Creating Your First Project and Schedule

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:

Employee Permissions in the Project

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.

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)

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:

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):

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

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:

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).

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

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:

Shift and rest constraints:

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:

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.

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

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.