Staff Scheduling

Staff scheduling lets you define working hours for your team, assign shift templates, and handle one-off changes like days off or modified hours.

Push notifications when schedules change

When someone with Schedule → Manage saves a change that affects working hours — a new assignment, removing an assignment, a template weekly pattern update, or a schedule override — affected team members who have web push enabled receive a Schedule updated notification.

• Field tech profile: tapping the notification opens My Schedule in the field tech app for the relevant week.
• Other roles: opens Staff Schedules in the main tenant dashboard for that week.

The manager who made the change does not receive their own notification. Editing the default template notifies every active user in the account (because the default applies broadly); use overrides for one-off changes when you want a smaller blast radius.

Schedule templates

Templates define a standard weekly pattern of working hours.

1. Go to Schedule → Staff Schedules → Templates.
2. Click + New Template and give it a name (e.g. "Standard Full-Time").
3. For each day of the week, set:
   • Day off — toggle on if the person doesn't work that day (weekends are off by default).
   • Start time and end time — working hours for that day.
4. Save the template.

You can mark one template as the default. New staff without a specific assignment will follow the default template.

Assigning templates

Assign a template to an individual team member or an entire crew:

1. Go to Schedule → Staff Schedules → Assignments.
2. Select the user or crew.
3. Choose the template.
4. Set an effective from date and optionally an effective until date.

When a crew is assigned, all members of that crew follow the template.

Weekly schedule view

The weekly grid shows every active team member's resolved schedule for the week, including their total scheduled hours and crew membership. Use the week picker to navigate forward or back.

Schedule overrides

For one-off changes that don't require a new template:

1. Go to Schedule → Overrides.
2. Choose the override type:
   • Day off — mark a specific date as a day off.
   • Modified hours — change start and end times for one day.
   • Block — block time for non-work activities.
   • Meeting — schedule a meeting during work hours.
3. Select the target: a single user, a crew, or multiple users.
4. Set the date, optional times, title, and notes.

Overrides take priority over the assigned template for that date.

Auto-fill and best slots (bulk planning)

For fast weekly planning, use auto-fill from the staff schedule tools: preview suggested assignments for a week, then confirm to apply. On individual jobs, Find Best Slots (and related suggest actions on the job form) proposes times that fit shifts, time off, and service qualifications. These tools call the same scheduling engine as the calendar — always review the preview before confirming.

Schedule alerts

Alerts notify you when something looks wrong — for example, a team member who hasn't clocked in when their shift was supposed to start. You can configure a grace period (in minutes) under Settings → Scheduling & Time Clock (see Scheduling Cost Model for the scheduling & clock card).

From the alerts view, you can:

• Dismiss an alert if it's not a concern.
• Assume shift — automatically create a time clock entry based on the scheduled hours, useful when a tech forgot to clock in.

Tips

• Start with one or two templates for common patterns (e.g. full-time weekdays, part-time).
• Use overrides for holidays, sick days, or training rather than editing the template itself.
• The schedule integrates with Time Clock and Time Off for a complete picture of who's working when.

Related

• Auto-Fill & Slot Suggestions
• Field Tech Mobile App — how techs view My Schedule and receive schedule push notifications
• Schedule calendar — week view of jobs on the calendar
• Web Push Notifications