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Create or edit shifts
Create or edit shifts

Learn how to create or edit shifts on the Planday web or the Planday app.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For Admins and Schedule managers.


How to create shifts on the schedule

Navigate to the Schedule. Make sure you have selected the correct Department in the drop-down list at the top left.
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Whether in the Employees, Groups, or Positions view (the examples in this article look at the Employee view) - to create a shift, navigate with the mouse pointer to the desired day next to an employee's name in the Schedule and click on the blue plus icon.

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A pop-up window will open. Here, you can set up the shift by selecting the time, Shift type, Group or Position and more.

  • Time: Specify a start and end time for the shift.

  • Assigned to: Assign the shift to a specific employee, or optionally select Open shift if you do not want to assign the shift yet.

  • ​Group or Position: Select an Employee group or a position from the drop-down list to assign to this shift. Only Employee groups the employee belongs to can be selected here. Optionally, choose Open shift if you want employees to claim a shift.

  • Shift type: Leave the selection at Normal to create a regular shift. If you want to apply a specific Shift type, select the one you prefer from the drop-down list.

  • Duration and Breaks: Shift duration and breaks are displayed at the top right. You can edit breaks at the bottom of the shift dialog.

  • ​Approve shifts for payroll: Select this option to approve the shift and release it for payroll. Shifts that are in the future can’t be approved.

  • ​Notify employee: Select the Message box so that the employee automatically receives a Planday message when the shift is created.
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    Finally, confirm by clicking Create so that the completed shift appears on the Schedule.

    Note: Learn more in the Move, copy, delete and approve shifts article.

Click here to view additional options

  • Communication: Optionally, you can add a note to the employee regarding this shift.

Note: The number of characters in the comment field should be maximum 250, including spaces.

  • Break: Manage the breaks of the shift in this tab. Learn more in the articles about breaks.

  • Wage: Optionally, you can enter a per hour wage or a per shift wage that overrides the default wage value taken from the Employee group.

  • Supplements: From the drop-down list, you can select a manual payroll supplement to apply to this shift.

  • Skills: If this option is active in your Planday, you can choose a specific skill for this shift so that only the employees who possess this skill can take or be assigned to this shift. Learn more in Set up and use Skills.

  • Administrative note: If this option is active in your Planday, you can add a note that is only visible to the employees who can create schedules.

  • ​Copies: Choose whether to create a specific number of copies of this shift. These appear in the schedule on the same day and you can edit them.

Why does an Employee group not appear on the schedule?

An Employee group may not appear on the schedule because an admin or a manager has hidden it. This setting affects all schedule views and users with schedule access.
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To show the hidden group, go to the Schedule > switch to Groups view > click Manage groups. You can show or hide an employee group here by clicking the Show group icon.
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How to create shifts using the Planday app

⬆️ The example shows the iOS version. As an Android user, you will notice minor differences in the design, but the functionality is the same.

Tap Schedule 1️⃣ from the menu bar and make sure that you have selected the correct Department 2️⃣ shown at the top of the screen. Tap on the Department name to select a different Department. Then tap on a blue plus 3️⃣ to add a shift for an Employee.
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When creating a new shift in the app, you will find almost all the options available on the web, except for Wage per hour/shift and Payroll supplements. You can save the start and end times of the shift by pressing Save as Time block to have them available as a template.
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Once you have set the shift time and selected an Employee group/Position, confirm by pressing the tick symbol ✔️ (Android) or Create (iOS) at the top right 4️⃣. The newly created shift will now appear on the schedule.
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Learn more in the Move, copy, delete and approve shifts article.
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How to edit shifts

To do this, click on the shift you want to modify, make changes and confirm via Save.
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Depending on which view of the Schedule you are in, you can also perform quick edit actions; Click on shift Time or Employee group to quickly edit shifts from the Employees and Groups view.

Note: You can view the shift history when editing a shift. You can also access shift history by going to Schedule > Tools > Schedule history. Learn more about schedule history in How to see schedule history and edits.


How to edit multiple shifts on the schedule

Select multiple shifts using the checkboxes and click the Edit button from the menu bar at the bottom. To edit multiple shifts simultaneously, select one shift by clicking on the white box in the bottom right corner and then clicking on the box next to the employee's name to select the rest of the shifts.
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You can change the time, Shift type and Comment in the edit window. The changes are applied equally to all selected shifts.


How to edit shifts on the go using Planday app

Tap on a shift to make changes in the Edit shift view and confirm via the tick symbol ✔️ (Android) or Save (iOS) at the top right.
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Tap and hold on a shift to see options to Copy, Move or Delete it.


See related articles:

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