Activity Calendar - Shifton Help

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

mdash; add a new activity manually.

Mass actions

mdash; select multiple activities and delete them in bulk.

Distribute activity

mdash; 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.