement Details Account Active Shifton account (for most questions) ### FAQ #### Billing and Pricing Q: How does Shifton billing work? A: Shifton uses a module-based pricing model. You pay for the modules you activate, and pricing is typically per employee per month. Your billing dashboard shows your current plan, active modules, and upcoming charges. Q: Can I try a module before paying? A: Yes. Most modules include a 30-day free trial (Work Location Control — 10 days). No credit card required. After the trial ends, the module does not auto-disable — an invoice is simply issued. Q: What happens if I do not pay on time? A: The company becomes blocked until payment is made. Contact Shifton support for assistance. Q: Can I cancel a module at any time? A: Yes, you can deactivate any module at any time. Your access to that module’s features will end when the current billing period concludes. #### Employee Limits Q: Is there a minimum or maximum number of employees? A: Shifton supports companies of all sizes. There is no strict minimum, and the maximum depends on your plan. Contact Shifton support if you have a very large workforce to discuss enterprise options. Q: Do I pay for inactive employees? A: Billing is based on active employees in your account. Deactivated or dismissed employees typically do not count toward your billing. #### Data and Export Q: Can I export my data from Shifton? A: Yes, Shifton provides export options for various data types including schedules, attendance records, and employee information. Look for the export or download buttons within the relevant sections, or contact support for bulk data exports. Q: What format is exported data in? A: Exports are typically available in common formats such as CSV or XLSX, which can be opened in spreadsheet applications. #### Language and Localization Q: What languages does Shifton support? A: Shifton supports multiple languages. You can change your interface language from your profile settings. The available languages depend on the current localization status of the platform. Q: Can different employees use different languages? A: Yes, each employee can set their preferred language independently in their profile. The interface will display in the selected language for each individual user. #### Time Zones Q: How does Shifton handle time zones? A: Each user can set their own time zone in their profile. Shifton displays all times (shifts, schedules, notifications) in the user’s local time zone. The company can also set a default time zone for new employees. Q: What if my employees work across multiple time zones? A: Shifton handles multi-timezone teams by showing each employee their schedule in their own local time. Managers can view the schedule in their time zone while each employee sees it in theirs. #### Multi-Company Setup Q: Can I manage more than one company in Shifton? A: Yes, a single Shifton account can be associated with multiple companies. You can switch between them using the “Change company” option in the Shifton menu. Each company has completely separate settings, employees, and schedules. Q: Is data shared between companies? A: No, each company is fully isolated. Employees, schedules, settings, and files are separate and not shared between companies. #### General Q: Does Shifton have a mobile app? A: Yes, Shifton has a mobile app available for both iOS and Android. Employees can view schedules, start and end shifts, submit requests, and receive notifications from their phones. Q: Is my data secure? A: Shifton takes data security seriously. All data is encrypted in transit and at rest. Access is controlled through role-based permissions, and all changes are logged in the Activity Log. ### Access Permissions Role View FAQ Owner Yes Administrator Yes Manager Yes Employee Yes ### Possible Issues and Solutions Issue Possible Cause Solution Cannot find billing information You are not the Owner Ask your account Owner to check billing details Module trial expired unexpectedly Trial period elapsed Check the module’s trial duration and contact support if needed Cannot export data Export feature not available for your role Ask an Administrator or Owner to perform the export Language option not available The language has not been added to Shifton yet Contact Shifton support to request a new language Time zone displaying incorrectly Profile time zone not set Update your time zone in My Profile settings --- # Shift Transfer Source: https://help.shifton.com/shifton/shift-transfer/ Employees can transfer their shift to another team member, handing off the entire shift to a specific colleague. What Is This? A shift transfer is. Employees can transfer their shift to another team member, handing off the entire shift to a specific colleague. ### What Is This? A shift transfer is different from a swap: instead of exchanging shifts, one employee gives their shift to another employee entirely. The original employee ends up with no shift for that period, and the receiving employee picks up an additional shift. This feature also relates to the shift drop functionality, where an employee can release a shift without specifying who should take it. Shift transfer is useful when an employee knows exactly which colleague can cover for them. ### Prerequisites Requirement Details Module Schedules module must be active Setting “Allow employees to drop shifts” must be enabled in schedule settings Shift The employee must have a published shift to transfer Recipient The target employee must be in the same schedule ### Step-by-Step Instructions #### Enabling Shift Transfers (Manager/Admin) - Navigate to Schedules from the left sidebar. - Open the schedule and click Settings (gear icon). - Find the “Allow employees to drop shifts” option and enable it. - Save the settings. #### Transferring a Shift (Employee) - Open your schedule and locate the shift you want to transfer. - Click on the shift to open its details. - Select “Transfer shift” from the available actions. - Choose the colleague you want to transfer the shift to from the list of eligible employees. Selection Criteria Details Same schedule Only employees in the same schedule are shown Position match Depending on settings, only employees with the same position may appear Availability Employees with conflicting shifts may be flagged - Add an optional comment explaining the transfer. - Click Submit to send the transfer request. #### Responding to a Transfer Request (Receiving Employee) - You will receive a notification about the incoming shift transfer. - Open the notification or navigate to the Requests section. - Review the shift details (date, time, position). - Click Accept to take the shift, or Decline to reject the transfer. #### Manager Approval (If Required) - If manager confirmation is configured, the transfer request appears in the pending requests queue. - Review the transfer details. - Click Approve or Reject. - Both employees are notified of the outcome. ### Access Permissions Role Enable Setting Transfer Shift Accept Transfer Approve/Reject Owner Yes Yes Yes Yes Administrator Yes Yes Yes Yes Manager Yes (assigned schedules) Yes Yes Yes (assigned schedules) Employee No Yes (when enabled) Yes No ### FAQ Q: What is the difference between a shift transfer and a shift swap? A: In a swap, two employees exchange shifts. In a transfer, one employee gives their shift to another without receiving a shift in return. Q: Can I transfer a shift to someone in a different project? A: No, transfers are limited to employees within the same schedule. Q: What happens to my hours if I transfer a shift? A: The transferred shift is removed from your schedule, reducing your scheduled hours. The receiving employee gains those hours. Q: Can the receiving employee decline a transfer? A: Yes, the receiving employee must accept the transfer. They are free to decline if they cannot work the shift. Q: What is “shift drop” and how does it relate to transfer? A: Shift drop allows an employee to release a shift without choosing a specific person to take it. The shift then becomes available as an open shift. Transfer is a directed version where you specify exactly who should receive the shift. ### Possible Issues and Solutions Issue Possible Cause Solution “Transfer shift” option not available “Allow employees to drop shifts” is disabled Enable the setting in schedule settings No eligible employees to transfer to No other employees in the same schedule or position Check that the schedule has other employees assigned Transfer request declined by colleague The colleague cannot work the shift Try transferring to a different colleague or post to open shifts instead Transfer pending for a long time Manager confirmation required but not yet reviewed Contact your manager to review the pending transfer Shift still shows on my schedule after transfer Transfer not yet accepted or approved Wait for the recipient to accept and manager to approve (if required) --- # Take Open Shift Source: https://help.shifton.com/shifton/take-open-shift/ Employees can claim available shifts from the Open Shifts row, filling gaps in the schedule on their own initiative. What Is This? Open shifts are. Employees can claim available shifts from the Open Shifts row, filling gaps in the schedule on their own initiative. ### What Is This? Open shifts are unassigned shifts that appear in a dedicated Open Shifts row at the top of the schedule. When this feature is enabled, employees can browse available open shifts and request to take one. Depending on your settings, the assignment may happen automatically or require manager confirmation first. This helps fill schedule gaps quickly without requiring managers to manually assign every shift. ### Prerequisites Requirement Details Module Schedules module must be active Setting “Allow employees to take shifts from the Open Shifts list” must be enabled Open Shifts At least one open shift must exist in the schedule ### Step-by-Step Instructions #### Enabling the Feature (Manager/Admin) - Navigate to Schedules from the left sidebar. - Open the relevant schedule and click Settings (gear icon). - Find the “Allow employees to take shifts from the Open Shifts list” option and enable it. - Optionally, enable “Require manager confirmation” if you want to review claims before they are finalized. - Save the settings. Setting Effect Allow employees to take shifts from the Open Shifts list Employees see a “Take shift” option on open shifts Require manager confirmation Claims go to a pending queue for manager review before assignment #### Taking an Open Shift (Employee) - Open your schedule view. - Look at the Open Shifts row at the top of the schedule. - Click on an available open shift. - Review the shift details (date, time, position, location). - Click “Take shift” or “Request shift” (depending on whether manager confirmation is required). - If confirmation is required, your request enters a pending state. If not, the shift is assigned to you immediately. #### Approving an Open Shift Request (Manager) - If manager confirmation is enabled, open the Dashboard > Employee Requests > Open Shifts tab. - Review the pending request, including the employee and shift details. - Click Approve to assign the shift to the employee, or Reject to deny the request. - The employee is notified of the decision. ### Access Permissions Role Enable Setting Take Open Shift Approve/Reject Request Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes (assigned schedules) Yes Yes (assigned schedules) Employee No Yes (when enabled) No ### FAQ Q: Can multiple employees request the same open shift? A: Yes. When manager confirmation is required, multiple employees can submit requests for the same shift, and the manager decides who gets it. Without confirmation, the first employee to claim it is assigned. Q: Will I get a notification when open shifts become available? A: This depends on your company’s notification settings. Ask your manager if open shift notifications are enabled for your team. Q: Can I take an open shift that overlaps with my existing shift? A: Shifton will typically warn you about scheduling conflicts. Overlapping shifts may be blocked depending on your schedule settings. Q: What positions can I take open shifts for? A: You can only take open shifts that match positions you are qualified for. If a shift requires a position you do not hold, it will not be available to you. Q: Can I cancel my request after submitting it? A: If the request is still pending manager approval, you may be able to cancel it. Once approved and assigned, contact your manager to make changes. ### Possible Issues and Solutions Issue Possible Cause Solution No open shifts visible No unassigned shifts exist in the schedule Open shifts must be created by a manager or posted by another employee “Take shift” button not showing Feature is disabled in schedule settings Ask an admin to enable “Allow employees to take shifts from the Open Shifts list” Request stuck in pending Manager has not yet reviewed the request Reach out to your manager to review pending open shift requests Conflict warning when claiming a shift The open shift overlaps with your existing schedule Choose a shift that does not conflict, or ask your manager for help Shift was taken by someone else Another employee claimed it first (no confirmation mode) Check for other available open shifts, or ask your manager to create one Cannot see Open Shifts row Row may be hidden in display settings Check the schedule’s Show/Hide options to ensure the Open Shifts row is visible --- # Time Off Reports Source: https://help.shifton.com/shifton/time-off-report/ Review time-off records across your organization, broken down by type, with paid and unpaid day and hour totals. What Is This? The Time Off Reports. Review time-off records across your organization, broken down by type, with paid and unpaid day and hour totals. ### What Is This? The Time Off Reports provide a summary of all time-off requests that have been approved (or are pending) within a given period. The report breaks down each employee’s time off by type (vacation, sick leave, personal day, etc.) and shows the split between paid and unpaid days and hours. This is essential for tracking leave balances, auditing compliance with leave policies, and preparing payroll adjustments. ### Prerequisites # Prerequisite Details 1 Time-off feature active Time-off types must be configured in your company settings. 2 Time-off requests exist Employees must have submitted and had time-off requests approved. 3 Manager, Admin, or Owner role Full access to the report requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Time Off Reports from the report list. The report loads with filters and the data table. #### Applying Filters Filter Type Description Date range Date picker Select the period to analyze time-off records. Marks Multi-select Filter by custom marks/tags assigned to employees. Position Dropdown Filter by employee position. By type Dropdown Filter by specific time-off type (vacation, sick leave, etc.). Step Action Expected Result 1 Set the desired date range and any additional filters. Filters are configured. 2 Click Apply Filter. The table updates to show matching time-off records. #### Reading the Report Table Column Description Name Employee’s full name. Time off type The category of time off (e.g., Vacation, Sick leave, Personal day). Period The start and end dates of the time-off period. Paid days Number of paid leave days within this record. Unpaid days Number of unpaid leave days within this record. Paid hours Total paid leave hours. Unpaid hours Total unpaid leave hours. ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: Does this report include pending (unapproved) time-off requests? The report primarily shows approved time off. Pending requests may appear depending on your company’s configuration. Check with your administrator. Q2: How do I see only vacation records? Use the By type filter and select Vacation. Click Apply Filter to display only vacation-related records. Q3: What is the difference between paid days and paid hours? Paid days represent the count of full or partial leave days marked as paid. Paid hours show the actual number of hours those days translate to, which can vary based on the employee’s standard workday length. Q4: Can I export this report for payroll processing? Yes. Click the Export button to download the data. The exported file includes all visible columns and can be used for payroll calculations. ### Possible Issues and Solutions Issue Possible Cause Solution Report shows no data No time-off requests exist for the selected period, or filters are too restrictive. Broaden the date range or reset filters. A time-off type is missing from the “By type” filter That type has not been configured in company settings. Add the time-off type in Settings > Time Off Types. Paid/unpaid split seems incorrect The time-off type may be configured differently than expected. Review the paid/unpaid settings for each time-off type in company settings. Employee’s time off is not showing The request may not have been approved yet. Check the employee’s pending requests and approve if appropriate. Hours do not match expected values The employee’s standard workday length may differ from assumptions. Verify the employee’s work schedule and how hours are calculated for partial days. --- # Vacation Balance Report Source: https://help.shifton.com/shifton/vacation-balance/ Track vacation accrual, usage, and remaining balance for each employee on a monthly basis. What Is This? The Vacation Balance report provides a monthly. Track vacation accrual, usage, and remaining balance for each employee on a monthly basis. ### What Is This? The Vacation Balance report provides a monthly snapshot of each employee’s vacation status. It shows how many vacation days have been added (accrued), how many have been used, and the remaining balance. This helps HR and managers ensure employees are taking their entitled leave and that balances are accurate for planning purposes. ### Prerequisites # Prerequisite Details 1 Vacation/time-off feature configured Vacation accrual rules must be set up in company settings. 2 Employees with vacation entitlements At least one employee must have a vacation balance. 3 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Vacation Balance from the report list. The report loads with filters and data table. #### Applying Filters Filter Type Description Month Month picker Select the specific month to view vacation balances. Position Dropdown Filter by employee position. Step Action Expected Result 1 Select the desired month and optionally a position. Filters are configured. 2 Click Apply Filter. The table updates to show vacation balances for the selected month. #### Reading the Report Table Column Description Employee name The employee’s full name. Added vacation Number of vacation days accrued or added during the selected month. Used days Number of vacation days used during the selected month. Balance Remaining vacation days available (cumulative balance as of the selected month). ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: Is the balance cumulative or just for the selected month? The Balance column shows the cumulative remaining balance as of the end of the selected month, accounting for all accruals and usage up to that point. Q2: Where do I configure vacation accrual rules? Vacation accrual settings are managed in Settings > Time Off Types or the vacation policy configuration area. Q3: Can I adjust an employee’s vacation balance manually? Yes. Manual adjustments can typically be made through the employee’s profile or the time-off management interface. The changes will be reflected in this report. Q4: Does this report include other types of time off? No. This report focuses specifically on vacation balances. For other time-off types, use the Time Off Reports. ### Possible Issues and Solutions Issue Possible Cause Solution All balances show 0 Vacation accrual rules are not configured. Set up vacation accrual in Settings > Time Off Types. “Added vacation” is blank for an employee The employee may not have an accrual policy assigned. Assign a vacation policy to the employee’s profile. Balance does not match expected value Manual adjustments or corrections may not have been entered. Review the employee’s vacation history and make any needed manual adjustments. Employee is missing from the report The employee may not have a vacation entitlement or may be filtered out. Reset filters and verify the employee has a vacation policy assigned. Month picker does not show the desired month The picker may have a limited range. Ensure the month falls within your company’s active period in Shifton. --- # My Files Source: https://help.shifton.com/shifton/my-files/ My Files is your personal file storage area where you can manage documents uploaded to your Shifton account. What Is This? The My Files page (/files). My Files is your personal file storage area where you can manage documents uploaded to your Shifton account. ### What Is This? The My Files page (/files) provides a personal file storage space for the currently logged-in user. Unlike Company Files, which are shared across the organization, My Files shows only the files that belong to you. Use it to store personal documents, certificates, or any files relevant to your employment. ### Prerequisites Requirement Details Account Active Shifton account Module Company Files module should be active in your company ### Step-by-Step Instructions #### Accessing My Files - Click your company name (top-right corner). - Select My Files from the dropdown menu. - Your personal file list loads. #### Viewing Your Files The file table shows the same structure as Company Files but filtered to your uploads only: Column Description File name Name of the file Date created When you uploaded the file Type File format Size File size in KB Actions View, download, or delete #### Uploading a Personal File - Click the Upload button. - Select a file from your device. - The file uploads and appears in your personal file list. #### Downloading a File - Find the file you want to download. - Click the Download action in the Actions column. - The file downloads to your device. #### Deleting a File - Find the file you want to remove. - Click the Delete action in the Actions column. - Confirm the deletion. The file is permanently removed. ### Access Permissions Role View Own Files Upload Files Delete Own Files Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes Yes Yes Employee Yes Yes Yes ### FAQ Q: Can my manager see my personal files? A: My Files is your personal storage. However, administrators and owners may have access to all files depending on the company configuration. Check with your administrator for details. Q: Is there a storage limit for My Files? A: Storage limits depend on your company’s plan. Contact your administrator or Shifton support for specifics. Q: Can I share a file from My Files with a colleague? A: My Files is for personal storage. To share a file with your team, ask a manager or administrator to upload it to Company Files. ### Possible Issues and Solutions Issue Possible Cause Solution My Files page not accessible Company Files module not activated Ask your administrator to activate the module File upload fails File exceeds size limit or is an unsupported type Try a smaller file or convert to a supported format Files disappeared Accidentally deleted or account issue Deleted files cannot be recovered; re-upload if needed Cannot download a file Browser blocking the download Check your browser’s download settings and allow downloads from Shifton No upload button visible Feature may be restricted for your role Contact your administrator to verify your permissions --- # My Profile Source: https://help.shifton.com/shifton/my-profile/ Manage your personal information, contact details, and notification preferences from the My Profile page. What Is This? My Profile (/profile#general) is. Manage your personal information, contact details, and notification preferences from the My Profile page. ### What Is This? My Profile (/profile#general) is your personal settings page in Shifton. Here you can update your contact information, set notification preferences, and manage other personal account settings. This page is separate from any company-level settings and applies only to your individual account. ### Prerequisites Requirement Details Account Active Shifton account ### Step-by-Step Instructions #### Accessing My Profile - Click on your name in the top-right corner of the screen. - Select “My profile” from the dropdown menu. - The My Profile page opens at the General tab. #### Updating Personal Information - On the General tab, you will find your personal details: Field Description First name Your first name Last name Your last name Email Your email address (used for login and notifications) Phone number Your phone number Time zone Your local time zone (affects how times are displayed) Language Your preferred language for the Shifton interface - Update any fields as needed. - Click Save to apply your changes. #### Configuring Notification Preferences - Navigate to the Notifications section of your profile. - Choose how you want to receive notifications: Notification Channel Description Email Receive notifications via email Push Receive push notifications (requires mobile app or browser permissions) In-app See notifications within the Shifton interface - Toggle individual notification types on or off based on your preferences. - Save your changes. #### Uploading a Profile Photo - On the My Profile page, click the profile picture placeholder or the Change photo option. - Select an image from your device. - The photo is uploaded and displayed as your profile picture across Shifton. ### Access Permissions Role Edit Own Profile View Other Profiles Owner Yes Yes (via employee management) Administrator Yes Yes (via employee management) Manager Yes Yes (assigned employees) Employee Yes No ### FAQ Q: Does changing my email address affect my login? A: Yes, your email is used for logging in. If you change it, use the new email the next time you sign in. Q: Can my manager change my profile information? A: Managers and administrators can update certain employee details through the employee management section, but your personal profile settings are primarily managed by you. Q: What time zone should I set? A: Set the time zone to your local time zone. This ensures that shift times, notifications, and other time-sensitive information display correctly for you. Q: How do I change the interface language? A: On the General tab, find the Language field and select your preferred language from the dropdown. Save your changes and the interface will switch to the selected language. ### Possible Issues and Solutions Issue Possible Cause Solution Cannot save profile changes Required field is empty or invalid Check all fields for errors and fill in required information Profile photo not uploading Image file too large or unsupported format Use a JPG or PNG file under the size limit Notifications not arriving Notification channels are turned off Check your notification preferences and enable the desired channels Time displays are incorrect Wrong time zone set in profile Update your time zone to match your current location Cannot access My Profile Session expired Log out and log back in --- # My Shifts Source: https://help.shifton.com/shifton/my-shifts/ My Shifts is your personal dashboard where you can view your upcoming shifts, current schedule, and daily activity at a glance. What Is This? My Shifts is your personal dashboard where you can view your upcoming shifts, current schedule, and daily activity at a glance. ### What Is This? The My Shifts view is the employee-facing side of the Dashboard. When you open the Dashboard as an employee (or click the “My Shifts” tab as a manager), you see a personalized overview of your own schedule. It shows your upcoming shifts, current shift status, and any activities assigned to you, so you always know when and where you need to be. ### Prerequisites Requirement Details Account Active Shifton employee account Schedule You must be added to at least one schedule with assigned shifts Project You must be assigned to at least one project ### Step-by-Step Instructions #### Accessing My Shifts - Log in to your Shifton account. - From the left sidebar, click Dashboard. - If you are an employee, My Shifts loads automatically. If you are a manager, click the “My Shifts” tab at the top of the Dashboard page. #### Viewing Your Upcoming Shifts - On the My Shifts page, you will see a list of your scheduled shifts sorted by date and time. - Each shift entry displays the following information: Field Description Date The date of the shift Time Start and end time of the shift Project The project the shift belongs to Position Your assigned position for that shift Location Where the shift takes place (if set) #### Checking Your Current Shift - If you are currently on a shift, it will appear highlighted at the top of the list. - Your current status (On Shift, On Break, On Activity) is displayed alongside the shift details. - Any upcoming breaks or activities within the current shift are shown so you can plan ahead. #### Viewing Your Schedule - The My Shifts view also provides a calendar-style schedule overview. - Use the date navigation to browse forward or backward through your upcoming shifts. - Days with assigned shifts are visually marked so you can quickly spot your working days. #### Viewing Assigned Activities - If your shift includes activities, they appear listed under the shift entry. - Each activity shows its scheduled time and description. - Use this information to prepare for tasks during your shift. ### Access Permissions Role View My Shifts View Company Dashboard Owner Yes Yes Administrator Yes Yes Manager Yes Yes Employee Yes No ### FAQ Q: Why don’t I see any shifts on My Shifts? A: You may not have any shifts assigned to you in the current or upcoming period. Contact your manager to confirm your schedule. Also verify that the schedule covering your shifts is published. Q: Can I edit my shifts from the My Shifts view? A: No, My Shifts is a read-only view. To request changes, use the shift swap, transfer, or other request features available to you (depending on your company’s settings). Q: How far ahead can I see my shifts? A: My Shifts shows all shifts assigned to you within the currently published schedule period. If your manager has published schedules further in advance, those shifts will also appear. Q: I see a shift that I cannot work. What should I do? A: Depending on your company’s settings, you can request a shift swap, transfer the shift to a colleague, or post it to the open shifts list. Check with your manager about which options are available. Q: Does My Shifts update in real time? A: Yes. If your manager makes changes to the schedule, your My Shifts view will reflect those changes after a page refresh. ### Possible Issues and Solutions Issue Possible Cause Solution No shifts displayed No shifts assigned to you Contact your manager to verify your schedule assignments Shifts missing for certain dates Schedule not published for those dates Ask your manager to publish the schedule for the relevant period Wrong shift times shown Time zone mismatch Check your profile time zone settings under My Profile Cannot find My Shifts tab You are viewing as a manager Click the “My Shifts” tab at the top of the Dashboard page Activities not showing under shifts No activities assigned Your manager may not have assigned activities to your shifts Page shows “No data” You are not assigned to any project Ask your administrator to assign you to a project and schedule --- # Mobile Notifications Source: https://help.shifton.com/shifton/notifications/ Stay informed about schedule changes, shift reminders, and team requests through push notifications on your phone. What Is This? Shifton's mobile. Stay informed about schedule changes, shift reminders, and team requests through push notifications on your phone. ### What Is This? Shifton’s mobile notifications keep you updated in real time about everything related to your work schedule. You receive push notifications for shift reminders, schedule changes, swap requests, time-off approvals, and more. This ensures you never miss important updates, even when you are not actively using the app. ### Prerequisites Requirement Details Device iOS or Android smartphone App Shifton mobile app installed Permissions Push notifications must be enabled for the Shifton app on your device ### Step-by-Step Instructions #### Enabling Push Notifications - Open your phone’s Settings. - Navigate to Notifications (iOS) or Apps > Shifton > Notifications (Android). - Ensure notifications are enabled for the Shifton app. - Allow sounds, badges, and banners/alerts as preferred. #### Viewing Notifications in the App - Open the Shifton app. - Tap the Notifications icon (bell icon) in the navigation. - A list of all recent notifications appears, sorted by date. - Tap any notification to view its full details or take action. #### Common Notification Types Notification Type When You Receive It Shift reminder Before your shift starts (timing depends on settings) Schedule update When your manager modifies or publishes a schedule Swap request When a colleague requests to swap shifts with you Request approved/rejected When your swap, time-off, or other request is decided Open shift available When a new open shift is posted (if enabled) Break reminder Before a scheduled break starts #### Managing Notification Preferences - Open the Shifton app and go to your Profile or Settings. - Navigate to Notification preferences. - Toggle individual notification types on or off. - Save your preferences. ### Access Permissions Role Receive Notifications Configure Own Notification Preferences Owner Yes Yes Administrator Yes Yes Manager Yes Yes Employee Yes Yes ### FAQ Q: Why am I not receiving push notifications? A: Check that notifications are enabled both in your phone’s settings and in the Shifton app’s notification preferences. Also ensure the app is not being blocked by a battery saver or “Do Not Disturb” mode. Q: Can I choose which notifications I receive? A: Yes, you can customize your notification preferences in the app settings to receive only the types of notifications that matter to you. Q: Do notifications work when the app is closed? A: Yes, push notifications are delivered by your device’s operating system even when the app is not actively open, as long as permissions are enabled. Q: Can my manager control which notifications I receive? A: Managers can configure company-level notification settings, but you also have personal control over your notification preferences. ### Possible Issues and Solutions Issue Possible Cause Solution No push notifications received Notifications disabled on device Enable notifications for Shifton in your phone’s settings Notifications delayed Battery optimization or power saver mode Exclude Shifton from battery optimization in device settings Notification sound not playing Sound is muted or notification sound is off Check device sound settings and Shifton notification sound preferences Too many notifications All notification types are enabled Customize preferences to disable less important notification types Notifications arrive but app shows nothing In-app notification list not refreshed Pull down to refresh the notification list in the app --- # Payment Methods Source: https://help.shifton.com/shifton/payment-methods/ Add and manage credit or debit cards for automatic subscription billing. Keeping a valid payment method on file ensures uninterrupted access to Shifton's. Add and manage credit or debit cards for automatic subscription billing. Keeping a valid payment method on file ensures uninterrupted access to Shifton’s paid features. ### What Is This? The Payment Methods tab lets you store one or more credit or debit cards that Shifton will charge automatically each billing cycle. When your subscription renews, the system processes payment using the card on file. If no valid payment method is stored, your account may be downgraded or suspended until payment is resolved. You can access this tab by navigating to Company Settings > Payment Methods. ### Prerequisites - You must have an Owner role in Shifton. Only Owners can add or remove payment methods. - You need a valid credit or debit card (Visa, Mastercard, or other supported networks). - Your company must be on a paid plan or upgrading from a free trial. ### Step-by-Step Instructions #### Step 1: Open the Payment Methods Tab - Log in to your Shifton account. - Go to Company Settings by clicking your company name in the sidebar. - Click the Payment Methods tab. #### Step 2: Add a New Card - Click the Add Payment Method button. - A secure card entry form will appear. - Enter your card details as described in the table below. Field Description Example Card Number The 16-digit number on the front of your card. 4111 1111 1111 1111 Expiration Date The month and year the card expires (MM/YY). 09/28 CVV / CVC The 3- or 4-digit security code on the back of your card. 123 Cardholder Name The name printed on the card. Jane Smith - Click Save to store the card. - A confirmation message will appear, and the card will be listed with its last four digits. #### Step 3: Set a Default Payment Method (If Multiple Cards Exist) - If you have more than one card on file, click the Set as Default button next to the card you want to use for automatic billing. - The default card is marked with a badge or checkmark. #### Step 4: Remove a Payment Method - Locate the card you want to remove in the list. - Click the Remove or Delete button next to it. - Confirm the removal when prompted. - If you remove your only payment method, make sure to add a new one before the next billing date to avoid service interruption. ### Access Permissions Role View Add / Remove Owner Yes Yes Administrator No No Manager No No Employee No No ### FAQ Q1: Which card types does Shifton support? A: Shifton accepts Visa and Mastercard. Support for other card networks may vary by region. If your card is declined, try an alternative card or contact Shifton support. Q2: Is my card information stored securely? A: Yes. Shifton uses industry-standard encryption and does not store your full card number on its servers. Payment processing is handled by a certified payment provider that complies with PCI DSS standards. Q3: When will my card be charged? A: Your card is charged automatically at the beginning of each billing cycle (monthly or annually, depending on your plan). You can see the next payment due date on the Company Balance & Invoices tab. Q4: What happens if my card is declined? A: Shifton will retry the charge and send you an email notification. If payment is not resolved within the grace period, your account features may be restricted. Update your card details or add a new card to restore service. Q5: Can I use a prepaid card? A: Prepaid cards may work if they support recurring transactions. However, some prepaid cards decline recurring charges. A standard credit or debit card is recommended for reliable billing. ### Possible Issues and Solutions Issue Cause Solution Card is declined when adding The card may be expired, have insufficient funds, or not support online transactions. Verify the card details, check with your bank, or try a different card. “Add Payment Method” button is not visible You do not have the Owner role. Only the account Owner can manage payment methods. Contact your Owner. Cannot remove the only card on file The system may require at least one payment method for active paid plans. Add a new card first, then remove the old one. Alternatively, downgrade your plan before removing the card. Charged an unexpected amount Price changes, plan upgrades, or prorated charges for mid-cycle changes. Check the Company Balance & Invoices tab for a detailed invoice breakdown. Contact support if the charge is still unclear. Card entry form does not load Browser extensions (ad blockers, privacy tools) may block the payment form. Disable browser extensions temporarily, or try a different browser. Ensure JavaScript is enabled. --- # QuickBooks Online Integration Source: https://help.shifton.com/shifton/quickbooks/ Connect Shifton to QuickBooks Online to sync payroll and employee data between the two platforms automatically. What Is This? The QuickBooks integration. Connect Shifton to QuickBooks Online to sync payroll and employee data between the two platforms automatically. ### What Is This? The QuickBooks integration allows Shifton to sync payroll and employee data with QuickBooks Online. Once connected, payroll data from Shifton reports can be transferred to QuickBooks, reducing manual data entry and keeping your accounting records up to date. ### Prerequisites Requirement Details Role Owner Account Active QuickBooks Online account Plan Integration must be available on your Shifton subscription plan ### Step-by-Step Guide - Click your company name (or company name) in the upper-right corner and select Integrations. - Find QuickBooks in the integrations list and click Connect. - Click Connect to QuickBooks in the dialog. - You are redirected to the QuickBooks login page. Enter your QuickBooks credentials and click Sign in. - Click Connect to authorize the connection between QuickBooks and Shifton. - After authorizing, you are automatically redirected back to Shifton. - A confirmation message confirms the QuickBooks integration is now active. Payroll data from Shifton reports can now be synced to QuickBooks. ### After Connecting Once the integration is active: – Payroll data calculated in Shifton (based on working hours and pay rates) can be exported to QuickBooks. – Employee data stays synchronized between both platforms. – Use the Pay Rate Reports module in Shifton to generate payroll data before syncing. ### Access Permissions Role Connect Integration View Integration Status Owner Yes Yes No No Manager No No Employee No No ### FAQ Q: Does QuickBooks need to be on a specific plan? A: The integration works with QuickBooks Online. Check with QuickBooks to ensure your plan supports API-based integrations. Q: What data is synced between Shifton and QuickBooks? A: Payroll data and employee information. The exact scope depends on your Shifton plan and modules active (Pay Rate Reports module recommended). Q: Can I disconnect the integration? A: Yes. Go to Integrations, find QuickBooks, and use the disconnect or manage option to remove the connection. Q: What if the authorization fails during setup? A: Verify your QuickBooks credentials are correct and that your QuickBooks account has administrator-level access. Try again from the Integrations page. --- # Referral System Source: https://help.shifton.com/shifton/referral-system/ Earn ongoing revenue by referring new companies to Shifton through your unique referral link and promo codes. What Is This? The Referral System allows you. Earn ongoing revenue by referring new companies to Shifton through your unique referral link and promo codes. ### What Is This? The Referral System allows you to invite other businesses to Shifton and earn a commission from their payments. The process is simple: share your referral link, wait for your contact to register and start using Shifton, and earn 10% from all their payments. You can also create custom promo codes to track different referral campaigns and see detailed statistics about your referrals. ### Prerequisites Requirement Details Role Owner or Administrator Account Active Shifton company account ### Step-by-Step Instructions #### Accessing the Referral System - From the left sidebar, click Referral System (). - The referral page loads with your referral link, promo codes, and referral statistics. #### The 3-Step Referral Process The referral system works in three steps: Step What Happens Step 1 Share your referral link with a friend or business contact Step 2 Your friend registers on Shifton and starts using the service Step 3 You earn 10% from all their payments #### Sharing Your Referral Link - On the Referral System page, locate your unique referral link. The link format is: https://shifton.com?f={company_id} - Click the Copy button next to the link to copy it to your clipboard. - Share the link via email, messaging apps, or any other channel. #### Creating Promo Codes - Scroll down to the “My promo codes” section. - Click the “+ Create promo code” button. - Enter a custom promo code name. - Save the promo code. It appears in the promo codes table. The promo codes table displays: Column Description Promo code The code you created Registered companies Number of companies that signed up using this code Referral fee Commission earned from this promo code Created at When the promo code was created Actions Edit or delete the promo code #### Tracking Your Referrals - Scroll down to the “My referrals” section. - The referrals table shows all companies that registered through your link or promo codes: Column Description Country The country of the referred company Industry The industry the referred company operates in Number of employees How many employees the referred company has Registration date When the referred company registered Referral fee % The commission percentage you earn from their payments ### Access Permissions Role View Referral Page Create Promo Codes View Referral Stats Owner Yes Yes Yes Administrator Yes Yes Yes Manager No No No Employee No No No ### FAQ Q: How much do I earn from referrals? A: You earn 10% from all payments made by companies that registered through your referral link or promo code. Q: Is there a limit to how many referrals I can make? A: No, there is no limit. The more companies you refer, the more you earn. Q: When do I start earning from a referral? A: You start earning as soon as the referred company begins making payments on Shifton. Q: Can I create multiple promo codes? A: Yes, you can create as many promo codes as you like. This is useful for tracking different referral campaigns (for example, one code for LinkedIn outreach and another for email campaigns). Q: How do I receive my referral earnings? A: Referral earnings are typically credited to your Shifton account. Contact Shifton support for details on payout methods and schedules. ### Possible Issues and Solutions Issue Possible Cause Solution Referral link not working Link was modified or incomplete Copy the link again using the Copy button Promo code not tracking registrations The referred company did not use the promo code during signup Ensure your contact enters the promo code during the registration process Referral not appearing in the table The referred company has not completed registration Registration must be fully completed before it appears in your referrals Cannot create a promo code Promo code name conflicts with an existing code Try a different, unique promo code name Referral fee shows 0% Referred company has not made any payments yet Earnings begin once the referred company starts paying for Shifton services Page not accessible Insufficient permissions Only Owners and Administrators can access the Referral System --- # Shift Creation Request Source: https://help.shifton.com/shifton/shift-creation/ Employees can request to create their own shifts, allowing them to propose work times that suit their availability. What Is This? The shift creation. Employees can request to create their own shifts, allowing them to propose work times that suit their availability. ### What Is This? The shift creation request feature lets employees propose new shifts for themselves directly from the schedule. Instead of waiting for a manager to build every shift, employees can suggest when they would like to work. The request goes through an approval process, and once approved, the shift is added to the schedule. This is especially useful in flexible work environments where employees have variable availability. ### Prerequisites Requirement Details Module Schedules module must be active Setting “Allow employees to create their own shifts” must be enabled in schedule settings Schedule Employee must be assigned to the schedule ### Step-by-Step Instructions #### Enabling Shift Creation Requests (Manager/Admin) - Navigate to Schedules from the left sidebar. - Open the schedule you want to configure and click Settings (gear icon). - Locate the “Allow employees to create their own shifts” option. - Enable the toggle. - Save the settings. #### Submitting a Shift Creation Request (Employee) - Open your schedule view. - Click on the date/time slot where you would like to create a shift. - Select “Request new shift” from the available options. - Fill in the shift details: Field Description Date The date for the proposed shift Start Time When the shift should begin End Time When the shift should end Position Your position for this shift (if applicable) Comment Optional note explaining the request - Click Submit to send the request for approval. #### Approving a Shift Creation Request (Manager) - Navigate to the Dashboard or the Requests section. - Locate the pending shift creation request. - Review the proposed shift details (date, time, employee, position). - Click Approve to add the shift to the schedule, or Reject to deny the request. - The employee is notified of the decision. ### Access Permissions Role Enable Setting Request Shift Creation Approve/Reject Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes (assigned schedules) Yes Yes (assigned schedules) Employee No Yes (when enabled) No ### FAQ Q: Can employees create shifts for any date? A: Employees can only request shifts within the active schedule period. They cannot create shifts for dates outside the schedule’s date range. Q: Is there a limit to how many shift creation requests an employee can submit? A: There is no built-in limit. However, managers can reject requests that exceed staffing needs or conflict with existing schedules. Q: What happens if the requested shift overlaps with another shift? A: The system will flag the conflict. The manager can decide whether to approve the overlapping shift or reject it. Q: Can I edit a shift creation request after submitting it? A: You would need to cancel the original request and submit a new one with the updated details. ### Possible Issues and Solutions Issue Possible Cause Solution “Request new shift” option not available Feature disabled in schedule settings Enable “Allow employees to create their own shifts” in schedule settings Request was rejected without explanation Manager decided the shift was not needed Ask your manager for feedback and adjust your request Shift not appearing after approval Page not refreshed Refresh the schedule page to see the newly created shift Cannot select a date Date is outside the schedule period Verify the active schedule period with your manager Conflict warning on submission Proposed time overlaps with another shift Adjust the start or end time to avoid the overlap --- # Shift Split Source: https://help.shifton.com/shifton/shift-split/ Employees can request to split a single shift into two separate shifts, allowing for a gap in the middle of their workday. What Is This? Employees can request to split a single shift into two separate shifts, allowing for a gap in the middle of their workday. ### What Is This? The shift split feature allows an employee to divide one continuous shift into two shorter shifts with a gap between them. For example, an 8-hour shift from 8:00 to 16:00 could be split into two 4-hour shifts: 8:00-12:00 and 14:00-18:00. This is helpful for employees who need time off in the middle of their workday for personal appointments or other obligations, while still completing their scheduled hours. ### Prerequisites Requirement Details Module Schedules module must be active Setting “Allow employees to split shifts” must be enabled in schedule settings Shift The employee must have a published shift to split ### Step-by-Step Instructions #### Enabling Shift Splitting (Manager/Admin) - Navigate to Schedules from the left sidebar. - Open the schedule and click Settings (gear icon). - Find the “Allow employees to split shifts” option. - Enable the toggle. - Save the settings. #### Requesting a Shift Split (Employee) - Open your schedule and click on the shift you want to split. - Select “Split shift” from the available actions. - Define the two resulting shifts: Field Description First Shift Start Start time of the first portion First Shift End End time of the first portion Second Shift Start Start time of the second portion Second Shift End End time of the second portion - Add an optional comment explaining why you need to split the shift. - Click Submit to send the request. #### Approving a Shift Split (Manager) - Navigate to the Requests section or the Dashboard. - Locate the pending shift split request. - Review the original shift and the proposed two-part split. - Verify that the total hours and coverage are acceptable. - Click Approve to split the shift, or Reject to deny the request. - The employee is notified, and the schedule is updated. ### Access Permissions Role Enable Setting Request Shift Split Approve/Reject Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes (assigned schedules) Yes Yes (assigned schedules) Employee No Yes (when enabled) No ### FAQ Q: Does splitting a shift change my total scheduled hours? A: That depends on how you define the split. The combined hours of both resulting shifts may be more, less, or equal to the original depending on the times you choose. Your manager will review the total hours before approving. Q: Can I split a shift into more than two parts? A: No, a single split request divides one shift into exactly two shifts. If you need more segments, you would need to submit additional split requests after the first is approved. Q: What happens to breaks assigned to the original shift? A: Breaks from the original shift may need to be reassigned or adjusted by your manager after the split is approved. Discuss this with your manager if your shift includes breaks. Q: Can I undo a shift split after it is approved? A: Once approved, the split creates two separate shifts. To reverse it, your manager would need to manually delete the two shifts and create a new single shift. ### Possible Issues and Solutions Issue Possible Cause Solution “Split shift” option not available Feature disabled in schedule settings Enable “Allow employees to split shifts” in schedule settings Request rejected by manager The split may create a coverage gap Adjust the proposed times and resubmit, or discuss with your manager Only one shift appears after approval Page not refreshed Refresh the schedule page to see both resulting shifts Time fields do not allow entry Times may be outside the original shift boundaries Ensure the proposed times fall within or near the original shift window Breaks missing from split shifts Breaks were not automatically reassigned Ask your manager to re-add breaks to the new shift segments --- # Shift Swap Requests Source: https://help.shifton.com/shifton/shift-swap/ Shift swapping lets employees exchange shifts with colleagues, giving your team flexibility while keeping your schedule fully covered. What Is This? Shift swapping lets employees exchange shifts with colleagues, giving your team flexibility while keeping your schedule fully covered. ### What Is This? A shift swap is a request where one employee proposes trading their shift with another employee’s shift. Both employees agree to work each other’s original shift. Depending on your company settings, the swap may go through automatically or require manager approval. This feature helps reduce no-shows and last-minute staffing problems by empowering employees to handle scheduling conflicts among themselves. ### Prerequisites Requirement Details Module Schedules module must be active Setting “Allow shift swapping” must be enabled in the schedule settings Employees Both employees must be assigned to the same schedule Shifts Both employees must have published shifts to swap ### Step-by-Step Instructions #### Enabling Shift Swapping (Manager/Admin) - Navigate to Schedules from the left sidebar. - Open the schedule you want to configure. - Click the Settings (gear icon) for that schedule. - Locate the “Allow shift swapping” option and enable it. - Optionally, configure the following related settings: Setting Description Require manager confirmation When enabled, swap requests must be approved by a manager before they take effect Restrict to same position When enabled, employees can only swap shifts with colleagues who hold the same position - Save the schedule settings. #### Requesting a Shift Swap (Employee) - Open your schedule and find the shift you want to swap. - Click on your shift to open the shift details. - Select “Swap shift” from the available actions. - Browse the list of available shifts from other employees. - Select the shift you would like to take in exchange. - Add an optional comment explaining the reason for the swap. - Click Submit to send the swap request. #### Responding to a Swap Request (Employee) - When another employee requests to swap with you, you will receive a notification. - Navigate to Requests or click the notification to view the swap details. - Review the proposed swap: your original shift and the shift you would receive. - Click Accept to agree to the swap or Decline to reject it. #### Approving a Swap Request (Manager) - If manager confirmation is required, the swap request appears in the Dashboard > Employee Requests > Shifts Swapping tab. - Review the details of both shifts and both employees. - Click Approve to finalize the swap or Reject to deny it. - Both employees are notified of the decision. ### Access Permissions Role Enable Swap Setting Request Swap Respond to Swap Approve/Reject Swap Owner Yes Yes Yes Yes Administrator Yes Yes Yes Yes Manager Yes (assigned schedules) Yes Yes Yes (assigned schedules) Employee No Yes Yes No ### FAQ Q: Can employees swap shifts across different projects? A: No, shift swaps are limited to shifts within the same schedule. Employees cannot swap shifts between different schedules or projects. Q: What happens if the “Restrict to same position” setting is enabled? A: Employees will only see swap candidates who hold the same position. This prevents situations where someone unqualified for a role ends up covering that shift. Q: Can a swap request be canceled after it is submitted? A: Yes, the employee who initiated the swap can cancel the request before the other employee accepts it. Once accepted (and approved, if required), the swap is finalized. Q: Does the swap update both employees’ schedules automatically? A: Yes. Once a swap is completed (and approved, if manager confirmation is required), both employees’ schedules are updated automatically. Q: Will employees be notified about swap requests? A: Yes. Notifications are sent when a swap is requested, accepted, declined, approved, or rejected, depending on the notification settings configured for your company. ### Possible Issues and Solutions Issue Possible Cause Solution “Swap shift” option not available Shift swapping is disabled in schedule settings Enable “Allow shift swapping” in the schedule settings No shifts available to swap with No other employees have shifts in the same schedule or position Check that the schedule has multiple employees with assigned shifts Swap request stuck in pending Manager confirmation is required but not yet given Remind your manager to review the pending request Employee cannot see swap requests Notifications are turned off Check notification settings under the employee’s profile Swap rejected without reason Manager declined the request Ask the manager for feedback; consider submitting a new request with a note Shifts did not update after approval Page not refreshed Refresh the schedule page to see the updated assignments --- # Custom Applications Source: https://help.shifton.com/shifton/custom-applications/ Build and manage your own applications that integrate with Shifton through the Applications tab. What Is This? The Applications tab on the Developer page. Build and manage your own applications that integrate with Shifton through the Applications tab. ### What Is This? The Applications tab on the Developer page lets you create custom applications that connect to the Shifton platform. These applications can read data from Shifton, perform actions, and extend the platform’s functionality to meet your specific business needs. Each application is listed in a management table where you can track its status, category, and approval state. ### Prerequisites Requirement Details Role Owner Knowledge Familiarity with API development or access to a developer API Access Developer page access must be available for your account ### Step-by-Step Instructions #### Accessing the Applications Tab - From the left sidebar, click Integrations. - Navigate to the Developer page. - Click the Applications tab. - You will see the applications management table (or an empty state if no applications exist yet). #### Creating a New Application - Click the “+ Add” button at the top of the Applications tab. - Fill in the application details: Field Description App name A descriptive name for your application Logo Upload an icon or logo for your app Category Select the category that best describes your app - Configure the application’s API permissions and settings as prompted. - Save the application. - The new application appears in the management table. #### Understanding the Applications Table The table displays the following columns for each application: Column Description Logo The application’s icon App name The name of the application Category The category assigned to the application Is active Whether the application is currently enabled Approved Whether the application has been approved for use Updated At The date and time of the last update Actions Edit, activate/deactivate, or delete the application #### Managing an Application - In the Actions column, click the action menu for the application you want to manage. - Available actions include: Action Description Edit Modify the application name, logo, category, or settings Activate/Deactivate Toggle the application on or off Delete Permanently remove the application - After making changes, the Updated At column reflects the new timestamp. ### Access Permissions Role View Applications Create/Edit Applications Delete Applications Owner Yes Yes Yes No No No Manager No No No Employee No No No ### FAQ Q: What does “Approved” mean in the applications table? A: The Approved status indicates whether the application has been reviewed and approved for use. Newly created applications may need to go through an approval process before they can be fully activated. Q: Can I share my custom application with other Shifton companies? A: Custom applications are created for your company. For broader distribution, refer to Shifton’s developer documentation for any available publishing or marketplace options. Q: Is there a limit to how many applications I can create? A: There is generally no hard limit, but refer to the API documentation for any usage restrictions that may apply. Q: What happens to data if I delete an application? A: Deleting an application stops all its API access. Any data previously read or written through the app remains in Shifton, but the application can no longer interact with it. ### Possible Issues and Solutions Issue Possible Cause Solution “+ Add” button not visible Insufficient permissions Ensure you have Owner role Application stuck in “not approved” Approval process has not been completed Check the approval requirements in the developer documentation Application not working after activation API configuration is incomplete or incorrect Review the application settings and API permissions Cannot delete an application Application may be in use or locked Deactivate the application first, then try deleting Logo not uploading File format or size issue Use a supported image format (PNG, JPG) and check the file size limit Actions column shows no options Browser rendering issue Refresh the page or try a different browser --- # Employee Profile: Availability Source: https://help.shifton.com/shifton/employee-profile-availability/ Learn how to set and manage an employee's availability using the monthly calendar view. What Is This? The Availability tab in an employee's profile lets. Learn how to set and manage an employee’s availability using the monthly calendar view. ### What Is This? The Availability tab in an employee’s profile lets you define which days and times the employee is available to work. It displays a monthly calendar where you can click on individual days to set availability windows. Managers and administrators use this information when building schedules to ensure employees are only assigned to shifts during their available times. Employees can also update their own availability, giving them a say in when they are scheduled. ### Prerequisites Before setting availability, make sure: - The employee has been added to Shifton - You have Administrator access, or you are editing your own availability as an Employee ### Step-by-Step Instructions #### Step 1: Open the Availability Tab Navigate to the Employees page, click on the employee’s name, and then select the Availability tab. #### Step 2: Navigate to the Correct Month The calendar displays one month at a time with columns for each day of the week (Monday through Sunday). Control Description Left arrow Navigate to the previous month Right arrow Navigate to the next month Today button Jump back to the current month and highlight today’s date #### Step 3: Set Availability for a Day Click on any day in the calendar to set an availability window for that date. A dialog or inline editor will appear where you can specify the time range during which the employee is available. #### Step 4: Review the Calendar Days with availability set will be visually marked on the calendar. Review the month to ensure all desired days and time ranges are correctly configured. #### Step 5: Repeat for Additional Months Use the navigation arrows to move to other months and set availability as needed. Availability is set on a per-month basis, so you may need to update it regularly. ### Access Permissions Role Can View Availability? Can Edit Availability? Administrator Yes (all employees) Yes (all employees) Manager Yes (employees in their projects) Yes (employees in their projects) Employee Own availability only Own availability only ### FAQ Q: Can employees set their own availability? A: Yes. Employees can log in and update their own Availability tab to indicate when they are able to work. Q: How far in advance should availability be set? A: It is best to set availability at least one scheduling period ahead. For example, if schedules are published weekly, employees should set their availability at least one to two weeks in advance. Q: Does setting availability guarantee the employee will be scheduled on those days? A: No. Availability indicates when the employee can work, but actual shift assignments depend on the schedule created by the manager or administrator. Q: Can I set different time ranges for different days? A: Yes. Each day can have its own availability window. For example, an employee might be available 8 AM to 6 PM on Monday but only 10 AM to 3 PM on Wednesday. ### Possible Issues and Solutions Issue Cause Solution Cannot click on days in the calendar You do not have permission to edit this employee’s availability Verify your role. Only Administrators, Managers (for their project’s employees), or the employee themselves can edit availability Availability changes are not reflected in the schedule The schedule was built before the availability was updated Ask the scheduler to regenerate or update the schedule to include the latest availability data Calendar shows the wrong month The view has not been navigated to the desired month Use the left and right arrow buttons to navigate to the correct month, or click Today to return to the current month Previously set availability has disappeared Availability may have been overwritten or cleared Re-enter the availability for the affected days and confirm the changes were saved --- # Employee Profile: Files Source: https://help.shifton.com/shifton/employee-profile-files/ Learn how to upload, manage, and share files on an employee's profile. What Is This? The Files tab in an employee's profile provides a simple document. Learn how to upload, manage, and share files on an employee’s profile. ### What Is This? The Files tab in an employee’s profile provides a simple document storage area where you can upload files related to that employee. This is useful for storing contracts, certifications, ID copies, training materials, or any other documents you need to keep on file. Files can be uploaded by dragging and dropping them into the upload area. You can control whether each file is visible to the employee or only to administrators. ### Prerequisites Before managing files, make sure: - The employee has been added to Shifton - You have Administrator access - Your files are ready to upload (maximum 100 MB per file) ### Step-by-Step Instructions #### Step 1: Open the Files Tab Navigate to the Employees page, click on the employee’s name, and select the Files tab. #### Step 2: Upload a File Drag and drop one or more files into the upload area, or click the upload area to browse for files on your computer. The maximum file size is 100 MB. #### Step 3: Review Uploaded Files Uploaded files appear in a table with the following columns: Column Description File name The name of the uploaded file, displayed with a file type icon Upload date The date the file was uploaded to the system Size (KB) The file size in kilobytes Display to employee A toggle switch that controls whether the employee can see this file on their own profile Actions Options to view, download, or delete the file #### Step 4: Control File Visibility Use the Display to employee toggle for each file to decide whether the employee can see it: Toggle State Meaning On The employee can see and download this file from their own profile Off Only administrators can see this file. It is hidden from the employee #### Step 5: View, Download, or Delete a File Use the buttons in the Actions column to manage each file: Action Description View Opens the file for preview in the browser (if supported) Download Downloads the file to your computer Delete Permanently removes the file from the employee’s profile ### Access Permissions Role Can View Files? Can Upload/Delete Files? Administrator Yes (all files) Yes Manager Limited (based on project assignment) No Employee Only files with “Display to employee” enabled No ### FAQ Q: What file types can I upload? A: You can upload most common file types including PDF, Word documents, Excel spreadsheets, images, and more. There is no restriction on file type, but the maximum size per file is 100 MB. Q: Can employees upload files to their own profile? A: No. Only administrators can upload files to an employee’s profile. Employees can only view and download files that have been shared with them. Q: Is there a limit to how many files I can upload? A: There is no strict limit on the number of files per employee profile. However, keep in mind the 100 MB per file size limit. Q: What happens if I delete a file? A: The file is permanently removed from the employee’s profile and cannot be recovered. Make sure you have a backup if you may need the file again. ### Possible Issues and Solutions Issue Cause Solution File upload fails The file exceeds the 100 MB size limit Compress the file or split it into smaller parts before uploading Employee says they cannot see a file The Display to employee toggle is turned off Open the Files tab and toggle the “Display to employee” switch to On for that file Cannot delete a file You do not have Administrator access Ask an Administrator to delete the file File preview does not work The file type is not supported for in-browser preview Download the file instead and open it with the appropriate application on your computer Upload area does not respond to drag-and-drop Browser compatibility issue Try clicking the upload area to use the file browser instead, or switch to a different web browser --- # Employee Profile: General Information Source: https://help.shifton.com/shifton/employee-profile-general/ Learn how to view and edit an employee's personal details, work settings, and identification information. What Is This? The General Information tab is the. Learn how to view and edit an employee’s personal details, work settings, and identification information. ### What Is This? The General Information tab is the main section of an employee’s profile. It contains all personal and work-related details, from contact information and address to scheduling preferences and access settings. This is where you go to update an employee’s name, phone number, position, skills, and other core information. Any changes you make here take effect once you click the Save button. ### Prerequisites Before editing an employee’s general information, make sure you have: - An active Shifton account with Administrator access - The employee has already been added to the system ### Step-by-Step Instructions #### Step 1: Open the Employee Profile Navigate to the Employees page and click on the employee’s name to open their profile. You will land on the General Information tab by default. #### Step 2: Review and Edit Personal Details The top section contains the employee’s personal information: Field Description First name Employee’s first name Last name Employee’s last name Phone Phone number with country code Email Email address used for login and notifications Date of birth Employee’s date of birth Gender Male or Female Identification number National ID, passport number, or other government-issued identifier #### Step 3: Review and Edit Address Information The address section stores the employee’s location details: Field Description Country/Region Country or region of residence State State or province City City of residence Zip code Postal or zip code Address Street address #### Step 4: Review and Edit Work Settings The work settings section controls how the employee fits into your scheduling and organizational structure: Field Description Personnel Number Internal employee ID or payroll number Position Job title or role, selected from a dropdown list Skills One or more skill tags selected from a multi-select list. Skills can be used when assigning shifts that require specific qualifications Employee color A color used to visually identify this employee on the schedule. Click the color picker to choose a color Minimum work time per week The minimum number of hours this employee should be scheduled per week Monthly rate of hours % Percentage of full-time hours. 100% = full-time, 50% = half-time, etc. #### Step 5: Configure Access and Working Days The bottom section contains access controls and personal working day preferences: Field Description Access to activity logs When checked, this employee can view activity logs Personal working days Checkboxes for each day of the week (Monday through Sunday). Check the days this employee is available to work #### Step 6: Save Your Changes After making your edits, click the Save button at the bottom of the page to apply all changes. ### Access Permissions Role Can View Profile? Can Edit Profile? Administrator Yes Yes Manager Yes (employees in their projects) Limited Employee Own profile only Limited to own profile ### FAQ Q: Can employees edit their own general information? A: Employees can view and update some of their own profile fields. However, certain fields such as Position, Personnel Number, and access settings can only be changed by an Administrator. Q: What are Skills used for? A: Skills are tags that describe an employee’s qualifications (e.g., “Cashier,” “Forklift License,” “First Aid”). When creating shifts, you can require specific skills, and Shifton will help match qualified employees to those shifts. Q: What does the Employee color do? A: The color you pick will be used to represent this employee on schedule views, making it easier to visually identify who is assigned to which shift. Q: What happens if I set Monthly rate of hours % to less than 100? A: This tells Shifton that the employee works part-time. For example, setting it to 50% means the employee should be scheduled for roughly half the hours of a full-time employee. This is used in workload calculations and scheduling. Q: What does “Access to activity logs” enable? A: When checked, the employee can see a log of actions taken in the system, such as schedule changes and shift assignments. This is typically enabled for managers or senior staff. ### Possible Issues and Solutions Issue Cause Solution Cannot find the Position I need in the dropdown The position has not been created yet Go to your company settings to add new positions, then return to the employee profile Skills tags are not available No skills have been defined in the system Configure skills in your company settings first Changes are not saved after clicking Save A required field is missing or contains invalid data Check for error messages highlighted on the form, correct the issues, and save again Employee color does not appear on the schedule The color picker was not used, or the default color was left Open the profile, click the color picker to select a distinct color, and save Cannot edit another employee’s profile You do not have Administrator access Ask your account administrator to make the changes or to grant you the appropriate permissions --- # Employee Profile: Notes Source: https://help.shifton.com/shifton/employee-profile-notes/ Learn how to create and manage internal notes on an employee's profile. What Is This? The Notes tab in an employee's profile is a place to store internal. Learn how to create and manage internal notes on an employee’s profile. ### What Is This? The Notes tab in an employee’s profile is a place to store internal notes related to that employee. Notes can be used for HR records, performance observations, onboarding checklists, or any other information you want to keep on file. Each note includes a date range, visibility settings to control who can see it, and free-text content. Notes are visible only to the people you specify, making them a secure way to document important information. ### Prerequisites Before creating notes, make sure: - The employee has been added to Shifton - You have Administrator access ### Step-by-Step Instructions #### Step 1: Open the Notes Tab Navigate to the Employees page, click on the employee’s name, and select the Notes tab. #### Step 2: Create a New Note Click the + Create a note button to add a new note. #### Step 3: Fill In the Note Details Complete the note form with the following fields: Field Description From The start date for the note’s relevance period To The end date for the note’s relevance period Who can view notes? Controls who has permission to see this note (e.g., Administrators only, the employee, etc.) Content The text of the note itself. Enter any information you want to record #### Step 4: Save the Note After filling in the fields, save the note. It will appear in the notes table on the employee’s profile. #### Step 5: Review Existing Notes The Notes tab displays all notes in a table format: Column Description From Start date of the note’s relevance period To End date of the note’s relevance period Who can view notes? The visibility setting for this note Content The text content of the note Actions Options to edit or delete the note #### Step 6: Edit or Delete a Note Use the Actions column to modify or remove an existing note as needed. ### Access Permissions Role Can View Notes? Can Create/Edit Notes? Administrator Yes (all notes) Yes Manager Only if granted visibility No Employee Only if granted visibility No ### FAQ Q: Can the employee see notes on their own profile? A: Only if the “Who can view notes?” setting includes them. You control visibility when creating each note. Q: Are notes permanent? A: Notes remain on the profile until deleted. You can edit or remove them at any time from the Actions column. Q: Can I use notes for performance reviews? A: Yes. Notes are a convenient way to record performance observations, feedback, and review summaries directly on the employee’s profile. Q: Is there a limit to how many notes I can create? A: There is no practical limit. You can create as many notes as needed for each employee. ### Possible Issues and Solutions Issue Cause Solution The + Create a note button is not visible You do not have Administrator access Ask an Administrator to create the note or grant you the appropriate permissions A note is not visible to someone who should see it The “Who can view notes?” setting does not include them Edit the note and adjust the visibility setting to include the intended viewers Cannot delete a note You do not have Administrator access Ask an Administrator to delete the note Note content appears truncated in the table The content is too long to display in full in the table view Click on the note or use the edit action to view the full content --- # Employee Profile: Projects Source: https://help.shifton.com/shifton/employee-profile-projects/ Learn how to assign employees to projects and manage their project roles. What Is This? The Projects tab in an employee's profile shows which projects the. Learn how to assign employees to projects and manage their project roles. ### What Is This? The Projects tab in an employee’s profile shows which projects the employee belongs to and what role they have in each one. From here, you can add an employee to new projects, change their role between Employee, Manager, and Observer, assign them to a project schedule, or remove them from a project. Projects in Shifton represent distinct teams, departments, or locations. Assigning employees to the correct projects ensures they appear in the right schedules and are managed by the right people. Q: Manager and Observer are project-level roles. They are different from the global Administrator role. An employee can be an Employee globally but a Manager within a specific project. ### Prerequisites Before managing project assignments, make sure: - At least one project has been created in Shifton - The employee has been added to the system - You have Administrator access ### Step-by-Step Instructions #### Step 1: Open the Projects Tab Navigate to the Employees page, click on the employee’s name, and select the Projects tab. #### Step 2: Add the Employee to a Project Click the Add to project button. Select the desired project from the list that appears. #### Step 3: Review the Project Table Each project the employee belongs to is displayed as a section that can be expanded or collapsed. The project section shows: Column Description Project name The name of the project the employee is assigned to Role A dropdown to select the employee’s role in this project: Employee, Manager, or Observer Add to schedule A button to assign the employee to the project’s schedule Delete A button to remove the employee from this project #### Step 4: Set the Employee’s Role Use the Role dropdown within the project section to set the employee’s role within that project: Role Description Employee Standard team member. Can view their own shifts, request time off, and manage their availability within this project Manager Can manage shifts and schedules within this project, approve/reject requests, and view team member details. Does not have access to company-wide settings Observer Read-only access. Can view project information but cannot make changes #### Step 5: Add to a Schedule Click the Add to schedule button within the project section to assign the employee to the project’s schedule. This makes the employee available for shift assignments in that project. #### Step 6: Remove from a Project (If Needed) To remove an employee from a project, click the Delete button in that project’s section. The employee will no longer appear in that project’s schedule or team list. #### Step 7: Expand and Collapse Projects If an employee belongs to multiple projects, you can expand or collapse each project section to keep the view organized. Click on the project name or the expand/collapse control to toggle visibility. ### Access Permissions Role Can View Projects Tab? Can Modify Project Assignments? Administrator Yes Yes Manager Yes (employees in their projects) No Employee Own profile only No ### FAQ Q: Can an employee belong to multiple projects? A: Yes. An employee can be assigned to as many projects as needed. Each project assignment is independent and can have its own role. Q: What are the project-level roles? A: There are three roles at the project level: Employee (can view their own shifts and manage availability), Manager (can manage shifts, approve requests, and view team information), and Observer (read-only access). These are separate from the global Administrator role. Q: What happens when I remove an employee from a project? A: The employee will no longer appear in that project’s schedule or team list. Any future shifts assigned to them in that project may need to be reassigned. Q: Does changing the role here affect the employee’s global access level? A: No. The role set in the Projects tab applies only to that specific project. The employee’s global access level (Administrator or Employee) is managed separately from the main employee list. ### Possible Issues and Solutions Issue Cause Solution The Add to project button is not visible You do not have Administrator access Ask an Administrator to assign the employee to the project The project I need is not in the list The project has not been created yet Create the project in the Projects section first, then return to add the employee Cannot change the employee’s role You do not have Administrator access Ask an Administrator to update the role Employee does not appear on the project schedule after being added The employee was added to the project but not to the schedule Click the Add to schedule button within the project section Removing an employee from a project leaves orphaned shifts Shifts were already assigned to the employee in that project Manually reassign or delete the affected shifts in the schedule --- # Employee Profile: Vacations Source: https://help.shifton.com/shifton/employee-profile-vacations/ Learn how to configure vacation limits, manage vacation periods, and adjust vacation balances for employees. What Is This? The Vacations tab in an. Learn how to configure vacation limits, manage vacation periods, and adjust vacation balances for employees. ### What Is This? The Vacations tab in an employee’s profile is where you manage everything related to that employee’s paid time off. It is divided into three sections: - Permissible vacation overrun — how many days the employee can go into a negative vacation balance - Vacation settings — define vacation periods and annual limits - Change in vacation balance — manually add or subtract vacation days with comments Together, these settings give you full control over how vacation time is tracked, accrued, and used for each employee. ### Prerequisites Before configuring vacations, make sure: - The employee has been added to Shifton - You have Administrator access - Your company’s general vacation policies have been established ### Step-by-Step Instructions #### Section 1: Permissible Vacation Overrun This section controls how far into negative balance an employee is allowed to go when requesting vacation. Field Description Permissible vacation overrun The maximum number of days the employee can go negative on their vacation balance. For example, setting this to 3 means the employee can request up to 3 more days than they have available Q1: Enter the number of days the employee is allowed to exceed their balance. Step 2: Click Save to apply the setting. #### Section 2: Vacation Settings This section defines the vacation periods and how many days the employee is entitled to per year. Field Description Beginning of period The start date of the vacation accrual period (e.g., January 1) End of period The end date of the vacation accrual period (e.g., December 31) Vacation limit per year The total number of vacation days the employee is entitled to during this period Step 1: Set the Beginning of period and End of period dates to define the vacation year. Step 2: Enter the Vacation limit per year (e.g., 20 days). Step 3: Click Save to create the vacation period. Step 4: Review existing vacation periods in the table below the form. Each period is listed with its date range and limit. Use the Edit button to modify an existing period. #### Section 3: Change in Vacation Balance This section allows you to manually adjust the employee’s vacation balance — for example, to add carry-over days from the previous year or to correct a mistake. Field Description Date The date of the balance adjustment Change amount The number of days to add (positive number) or subtract (negative number) Comment A note explaining the reason for the adjustment (e.g., “Carry-over from 2025” or “Correction for unpaid leave”) Step 1: Select the Date for the adjustment. Step 2: Enter the Change amount. Use a positive number to add days or a negative number to subtract days. Step 3: Enter a Comment explaining the reason for the change. Step 4: Submit the adjustment. The system will display the current allowable holidays information so you can verify the updated balance. ### Access Permissions Role Can View Vacations Tab? Can Edit Vacation Settings? Administrator Yes Yes Manager Yes (employees in their projects) No Employee Own vacation balance only No ### FAQ Q: What does “permissible vacation overrun” mean in practice? A: If an employee has 2 vacation days remaining and the overrun is set to 3, they can request up to 5 days of vacation. The extra 3 days will result in a negative balance that needs to be recovered as new vacation days accrue. Q: Can I set different vacation limits for different employees? A: Yes. Vacation settings are configured per employee in their individual profile, so each person can have a different limit based on their contract or seniority. Q: How do carry-over days work? A: Use the “Change in vacation balance” section to manually add carry-over days at the beginning of a new period. Enter a positive number and add a comment like “Carry-over from previous year.” Q: What happens if an employee exceeds both their balance and the overrun limit? A: The system will prevent the employee from requesting more vacation days than their balance plus the permissible overrun allows. Q: Can I set up multiple vacation periods in a year? A: Yes. You can create multiple periods with different start and end dates if your organization tracks vacation time in segments (e.g., probation period vs. regular employment). ### Possible Issues and Solutions Issue Cause Solution Employee’s vacation balance shows an incorrect number A manual adjustment may be missing, or the period limits are incorrect Review the vacation settings and balance change history. Add a correction using the “Change in vacation balance” section Cannot save vacation settings Required fields are empty or contain invalid dates Ensure both the beginning and end of period dates are filled in and that the end date is after the start date Employee was able to request more vacation than expected The permissible vacation overrun is set too high Lower the overrun value and click Save Vacation limit does not reset at the start of a new year A new vacation period has not been created Create a new vacation period with the correct date range and limit for the new year Carry-over days are not reflected in the balance The adjustment was not submitted in the “Change in vacation balance” section Add a manual balance adjustment with the appropriate number of carry-over days --- # Employee Working Hours Source: https://help.shifton.com/shifton/employee-working-hours/ Track actual vs. planned shift times, break durations, late arrivals, early departures, and absences for all employees. What Is This? The Employee Working. Track actual vs. planned shift times, break durations, late arrivals, early departures, and absences for all employees. ### What Is This? The Employee Working Hours report is one of the most comprehensive reports in Shifton. It compares planned shift schedules against actual attendance data, giving managers a complete view of how employees’ real working hours align with the schedule. The report also captures break time, lateness, early departures, and absence hours, making it essential for payroll preparation and attendance auditing. ### Prerequisites # Prerequisite Details 1 Attendance module enabled Actual shift times come from the Attendance module. 2 Published schedules Planned times require published schedules. 3 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Employee Working Hours from the report list. The report loads with filters and data table. #### Applying Filters Filter Type Description Projects Multi-select Filter by one or more projects. Date range Date picker Select start and end dates for the reporting period. Show users Dropdown Options: All, New (recently added), Deleted (removed employees). Planned Toggle Show or hide planned shift data alongside actual data. Marks Multi-select Filter by custom marks/tags assigned to employees. Position Dropdown Filter by employee position. Step Action Expected Result 1 Configure your desired filters. Filters are set. 2 Click Apply Filter. The table updates with filtered data. #### Reading the Report Table Column Description Name Employee’s full name. Project The project the shift belongs to. Shift start Actual time the employee started the shift. Shift end Actual time the employee ended the shift. Shift duration Total actual time worked (excluding breaks). Break duration Total break time taken during the shift. Late hrs Hours the employee arrived late compared to the planned start time. Early leave hrs Hours the employee left early compared to the planned end time. Absence hrs Hours the employee was absent (scheduled but did not show up). Absence work hrs Hours of planned work missed due to absence. ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: What does the “Planned” toggle do? When enabled, the report includes columns showing the planned (scheduled) shift start and end times alongside the actual times, making it easy to see discrepancies. Q2: How is “Shift duration” calculated? Shift duration is the total time between the actual shift start and end, minus any recorded break time. Q3: What is the difference between “Absence hrs” and “Absence work hrs”? Absence hrs is the total time the employee was absent. Absence work hrs refers specifically to planned working hours that were missed due to the absence. Q4: Can I see data for deleted employees? Yes. Set the Show users filter to Deleted to include employees who have been removed from the system. ### Possible Issues and Solutions Issue Possible Cause Solution Actual shift times are missing Employees did not use the Attendance module to clock in/out. Ensure employees start and end shifts through the Attendance feature. Late hours show 0 for everyone Schedules were not published, so there is no planned time to compare against. Publish schedules before shifts begin. Break duration is blank The Breaks module is not enabled or employees did not record breaks. Enable the Breaks module and instruct employees to use the break feature. Report loads slowly with many rows Large date range or many employees. Narrow the date range or filter by project/position to reduce the data set. Planned columns are not visible The “Planned” toggle is off. Enable the Planned toggle in the filters. --- # Filters and Left Panel Source: https://help.shifton.com/shifton/filters-and-left-panel/ Use the left panel to filter the schedule view by employees, positions, locations, shift marks, and more. Quickly narrow down what is displayed on the. Use the left panel to filter the schedule view by employees, positions, locations, shift marks, and more. Quickly narrow down what is displayed on the calendar grid. ### What Is This? The left panel on the Schedule page provides powerful filtering tools that let you control exactly what data appears on the calendar grid. It contains three main sections: Filters, Projects, and Schedules list. Using these controls, you can focus on a specific group of employees, a single location, or a particular schedule without the clutter of unrelated data. ### Prerequisites # Prerequisite Details 1 Access to the Schedule page You must have at least one project with a schedule 2 Manager, Admin, or Owner role Full filter access requires management permissions ### Step-by-Step Instructions #### Using Filters - Open the Schedule page for your project. - In the left panel, expand the Filters section. - The following filter options are available: Filter Description Select employees Choose specific employees to display on the grid Select position Show only employees who hold a particular position Select employee marks Filter by custom marks or tags assigned to employees Choose a schedule Display shifts from a specific schedule only Select locations Show only shifts assigned to a particular location Select shift marks Filter by marks or tags assigned to individual shifts Select shift status Filter shifts by their status (e.g., published, draft) - Select your desired filter values from the dropdown menus. - The calendar grid updates automatically as you apply filters. - To find a specific filter value, use the Search field within each filter dropdown. - To remove all filters, click the Reset button at the bottom of the Filters section. #### Using the Projects Section - Below the Filters section, find the Projects section. - Each project is listed with a checkbox next to it. - Check or uncheck projects to show or hide their data on the grid. - When multiple projects are checked, all of their employees and shifts appear on the same grid. #### Using the Schedules List - Below the Projects section, find the Schedules list. - Each schedule is displayed with: Element Description Color indicator The color assigned to the schedule, shown as a small dot or bar Schedule name The title of the schedule Checkbox Check or uncheck to show or hide this schedule’s shifts on the grid Warning icon An exclamation mark icon appears if the schedule has expired Add button A plus icon to quickly create a new schedule - Check or uncheck schedules to control which shifts are visible on the grid. - Click the add button to create a new schedule directly from the left panel. #### Combining Filters - You can apply multiple filters at the same time for precise control. - For example, select a specific position and a specific location to see only nurses scheduled at the downtown clinic. - Filters work together with the Projects and Schedules checkboxes to narrow the view further. ### Access Permissions Role View Filters Apply Filters View Projects Section View Schedules List Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Yes Yes Yes (assigned projects) Yes (assigned schedules) Employee Limited Limited Limited Limited ### FAQ Q: Do filters affect all users or just me? A: Filters are personal and only affect your own view. Other users see the schedule based on their own filter settings. Q: How do I quickly clear all filters? A: Click the Reset button at the bottom of the Filters section. This removes all active filters and restores the full view. Q: Can I save a filter combination for later use? A: Currently, filters are not saved between sessions. You will need to reapply them each time you open the Schedule page. Q: What are “employee marks” and “shift marks”? A: Marks are custom tags or labels that can be assigned to employees or shifts. They allow you to categorize and filter by criteria that are specific to your organization, such as “trainee,” “senior,” or “overtime.” Q: Why do some schedules have a warning icon? A: The warning icon indicates that the schedule has expired (its end date has passed). You can extend the schedule or create a new one. ### Possible Issues and Solutions Issue Possible Cause Solution Grid shows no data after applying filters The filter combination is too restrictive Remove one or more filters, or click Reset to clear all filters Cannot find a specific employee in the filter dropdown The employee is not assigned to the current project Check that the employee is assigned to the project you are viewing Schedules list shows only one schedule Other schedules belong to a different project Check the Projects section and make sure the correct projects are selected Filters reset when navigating away Filters are session-based and not saved permanently Reapply filters when returning to the Schedule page Expired schedule warning icon is confusing The schedule end date has passed Extend the schedule or create a new one for the upcoming period --- # Importing Employees Source: https://help.shifton.com/shifton/importing-employees/ Learn how to add multiple employees at once by uploading a spreadsheet file. What Is This? The Import Employees feature lets you add many employees to. Learn how to add multiple employees at once by uploading a spreadsheet file. ### What Is This? The Import Employees feature lets you add many employees to Shifton in a single operation. Instead of entering each employee manually, you prepare a spreadsheet file with all their information and upload it. Shifton will read the file and create employee records for everyone listed in it. This is especially useful when onboarding a large team, migrating from another system, or setting up a new company account. ### Prerequisites Before importing employees, make sure you have: - An active Shifton account with Administrator access - A spreadsheet application (Microsoft Excel, Google Sheets, or similar) to prepare your import file - Employee data ready: at minimum, each employee’s first name, last name, phone number, and email address ### Step-by-Step Instructions #### Step 1: Open the Import Dialog Navigate to the Employees page and click the Import Employees option. The import dialog will appear. #### Step 2: Download the Template Click the Download template link to download the file import_example.xlsx. This template contains the correct column headers and formatting that Shifton expects. #### Step 3: Prepare Your Import File Open the downloaded template and fill in your employee data. The required fields are: Column Required Description First name Yes Employee’s first name Last name Yes Employee’s last name Phone Yes Phone number including country code (e.g., +15551234567) Email Yes Employee’s email address Follow these guidelines when filling in the template: - Do not rename, remove, or reorder the column headers - Enter one employee per row - Make sure phone numbers include the country code - Make sure email addresses are valid and unique - Save the file in .xlsx format #### Step 4: Upload the File Back in the Import Employees dialog, click the file upload area or drag and drop your prepared file into it. The maximum file size is 100 MB. #### Step 5: Map Columns and Configure Options After uploading, Shifton shows a column-mapping screen: - Verify each column from your file is correctly mapped to the corresponding Shifton field. - Optionally assign all imported employees to a project from the project dropdown. - Check the Send invitations box if you want employees to receive registration links immediately after import. - Without this checkbox, employees are created but not notified and cannot access their schedules until an invitation is sent separately. - Click Save. #### Step 6: Review the Results After the import completes, check the Employees page to verify that all employees were added correctly. Review their names, phone numbers, and email addresses. Employees who received invitations will have an Invited status; others will show as Not invited. ### Access Permissions Role Can Import Employees? Administrator Yes Manager No Employee No ### FAQ Q: What file formats are supported for import? A: The import accepts .xlsx (Excel) files. Use the provided template to ensure the correct format. Q: What happens if some rows in my file have errors? A: Rows with missing required fields or invalid data may be skipped. Shifton will notify you of any issues so you can correct them and re-import the affected employees. Q: Is there a limit on how many employees I can import at once? A: The file size limit is 100 MB, which can accommodate a very large number of employees. For practical purposes, there is no strict row limit. Q: Can I update existing employees using the import feature? A: The import feature is designed for adding new employees. To update existing employee information, edit their profiles individually on the Employees page. Q: Will imported employees automatically receive an invitation? A: Only if you check the Send invitations box during the import process. If you leave it unchecked, employees are created with a “Not invited” status and will not be notified until you send invitations separately. ### Possible Issues and Solutions Issue Cause Solution Import fails with a format error The file is not in .xlsx format or the column headers were modified Download a fresh template, re-enter your data, and save as .xlsx Some employees are missing after import Rows had missing required fields (first name, last name, phone, or email) Check the import results for error messages, correct the data, and re-import the missing employees File upload fails File exceeds the 100 MB size limit Split your data into multiple smaller files and import them separately Duplicate employees appear The same employees were imported more than once Delete the duplicates from the Employees page and ensure each employee appears only once in your import file Phone numbers are not formatted correctly Country codes are missing or the format is incorrect Add country codes to all phone numbers (e.g., +1 for US, +44 for UK) and re-import --- # Late Employees Report Source: https://help.shifton.com/shifton/late-employees/ Identify employees who arrived late to their shifts, with detailed information on late minutes and frequency. What Is This? The Late Employees report. Identify employees who arrived late to their shifts, with detailed information on late minutes and frequency. ### What Is This? The Late Employees report provides a focused view of tardiness across your organization. For each late incident, the report shows the employee’s name, project, schedule, the actual start time versus the planned time, and how many minutes late the employee was. It also aggregates the total number of late arrivals per employee, helping managers identify patterns and take corrective action. ### Prerequisites # Prerequisite Details 1 Attendance module enabled Late tracking requires actual clock-in times from the Attendance module. 2 Published schedules Planned start times are needed to determine lateness. 3 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Late Employees from the report list. The report loads with filters and data table. #### Applying Filters Filter Type Description Projects Multi-select Filter by one or more projects. Date range Date picker Select the period to analyze late arrivals. Step Action Expected Result 1 Set the project and date range filters. Filters are configured. 2 Click Apply Filter. The table updates with matching late records. #### Reading the Report Table Column Description Username The employee’s name. Project The project the shift belongs to. Schedule The schedule name for the shift. Date The date of the late arrival. Start time The actual time the employee started the shift. Planned time The scheduled start time for the shift. Late minutes The number of minutes between the planned and actual start time. Number of lates The total count of late arrivals for this employee within the filtered period. ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: Does this report account for the grace period (allowed late minutes)? The report shows all late arrivals based on the raw time difference between planned and actual start times. If auto-penalties have a grace period configured, that affects penalty calculations but not this report’s data. Q2: How is “Number of lates” calculated? This is the total count of distinct late incidents for the employee within the selected date range and project filter. Q3: Can I see which employees are late most frequently? Yes. Sort by the Number of lates column (if sorting is available) or export the data and sort in a spreadsheet. Q4: Does this include early departures? No. This report focuses on late arrivals only. Early departure data is available in the Employee Working Hours report. ### Possible Issues and Solutions Issue Possible Cause Solution Report shows no late records No employees were late during the selected period, or Attendance data is missing. Verify that the Attendance module is active and employees are clocking in. Broaden the date range. Late minutes seem too high The employee may have started their shift much later than planned (e.g., started an afternoon shift instead of a morning one). Review the specific shift in the attendance records for context. Employee appears with 0 late minutes Edge case where the employee clocked in exactly on time. This should not normally appear. If it does, it may be a rounding or display issue. Planned time column is blank The schedule was not published for that shift. Ensure schedules are published before shifts begin. Data does not match auto-penalty records The penalty grace period may exclude some late arrivals from penalties while this report includes all. Cross-reference with the Bonus/Penalty report, keeping the grace period in mind. --- # Late Tracking and Auto-Penalties Source: https://help.shifton.com/shifton/late-tracking-auto-penalties/ Learn how Shifton tracks late arrivals and early departures, how manager notifications work, and how to configure automatic penalty deductions. Learn how Shifton tracks late arrivals and early departures, how manager notifications work, and how to configure automatic penalty deductions. ### What Is This? Late tracking is an Attendance feature that automatically detects when employees arrive after their scheduled shift start time or leave before the scheduled end time. The system records the exact number of late minutes and can notify managers based on configurable thresholds. The auto-penalty feature takes this a step further by applying financial deductions automatically when employees are late. Penalties can be a fixed amount per incident or calculated per minute of tardiness. You can also define a grace period of allowed late minutes before penalties kick in. Together, these features help enforce punctuality policies consistently and reduce the manual effort of tracking and penalizing lateness. ### Prerequisites # Prerequisite Details 1 Attendance module enabled Late tracking is part of the Attendance module. 2 Published schedules Employees must have published shifts so the system can compare actual vs. planned start times. 3 Notification settings configured (optional) To receive late-arrival alerts, configure manager notifications in Settings. 4 Auto-penalty enabled (optional) To automatically deduct penalties, enable and configure the auto-penalty feature. ### Step-by-Step Instructions #### Configuring Late Arrival Notifications Step Action Expected Result 1 Navigate to Settings > Notifications. The notification settings page opens. 2 Locate the Late arrival notification option. You see configuration fields for this alert type. 3 Enable the notification. The toggle switches to active. 4 Set the threshold in minutes (e.g., notify after 5 minutes past shift start). Managers will only be notified if the employee is late by more than this threshold. 5 Choose notification recipients (direct manager, admin, etc.). The appropriate people are selected. 6 Click Save. Late arrival notifications are now active. #### Configuring Auto-Penalties Step Action Expected Result 1 Navigate to Settings > Attendance (or the Penalties section of Attendance settings). The attendance settings page opens. 2 Locate the Auto-penalty section. You see options for enabling and configuring automatic penalties. 3 Enable the Auto-penalty toggle. Automatic penalty calculation is turned on. 4 Choose the penalty type: Fixed or Per-minute. The system will calculate penalties based on your selection. 5 Set the penalty amount (e.g., $5.00 fixed or $0.50 per minute). The deduction value is configured. 6 Set the Allowed late minutes (grace period, e.g., 5 minutes). Employees arriving within this grace period will not be penalized. 7 Click Save. Auto-penalty settings are active. #### Understanding the Auto-Penalty Calculation Penalty Type How It Works Example Fixed A flat amount is deducted per late incident, regardless of how late the employee is. Grace period: 5 min. Penalty: $5.00. Employee is 12 minutes late. Deduction: $5.00. Per-minute A per-minute amount is multiplied by the number of late minutes beyond the grace period. Grace period: 5 min. Rate: $0.50/min. Employee is 12 minutes late. Penalized minutes: 12 – 5 = 7. Deduction: $3.50. #### Configuring Early Departure Tracking Step Action Expected Result 1 Navigate to Settings > Attendance (or Notifications). The settings page opens. 2 Locate the Early departure tracking option. You see a toggle and configuration fields. 3 Enable early departure tracking. The system will now record when employees end their shift before the scheduled end time. 4 Optionally configure notifications for early departures (threshold in minutes). Managers are alerted when employees leave early beyond the configured threshold. 5 Click Save. Early departure tracking is active. #### Reviewing Late Arrivals in Reports Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select the Late Employees report. The report loads with filters for projects and date range. 3 Set the desired filters and click Apply Filter. A table shows each late employee with their project, schedule, date, start time, planned time, late minutes, and total number of late incidents. 4 Optionally Export the report. Data is downloaded for further analysis. ### Access Permissions Role View Own Late Data View Team Late Data Configure Late Notifications Configure Auto-Penalties Employee Yes No No No Manager Yes Yes (all) No No Admin Yes Yes (all) Yes Yes Owner Yes Yes (all) Yes Yes ### FAQ Q1: What is the grace period for late penalties? The grace period (Allowed late minutes) is a configurable number of minutes after the scheduled start time during which no penalty is applied. For example, if set to 5 minutes, an employee arriving 3 minutes late will not be penalized. Q2: Can I disable auto-penalties but still track lateness? Yes. Late tracking is part of the Attendance module and works independently. You can track and report on late arrivals without enabling the auto-penalty feature. Q3: Where do penalty amounts appear? Penalties are recorded in the Bonus/Penalty report under the Retention column. They are also factored into the Pay Rate report’s final salary calculation. Q4: Does the system track early departures the same way as late arrivals? Early departures are tracked and recorded in the Employee Working Hours report under the Early leave hrs column. Auto-penalties can be configured separately for late arrivals; early departure handling depends on your company’s settings. Q5: Can different penalty amounts be set for different employees or positions? The auto-penalty settings apply company-wide. For position-specific or individual adjustments, managers can manually add or modify penalties through the Bonus/Penalty section. ### Possible Issues and Solutions Issue Possible Cause Solution Late arrival not recorded The employee did not have a published schedule, so there is no planned time to compare against. Ensure schedules are published before shift start times. Manager not receiving late notifications Notifications are not enabled or the threshold is set too high. Check Settings > Notifications and lower the late-arrival threshold if needed. Auto-penalty not applied Auto-penalty is disabled, or the employee arrived within the grace period. Verify that auto-penalty is enabled and review the allowed late minutes setting. Penalty amount seems incorrect The penalty type (fixed vs. per-minute) may not match expectations. Review the penalty type and amount in Settings > Attendance. Recalculate using the formula described above. Early departure not flagged Early departure tracking is not enabled. Enable early departure tracking in Settings > Attendance or notification settings. --- # Manager Role Source: https://help.shifton.com/shifton/manager-role/ Learn how the Manager role works in Shifton and how to assign it at the project level. What Is This? The Manager role in Shifton is a project-level role. Learn how the Manager role works in Shifton and how to assign it at the project level. ### What Is This? The Manager role in Shifton is a project-level role that gives an employee management capabilities within a specific project. Unlike the global Administrator and Employee authority levels, the Manager role is assigned per project through the employee’s profile. A Manager can manage shifts, view team members, and make scheduling decisions — but only within the projects they are assigned to manage. This allows you to delegate day-to-day scheduling responsibilities without granting full Administrator access. ### Prerequisites Before assigning the Manager role, make sure: - The employee has been added to Shifton - At least one project exists - The employee is already assigned to the project - You have Administrator access ### Step-by-Step Instructions #### Step 1: Open the Employee’s Projects Tab Navigate to the Employees page, click on the employee’s name, and select the Projects tab. #### Step 2: Locate the Project Find the project where you want to assign the Manager role. If the employee is not yet assigned to the project, click Add to project first. #### Step 3: Change the Role to Administrator Within the project section, find the Role dropdown. It has two options: Role Option Description Employee Standard team member within this project. Can view own shifts and availability Administrator Manager of this project. Can manage shifts, view all employees in the project, and make scheduling changes Select Administrator from the dropdown to assign the Manager role for this project. Q: The dropdown label says “Administrator” at the project level, but this is functionally the Manager role. It does not grant the same access as the global Administrator authority level. #### Step 4: Verify the Assignment The role change takes effect immediately. The employee can now manage schedules and view team members within this project. #### Step 5: Assign Multiple Projects (Optional) If the employee should manage multiple projects, repeat Steps 2-3 for each project. The Manager role is independent per project, so you can make someone a Manager in one project while they remain a regular Employee in another. ### Access Permissions Role Can Assign Manager Role? Administrator Yes Manager No Employee No #### What Managers Can Do Capability Within Assigned Projects In Other Projects View all employees Yes No Create and edit shifts Yes No Manage schedule Yes No Approve swap/drop requests Yes No View employee availability Yes No Access company settings No No Manage other projects No No ### FAQ Q: Why does the dropdown say “Administrator” instead of “Manager”? A: At the project level, the “Administrator” option in the role dropdown functions as the Manager role. It grants management capabilities only within that specific project, not across the entire Shifton account. Q: Can someone be a Manager in one project and a regular Employee in another? A: Yes. The role is set independently for each project. An employee can have different roles in different projects. Q: Does assigning the Manager role change the employee’s global authority level? A: No. The global authority level (Administrator or Employee) and the project-level role are separate. An employee with a global “Employee” level can be a Manager in specific projects without gaining full system access. Q: How many Managers can a project have? A: There is no limit. You can assign the Manager role to as many employees as needed within a project. Q: Can a Manager assign other Managers? A: No. Only global Administrators can change project roles. Managers cannot promote other employees. ### Possible Issues and Solutions Issue Cause Solution The Role dropdown is not editable You do not have global Administrator access Ask an Administrator to assign the Manager role The employee is not listed in the project They have not been added to the project yet Click Add to project in the Projects tab first, then set the role Manager cannot see employees from another project The Manager role is limited to assigned projects only Assign the Manager role for the additional project if cross-project visibility is needed Manager cannot access company settings The Manager role does not include settings access Only the Owner can access Company Settings. Administrators have full access to other features except billing After setting the role to Administrator, nothing seems to change The employee may need to refresh or log in again Ask the employee to reload the page or log out and log back in --- # Minimum Hours Report Source: https://help.shifton.com/shifton/minimum-hours/ Compare employees' actual shift durations against their required weekly working time to ensure labor compliance. What Is This? The Minimum Hours report. Compare employees’ actual shift durations against their required weekly working time to ensure labor compliance. ### What Is This? The Minimum Hours report helps managers verify that employees are meeting their required working hours per week. It shows each employee’s total shift duration for a selected week alongside their required working time, making it easy to identify shortfalls or overages. This is particularly useful for compliance with labor contracts, part-time agreements, and workforce planning. ### Prerequisites # Prerequisite Details 1 Schedules published Shift durations come from published schedules. 2 Required hours configured Employees or positions should have minimum working hour requirements set. 3 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Minimum Hours from the report list. The report loads with filters and the data table. #### Applying Filters Filter Type Description Projects Multi-select Filter by one or more projects. Select week Week picker Choose the specific week to analyze. Marks Multi-select Filter by custom marks/tags. Position Dropdown Filter by employee position. Step Action Expected Result 1 Select the desired week and any additional filters. Filters are configured. 2 Click Apply Filter. The table updates for the selected week. #### Reading the Report Table Column Description Name Employee’s full name. Project The project associated with the employee’s shifts. Shift duration (h) Total actual or scheduled shift hours for the selected week. Required working time The minimum number of hours the employee is expected to work per week. ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: Where is the “required working time” configured? Required working time is typically set at the position or employee level in the system settings. Check Settings > Positions or the individual employee’s profile. Q2: Does this report use planned or actual hours? The report shows shift durations based on published schedules. For actual attended hours, use the Employee Working Hours report. Q3: Can I see monthly minimum hours instead of weekly? This report is designed for weekly analysis. For longer periods, export multiple weeks and combine the data, or use the Employee Working Hours report with a broader date range. ### Possible Issues and Solutions Issue Possible Cause Solution Required working time column shows 0 or is blank Minimum hours have not been configured for the employee or position. Set required working time in the employee’s profile or position settings. Shift duration is 0 for an employee No shifts are scheduled for the selected week. Check the schedule for the employee and verify the correct week is selected. Report shows data for the wrong week The week picker selection may be off by one. Double-check the week picker dates to ensure you selected the intended week. Cannot find a specific employee Filters are hiding the employee. Reset filters and search by name using the search bar. Data does not match the schedule page The report may aggregate differently than the visual schedule. Verify by cross-referencing with the Employee Working Hours report for the same period. --- # Activity Report Source: https://help.shifton.com/shifton/activity-report/ View a day-by-day breakdown of employee activity hours across projects and activity types. What Is This? The Activity Report provides a detailed grid. View a day-by-day breakdown of employee activity hours across projects and activity types. ### What Is This? The Activity Report provides a detailed grid showing how much time each employee spent on specific activities, broken down by day. Each row represents an employee-activity-project combination, with columns for individual dates and a total. This report helps managers understand how labor hours are distributed across different tasks and projects. ### Prerequisites # Prerequisite Details 1 Activity feature active Activities must be configured and assigned to employees. 2 Completed activities Activity data appears after employees have worked on assigned activities. 3 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Activity Report from the report list. The report loads with filters and data table. #### Applying Filters Filter Type Description Date range Date picker Select the period to analyze activity data. Step Action Expected Result 1 Set the desired date range. The date range is selected. 2 Click Apply Filter. The table updates to show activity data for the selected period. #### Reading the Report Table Column Description Employee The employee’s name. Activity The name or type of the activity. Project The project the activity belongs to. Date columns One column per day in the selected date range, showing hours worked on the activity. Total Sum of all hours for this employee-activity-project row across the date range. ### Access Permissions Role View Report Export Report See All Employees Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: Can I filter by a specific activity type? The Activity Report currently supports date range filtering only. To focus on a specific activity, export the data and filter in a spreadsheet application. Q2: What if an employee has multiple activities in one day? Each activity appears as a separate row. The employee will have multiple rows, one for each activity-project combination. Q3: Do the hours include break time? Activity hours represent the time spent on the activity itself. Break time is tracked separately in the Employee Working Hours report. ### Possible Issues and Solutions Issue Possible Cause Solution Report shows no data No activities were completed in the selected date range. Broaden the date range or verify that activities have been assigned and worked on. Daily columns show 0 hours Activities were assigned but not started or tracked. Ensure employees are logging their activity hours through the Activity feature. Too many columns make the table hard to read A long date range creates many daily columns. Use a shorter date range (e.g., one week) or export and analyze in a spreadsheet. An activity is missing from the report The activity may not have been assigned to any employee, or no hours were logged. Check the Activity Calendar to verify the activity was assigned and worked on. Total does not match expectations Partial hours or rounding may affect the displayed total. Export the data and verify the daily values for accuracy. --- # Available Integrations Source: https://help.shifton.com/shifton/available-integrations/ Shifton's Integrations page lets you connect third-party tools to extend your workforce management capabilities. What Is This? The Integrations page is. Shifton’s Integrations page lets you connect third-party tools to extend your workforce management capabilities. ### What Is This? The Integrations page is your marketplace for connecting external services to Shifton. You can browse available integrations by category, learn what each one does, and connect them with a single click. Integrations allow data to flow between Shifton and the tools you already use, reducing manual work and keeping systems in sync. ### Prerequisites Requirement Details Role Owner Account Active account with the third-party service you want to connect ### Step-by-Step Instructions #### Browsing Available Integrations - From the left sidebar, click Integrations (). - At the top of the page, use the “Select category” dropdown to filter integrations by type. The default view shows All integrations. - Browse the available integration cards. #### Available Integrations Integration Description Use Case Usedesk Syncs agent statuses between Shifton and Usedesk Keep helpdesk agent availability in sync with their Shifton schedule Zapier Connects Shifton to thousands of apps via Zapier automations Automate workflows like sending notifications to Slack when a shift is created Intercom Syncs user statuses between Shifton and Intercom Align customer support availability with scheduled shifts QuickBooks Two-way client sync between Shifton and QuickBooks Keep employee and payroll data synchronized across both platforms #### Connecting an Integration - Find the integration you want to connect. - Click the Connect button on the integration card. - Follow the on-screen prompts to authorize the connection with the third-party service. - Once connected, the integration status updates to show it is active. #### Managing Connected Integrations - After connecting, the integration card will display options to configure or disconnect. - Click on a connected integration to view its settings. - Adjust configuration options as needed. - To disconnect, click the disconnect or remove option within the integration settings. ### Access Permissions Role View Integrations Connect/Disconnect Configure Owner Yes Yes Yes No No No Manager Yes No No Employee No No No ### FAQ Q: Are there additional costs for using integrations? A: Shifton integrations are available as part of your plan. However, the third-party services themselves (Zapier, Usedesk, Intercom, QuickBooks) may have their own pricing. Q: Can I connect multiple integrations at the same time? A: Yes, you can connect as many integrations as you need. Each integration operates independently. Q: What happens to my data if I disconnect an integration? A: Disconnecting an integration stops data syncing going forward. Data that was already synced remains in both systems. Q: Can managers connect integrations? A: No, only Owners ands can connect or configure integrations. Managers can view the integrations page but cannot make changes. Q: Will I be notified if an integration stops working? A: Shifton will attempt to notify you if a sync fails. Check the integration status periodically to ensure everything is running smoothly. ### Possible Issues and Solutions Issue Possible Cause Solution Connect button not responding Browser issue or session expired Refresh the page and try again; clear browser cache if needed Authorization fails with third-party service Incorrect credentials or expired token Verify your login for the third-party service and try reconnecting Data not syncing after connection Integration configuration incomplete Open the integration settings and verify all required fields are filled Integration shows “disconnected” unexpectedly Third-party revoked access or token expired Reconnect the integration and re-authorize Cannot find a specific integration Category filter is active Set the category dropdown to “All” to see every available integration --- # Billing Address Source: https://help.shifton.com/shifton/billing-address/ Configure your company's billing address for accurate invoicing. This information appears on all invoices generated by Shifton and is required for paid. Configure your company’s billing address for accurate invoicing. This information appears on all invoices generated by Shifton and is required for paid subscription plans. ### What Is This? The Billing Address tab stores the legal and postal details of your organization that Shifton uses when generating invoices. Keeping this information accurate ensures your accounting department receives properly formatted invoices and helps avoid delays during tax filing or expense reconciliation. You can access this tab by navigating to Company Settings > Billing Address. ### Prerequisites - You must have an Owner role in Shifton. - Your company must be on a paid subscription plan (or preparing to upgrade from a free trial). ### Step-by-Step Instructions #### Step 1: Open the Billing Address Tab - Log in to your Shifton account. - Go to Company Settings by clicking your company name in the sidebar. - Click the Billing Address tab. #### Step 2: Fill In Your Billing Details Complete each field in the form. The table below describes every available field. Field Description Example Company Name The legal entity name as it should appear on invoices. This may differ from your display name in General Information. Acme Logistics Ltd. Address Street address of the billing entity (line 1). 42 Commerce Street, Suite 300 City City or municipality. London ZIP / Postal Code Postal or ZIP code for the billing address. EC2A 4NE Country Country of the billing entity. Select from the dropdown list. United Kingdom Tax ID / VAT Number Your company’s tax identification or VAT registration number. Used for tax-compliant invoicing. GB123456789 #### Step 3: Save Changes - Double-check all fields, especially the Tax ID, as incorrect values may cause invoice rejection by your accounting team. - Click Save. - A confirmation message will appear. #### Step 4: Verify on Your Next Invoice After saving, the updated billing address will appear on all future invoices. You can verify this by navigating to Company Settings > Company Balance & Invoices and downloading the most recent invoice. ### Access Permissions Role View Edit Owner Yes Yes Administrator No No Manager No No Employee No No ### FAQ Q1: Is the Billing Address the same as the company address in General Information? A: Not necessarily. The General Information tab contains the company’s display name and operational settings. The Billing Address tab contains your organization’s legal details used specifically for invoicing. They may differ if, for example, a parent company issues the invoices. Q2: Can I add a second address line? A: The current form provides one address field. If you need to specify an office number or building name, add it to the same address field (for example: “42 Commerce Street, Suite 300”). Q3: When should I provide a Tax ID / VAT Number? A: If your company is registered for VAT or your accounting department requires a tax number on invoices, fill in this field. It is optional but recommended for companies in the EU and other regions requiring tax-compliant invoicing. Q4: Will changing the Billing Address affect previous invoices? A: No. Previous invoices retain the billing address that was active when they were created. Only future invoices will use the updated address. Q5: My country is not in the dropdown list. What should I do? A: Contact Shifton support. The country list covers most regions, but if yours is missing, the support team can add it or suggest an alternative. ### Possible Issues and Solutions Issue Cause Solution Cannot edit billing fields You do not have the Owner role. Ask the company owner to update the billing address. Tax ID format is rejected The system expects a specific format for certain countries. Check your country’s correct tax ID format (for example, the “GB” prefix for UK VAT numbers) and re-enter. Invoice still shows old address The invoice was created before the address was updated. Only invoices created after the change display the new address. Previous invoices are not retroactively updated. Billing Address tab is not visible Your account may be on a free plan that doesn’t require invoicing. Upgrade to a paid plan or contact support if you believe this is an error. Save button does not respond A required field may be empty or contain invalid characters. Ensure all required fields are filled and contain valid text. Remove special characters from the postal code if needed. --- # Bonuses/Retentions Source: https://help.shifton.com/shifton/bonuses-retentions/ Add financial bonuses or penalty deductions to employee shifts for accurate payroll calculations. What Is This? The Bonuses/Retentions module lets. Add financial bonuses or penalty deductions to employee shifts for accurate payroll calculations. ### What Is This? The Bonuses/Retentions module lets managers attach monetary adjustments to individual shifts. A bonus adds extra pay for outstanding work, overtime incentives, or holiday premiums. A retention (deduction) subtracts an amount for late arrivals, policy violations, or other penalties. These adjustments flow directly into the Pay Rate report (when the Payroll module is enabled), giving you a complete picture of employee compensation without external tracking. ### Prerequisites - An active Shifton account. - Owner, Admin, or Manager role to add bonuses and retentions. - The Payroll module is recommended (but not required) to see adjustments in salary reports. ### How to Enable/Disable - Go to Modules in the left sidebar. - Find Bonuses/Retentions in the module list. - Toggle the switch to enable or disable the module. ### Module Settings This module does not have a dedicated settings section in the Module Settings tab. Bonuses and retentions are managed directly on individual shifts. ### Step-by-Step Usage Guide #### Adding a Bonus to a Shift - Open the Schedule page. - Click on the shift you want to modify. - In the shift detail panel, find the Bonus field. - Enter the bonus amount. - Optionally add a comment explaining the reason (e.g., “Holiday premium” or “Extra hours”). - Click Save. #### Adding a Retention (Deduction) to a Shift - Open the Schedule page. - Click on the target shift. - In the shift detail panel, find the Retention field. - Enter the deduction amount. - Add a comment with the reason (e.g., “Late arrival 30 min”). - Click Save. #### Viewing Bonuses and Retentions in Reports - Ensure the Payroll module is enabled. - Go to the Pay Rate report. - Select the date range. - Bonuses and retentions appear as separate line items for each employee. - The totals include all adjustments. ### Pricing Info Component Cost Monthly module fee $0/month Per-employee fee $0.50/employee/month For example, a company with 25 employees would pay: $0 + (25 x $0.50) = $12.50/month. ### Access Permissions Role Add Bonus/Retention View Adjustments Edit Adjustments Delete Adjustments Owner Yes Yes Yes Yes Admin Yes Yes Yes Yes Manager Assigned projects Assigned projects Assigned projects No Employee No Own data only No No ### FAQ Q: Can I add both a bonus and a retention to the same shift? A: Yes. A shift can have both a bonus and a retention simultaneously. Both will be reflected in the payroll report. Q: Are bonuses and retentions visible to the employee? A: Employees can see adjustments applied to their own shifts. They cannot see adjustments on other employees’ shifts. Q: Can I add a bonus without the Payroll module? A: Yes. You can add bonuses and retentions to shifts even without the Payroll module. However, they will only appear in salary reports if Payroll is enabled. Q: Is there a limit to the bonus or retention amount? A: There is no system-imposed limit. Use your company’s guidelines to determine appropriate amounts. Q: Can I bulk-add bonuses to multiple shifts at once? A: Currently, bonuses and retentions are added per shift. For recurring adjustments, consider using pay rate rules in Salary Settings. ### Possible Issues and Solutions Issue Cause Solution Bonus/Retention fields not visible on shifts Module is not enabled Enable the Bonuses/Retentions module from the Modules page. Adjustments not appearing in Pay Rate report Payroll module is not enabled Enable the Payroll module to see bonuses and retentions in salary reports. Manager cannot add adjustments Manager is not assigned to the project Assign the manager to the relevant project in the Projects page. Wrong amount applied Typo during entry Edit the shift and correct the bonus or retention amount. Employee disputes a retention No comment was added to explain the reason Always add comments when applying retentions to maintain transparency. --- # Changing Your Password Source: https://help.shifton.com/shifton/changing-password/ Update your Shifton account password to keep your account secure. What Is This? The Change Password feature lets you update your Shifton login password. Update your Shifton account password to keep your account secure. ### What Is This? The Change Password feature lets you update your Shifton login password. It is accessible from the user menu in the top-right corner of the screen. You will need to enter your current password and then provide your new password to complete the change. ### Prerequisites Requirement Details Account Active Shifton account Current password You must know your current password ### Step-by-Step Instructions #### Accessing the Change Password Dialog - Click on your name in the top-right corner of the screen. - Select “Change password” from the dropdown menu. - A dialog window opens with the password fields. #### Changing Your Password - In the dialog, fill in the following fields: Field Description Old password Enter your current password New password Enter your desired new password Confirm new password Re-enter the new password to confirm - Click Save or Change to apply the new password. - You will receive a confirmation that your password has been updated. - Use your new password the next time you log in. ### Access Permissions Role Change Own Password Owner Yes Administrator Yes Manager Yes Employee Yes ### FAQ Q: What makes a strong password? A: Use at least 8 characters combining uppercase and lowercase letters, numbers, and special characters. Avoid using easily guessable information like your name or birthdate. Q: What if I forgot my current password? A: If you cannot remember your current password, use the “Forgot password” link on the login page to reset it via email. Q: Will changing my password log me out of other devices? A: Depending on Shifton’s session management, you may need to log in again on other devices after changing your password. ### Possible Issues and Solutions Issue Possible Cause Solution “Old password incorrect” error You entered the wrong current password Double-check your current password; use “Forgot password” if unsure New password not accepted Password does not meet strength requirements Try a longer password with a mix of characters Confirmation does not match New password and confirmation field differ Re-type the new password carefully in both fields Dialog does not appear Browser popup blocker or session issue Refresh the page and try again; disable popup blockers Password changed but cannot log in Using the old password by habit Enter the new password; use password manager to store it --- # Company Balance and Invoices Source: https://help.shifton.com/shifton/company-balance-and-invoices/ View your current account balance, monitor your subscription payment status, and download invoices. This tab is your central hub for all billing and. View your current account balance, monitor your subscription payment status, and download invoices. This tab is your central hub for all billing and payment history. ### What Is This? The Company Balance & Invoices tab gives you a complete overview of your financial relationship with Shifton. At the top, you can see your current balance and the status of your monthly payment. Below that, the Invoices section provides a full history of all invoices with filtering and download options. You can access this tab by navigating to Company Settings > Company Balance & Invoices. ### Prerequisites - You must have the Owner role to view balance and invoice details. - A paid subscription plan must be active (or previously active) for invoices to appear. ### Step-by-Step Instructions #### Step 1: Open the Company Balance Tab - Log in to your Shifton account. - Go to Company Settings by clicking your company name in the sidebar. - Click the Company Balance & Invoices tab. #### Step 2: Review Your Balance Summary At the top of the page, you will see a summary panel with the following information. Field Description Example Current Balance The amount currently available or owed on your account. A positive balance means credit; $0.00 means no outstanding amount. $0.00 Monthly Payment Status Indicates whether the current billing cycle has been paid, is pending, or has failed. Paid / Pending / Failed Next Payment Due Date The date when the next automatic charge will be attempted against your payment method. April 1, 2026 Cancel Button Cancels your current subscription plan. This does not take effect immediately; your access continues until the end of the current billing period. — #### Step 3: Cancel Your Subscription (If Needed) - Click the Cancel button in the balance summary section. - A confirmation dialog will appear explaining that your subscription will remain active until the end of the current billing period. - Confirm the cancellation. - Your plan will not renew at the next billing cycle. #### Step 4: Browse and Filter Invoices Scroll down to the Invoices section. - Use the Date Range filter to narrow invoices by a specific period. Select a start date and an end date, then click Apply or Filter. - The invoice table will update to show only invoices within the selected range. #### Step 5: Understand the Invoice Table Each row in the invoice table represents a single invoice. The table below describes each column. Column Description Example Invoice ID A unique identifier for the invoice. Click the ID to open the full invoice detail view. INV-20260301-0042 Billing Period The date range the invoice covers. Mar 1, 2026 — Mar 31, 2026 Due Date The date by which the invoice must be paid. Mar 1, 2026 Created Date The date when the invoice was generated. Feb 28, 2026 Price The total amount billed for this invoice. $49.00 Already Paid The portion of the invoice that has been paid. $49.00 To Be Paid The remaining unpaid amount. If $0.00, the invoice is fully settled. $0.00 Status The current state of the invoice: Paid, Pending, or Cancelled. Paid #### Step 6: Download an Invoice - Locate the invoice you want to download. - Click the Download button on that row (or click the Invoice ID to open the detail view, then click Download). - The invoice will be saved as a PDF file to your computer. ### Access Permissions Role View Balance View Invoices Download Invoices Cancel Subscription Owner Yes Yes Yes Yes Administrator No No No No Manager No No No No Employee No No No No ### FAQ Q1: What does a $0.00 balance mean? A: A $0.00 balance means there is no outstanding credit or debt on your account. Your invoices are either fully paid or not yet generated for the current cycle. Q2: I cancelled my subscription. Will I lose access immediately? A: No. After cancellation, your account remains fully functional until the end of the current billing period. Once that period ends, your account will be downgraded to the free tier. Q3: Can I get a refund for an already-paid invoice? A: Refund policies depend on your subscription terms. Contact Shifton support with the Invoice ID for assistance with refund requests. Q4: Why does my invoice show “Pending” after the due date? A: This usually means the payment attempt failed. Check your payment method on the Payment Methods tab, update your card if needed, and contact support if the issue persists. Q5: Can I export all invoices at once? A: Currently, invoices are downloaded individually. Set the date range filter to find the invoices you need, then download each one. If you need bulk export, contact Shifton support for assistance. ### Possible Issues and Solutions Issue Cause Solution No invoices appear in the table Your account may be on a free plan with no billing history, or the date range filter is too narrow. Widen the date range or remove the filter entirely. If you are on a free plan, no invoices will be generated. Invoice status shows “Pending” past the due date The automatic payment failed or the payment method is invalid. Go to Payment Methods, verify your card details, and update if necessary. Shifton will retry the charge. Cannot click the Cancel button You do not have the Owner role. Only the account Owner can cancel the subscription. Contact your Owner. Downloaded invoice has the wrong billing address The billing address was updated after the invoice was generated. Past invoices use the address that was active at generation time. Update your billing address for future invoices on the Billing Address tab. Balance shows a negative amount An overpayment or credit was applied to your account. This credit will be applied to your next invoice automatically. No action is needed. --- # Company Employees Report Source: https://help.shifton.com/shifton/company-employees/ View a complete directory of your company's employees with contact information, positions, and invitation statuses. What Is This? The Company Employees. View a complete directory of your company’s employees with contact information, positions, and invitation statuses. ### What Is This? The Company Employees report is an employee directory that lists all personnel in your organization. It provides key contact details, position assignments, and shows whether each employee has been invited to and joined the Shifton platform. This report is useful for HR audits, onboarding tracking, and general workforce oversight. ### Prerequisites # Prerequisite Details 1 Manager, Admin, or Owner role Access to the full employee list requires elevated permissions. 2 Employees added to the system At least one employee must exist in your company. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Company Employees from the report list in the left panel. The Company Employees report loads with filters and the employee table. #### Applying Filters Filter Type Description Projects Multi-select tags Filter employees by one or more projects. Select project names as tags. Date filter Dropdown Choose from: Ignore (no date filter), Hired (filter by hire date), or Resignation (filter by resignation date). Date range Date picker Select the start and end dates to narrow results based on the chosen date filter. Show users Dropdown Options: All, Current (active employees), Resignation (departed employees), Not invited (employees not yet invited to Shifton). Position Dropdown Filter by employee position. Step Action Expected Result 1 Set your desired filter values using the options described above. Filters are configured. 2 Click Apply Filter. The table updates to show only matching employees. 3 To clear filters, click Reset. All filters return to defaults. #### Reading the Report Table Column Description Name The employee’s full name. Position The position assigned to the employee. Phone The employee’s phone number (if provided). E-mail The employee’s email address. Invitation status Whether the employee has been invited to Shifton and their current status (e.g., Invited, Accepted, Not invited). #### Exporting the Report Step Action Expected Result 1 Apply any desired filters. The table shows filtered results. 2 Click the Export or Download button. The employee list is downloaded as a file. ### Access Permissions Role View Report Export Report See All Employees Employee No No No Manager Yes Yes Yes Admin Yes Yes Yes Owner Yes Yes Yes ### FAQ Q1: How do I see only employees who have not been invited yet? Set the Show users filter to Not invited and click Apply Filter. The table will show only employees who have not received an invitation to Shifton. Q2: Can I filter by multiple projects at the same time? Yes. The Projects filter uses multi-select tags, so you can select several projects and the report will include employees from all selected projects. Q3: What does the “Ignore” option do in the date filter? Selecting Ignore disables date-based filtering entirely, showing all employees regardless of hire or resignation date. ### Possible Issues and Solutions Issue Possible Cause Solution Report shows no employees Filters are too restrictive. Click Reset to clear all filters and verify that employees exist in the system. Employee’s position is blank No position has been assigned to the employee. Assign a position in Employees > Edit Employee. Invitation status shows “Not invited” The employee has not been sent an invitation email. Send an invitation from the employee’s profile or the Employees page. Cannot see employees from another project The Projects filter is limiting the view. Add the additional project to the Projects filter or reset filters. Phone or email column is empty The employee’s contact info was not entered during setup. Update the employee’s profile with their contact details. --- # Confirmed Shift Report Source: https://help.shifton.com/shifton/confirmed-shift/ Track which employees have confirmed or not confirmed their upcoming shifts. What Is This? The Confirmed Shift report shows the confirmation status of. Track which employees have confirmed or not confirmed their upcoming shifts. ### What Is This? The Confirmed Shift report shows the confirmation status of scheduled shifts. When Shifton requires employees to confirm their shifts before working them, this report gives managers a clear view of who has confirmed and who has not. This helps with last-minute staffing decisions and ensures adequate coverage. ### Prerequisites # Prerequisite Details 1 Shift confirmation enabled The shift confirmation feature must be active in your company settings. 2 Published schedules Shifts must be published for employees to confirm them. 3 Manager, Admin, or Owner role Full access requires elevated permissions. ### Step-by-Step Instructions #### Accessing the Report Step Action Expected Result 1 Navigate to Reports from the left sidebar. The Reports page opens. 2 Select Confirmed Shift from the report list. The report loads with filters and data table. #### Applying Filters Filter Type Description Projects Multi-select Filter by one or more projects. Date range Date picker Select the period to check confirmation statuses. Filter by status Dropdown Options: All, Confirmed, Unconfirmed. Step Action Expected Result 1 Set the date range, project, and status filter. Filters are configured. 2 Click Apply Filter. The table updates to show matching shifts. #### Reading the Report Table Column Description Username The employee’s name. Shift time The scheduled date and time of the shift. Statuses An icon indicating whether the shift is confirmed or unconfirmed. ### Access Permissions Role View Report Export Report See All Shifts Employee Own data only No No Manager All Yes Yes Admin All Yes Yes Owner All Yes Yes ### FAQ Q1: How do I see only unconfirmed shifts? Set the Filter by status dropdown to Unconfirmed and click Apply Filter. The table will show only shifts that have not been confirmed. Q2: What does the status icon mean? A checkmark or green icon typically indicates a confirmed shift, while a different icon (e.g., clock, X, or gray) indicates an unconfirmed shift. The exact icons may vary. Q3: Can employees confirm shifts from this report? No. Employees confirm shifts from their schedule view or the Shifton mobile app. This report is read-only. Q4: What happens if an employee does not confirm a shift? The shift remains on the schedule but is flagged as unconfirmed. Managers can take appropriate action, such as contacting the employee or finding a replacement. ### Possible Issues and Solutions Issue Possible Cause Solution Report shows no shifts No shifts exist in the selected date range, or shift confirmation is not enabled. Broaden the date range or enable shift confirmation in company settings. All shifts show as unconfirmed Employees may not have been notified about the confirmation requirement. Verify that shift confirmation notifications are enabled and that employees know how to confirm. Status icons are not displaying Browser rendering issue. Try refreshing the page or using a different browser. Cannot filter by specific project Projects filter is not populated. Verify that projects exist and you have access to them. Confirmed shifts are not updating There may be a delay between confirmation and report refresh. Refresh the page or re-apply filters to get the latest data. --- # Contact Support Source: https://help.shifton.com/shifton/contact-support/ Find help articles, watch video tutorials, and reach the Shifton support team when you need assistance. What Is This? Shifton provides several ways to get. Find help articles, watch video tutorials, and reach the Shifton support team when you need assistance. ### What Is This? Shifton provides several ways to get help, from self-service resources like help articles and video tutorials to direct contact with the support team via live chat. This article explains how to access each support channel so you can get the help you need as quickly as possible. ### Prerequisites Requirement Details Account Active Shifton account (for live chat and support access toggle) ### Step-by-Step Instructions #### Accessing the Help Menu - In the Shifton interface, click the Help menu (usually located in the top navigation or sidebar). - The Help menu provides the following options: Option Description Help articles Browse the Shifton help center for guides and tutorials on every feature Video tutorials Watch step-by-step video walkthroughs for common tasks and features Support access toggle Enable or disable the support team’s ability to access your account for troubleshooting #### Browsing Help Articles - From the Help menu, click Help articles. - The help center opens, organized by topic and section. - Use the search bar to find articles about specific features or issues. - Click on an article to read the full guide. #### Watching Video Tutorials - From the Help menu, click Video tutorials. - Browse the available video library. - Click on a video to watch it. Videos cover common workflows and feature walkthroughs. #### Enabling Support Access - From the Help menu, find the Support access toggle. - Turn it on to allow the Shifton support team to view your account for troubleshooting purposes. - Turn it off when you no longer need assistance to maintain your privacy. State What It Means On Shifton support can view your account data to help diagnose issues Off Shifton support cannot access your account (default) #### Using Live Chat - Look for the chat icon in the bottom-right corner of the Shifton interface. - Click the chat icon to open the live chat window. - Type your question or describe your issue. - A support agent will respond to assist you. #### Connecting on Social Media You can also reach Shifton through social media channels: Platform Link Facebook Find Shifton on Facebook for updates and community support Twitter Follow Shifton on Twitter for news and quick support LinkedIn Connect with Shifton on LinkedIn for professional updates ### Access Permissions Role Access Help Menu Enable Support Access Use Live Chat Owner Yes Yes Yes Administrator Yes Yes Yes Manager Yes Yes Yes Employee Yes Yes Yes ### FAQ Q: Is live chat available 24/7? A: Live chat availability depends on Shifton’s support hours. Check the chat window for current availability or leave a message if no agent is online. Q: Will the support team make changes to my account? A: When support access is enabled, the team can view your account to diagnose issues. They will ask for your permission before making any changes. Q: Is the help center available in my language? A: Help center articles are available in multiple languages. The available languages depend on current localization status. Q: Can I request a feature through support? A: Yes, you can submit feature requests through the live chat or support channels. The Shifton team reviews all feedback. Q: How do I report a critical issue affecting my entire team? A: Use the live chat for the fastest response. Describe the issue, how many employees are affected, and when it started. The support team will prioritize critical issues. ### Possible Issues and Solutions Issue Possible Cause Solution Live chat icon not visible Browser extension blocking it Disable ad blockers or try a different browser No response in live chat Outside support hours or high volume Leave a message; the team will respond when available Help articles not loading Network connectivity issue Check your internet connection and refresh the page Support access toggle not available You do not have the required role Only Owners and Administrators can manage support access Cannot find a relevant help article Article may not exist yet or search terms are too specific Try broader search terms, or ask your question via live chat