Articles on: Schedules

Create and manage employee schedules

You can use Easyteam to create, edit, and publish employee schedules so your team knows when and where to work. Schedules are available in weekly and monthly views, and staff are notified automatically when you publish changes.


This article covers everything you need to manage day-to-day scheduling: creating shifts, making changes, deleting shifts, and publishing the final schedule for your team.


On this page




Navigate the schedules screen


When you open Schedules, the default view shows a single week. Each column represents a day and each row represents a staff member.


Creating and moving shifts on the schedules page


Use the controls at the top of the screen to navigate and filter:


  • Weekly / Monthly toggle — switch between a weekly grid and a monthly calendar view using the dropdown in the top-right corner.
  • Date picker — select the week or month you want to view or edit.
  • Location filter — use the location picker on the top-left to show shifts for a specific location or all locations.
  • Position filter — narrow the grid to show only staff in a specific job position.
  • Search — find a specific staff member by name.
  • Sort — reorder staff rows alphabetically or by a custom drag-and-drop order that you define.


Toggle between weekly or monthly view on schedules


The schedule also shows additional information depending on your role:


  • Time off entries appear in staff rows when a team member has approved, pending, or declined time off on a given day.
  • View selector — toggle visibility of summary cards such as Total Shifts, Total Scheduled Staff, and Gross Pay, the daily summary row, staff info columns, and charts like Estimated Peak Hours and Sales Goals.


Staff members can also view their own shifts, open shifts, and time off from the mobile app.


If you are managing multiple locations, use the location picker on the top-left to filter the schedule by location. This simplifies shift creation and helps you focus on one location at a time.



Create a shift


You can add a shift for any staff member directly from the schedule grid.



Steps:


  1. Go to the Schedules screen.
  2. In the weekly view, hover over an empty cell and click the + button that appears. In the monthly view, click an empty space within the desired day.
  3. Set the Employee, Start time, End time, and Location.
  4. Optional: Select a Color to visually distinguish the shift, and available Break types.
  5. Click Save.



The new shift appears on the correct date in the staff member's row as a draft. Drafts are visible only to admins and managers until you publish the schedule.


If the staff member has approved time off during the shift dates, a warning banner appears so you can avoid scheduling conflicts.




Add multiple shifts in one day


If a staff member works a split shift or has shifts at different locations on the same day, you can add more than one shift to the same date.



Steps:


  1. In the weekly view, hover over an existing shift and click the Add Additional Shift icon that appears.
  2. In the monthly view, click any empty space in the same day cell.
  3. Set the shift details as usual and click Save.


The schedule grid automatically resizes to fit all shifts for every staff member.



Edit or move a shift


There are several ways to change an existing shift.


Drag and drop


Drag a shift card to a different date or a different staff member's row to move it.



Hold Shift on your keyboard while dragging to duplicate the shift instead of moving it.


Edit shift details


To change the time, location, color, or assigned staff member:



Steps:


  1. Hover over the shift you want to edit.
  2. Click the Pencil icon that appears.
  3. Update the shift properties.
  4. Click Save.



Delete a shift


You can remove a shift you no longer need.


In the weekly view, hover over the shift and click the Delete Shift button.


In the monthly view, click the shift to open its details, then click Delete.



Deleted shifts are removed from the draft. The deletion takes effect for your team after you publish the schedule.



Publish the schedule


When you create, edit, or delete shifts, all changes are saved as drafts. Draft shifts have a dashed border and are visible only to admins and managers. Staff members can see the schedule only after it has been published.


Draft (left) vs Published (right) shift


Steps:


  1. Click the Publish Schedule button.
  2. Review the summary showing the date range, total shifts, total hours, and estimated labor cost.
  3. Choose a notification option:
  • Notify staff with shift changes — only staff whose schedules changed receive a notification.
  • Notify everyone — all staff at the location are notified.
  • Don't send a notification — publish silently.
  1. Click Publish Shifts.


Choose whether to send notifications to all staff at this location or only to staff whose schedules have changed


Once the schedule is published, staff are notified by email or push notification, depending on their individual notification preferences.


Every time you publish a schedule, managers and admins receive a confirmation email that includes a summary of total hours and labor costs.


You can only publish one location and one week at a time. When multiple locations are selected, use the publish popover to publish each location individually.


Revert to published


If you are not satisfied with your draft changes, you can discard them and restore the last published version.


Steps:


  1. Click Actions.
  2. Click Revert to published.
  3. Confirm the action.



Reverting discards all unsaved draft changes and restores the schedule to its most recently published version—the one currently visible to your staff.



Troubleshoot scheduling


A shift doesn't appear after creation


Check the following:


  • The correct location is selected in the location filter.
  • The staff member is assigned to the same location as the shift.
  • The date picker is set to the right week or month.
  • The position filter is not hiding the staff member.
  • The schedule for this week is published.


A staff member is missing from the schedule grid


Check the following:


  • The staff member is assigned to the location you are viewing.
  • The position filter is not excluding them.
  • The staff member has been added in Easyteam.


Staff can't see the schedule


Draft shifts are not visible to staff. Make sure you have published the schedule after making changes.


A shift conflicts with time off


If a warning banner appears when creating or editing a shift, it means the staff member has approved time off or an overlapping shift during that period.


Who can do what


  • Admins have full access to all scheduling actions, settings, and the AI Scheduler.
  • Managers can create, edit, delete, and publish shifts, and approve open shift requests.
  • Staff can view their own shifts and interact with open shifts, but cannot edit other staff members' schedules.


Settings that affect scheduling:


  • First day of the week (Settings > General) — controls whether the weekly grid starts on Sunday or Monday.
  • Operating hours (Settings > Scheduling) — define store open and close times for each location to help guide shift planning.



Questions or need help with setup? Use the 💬 chat bubble in the bottom right corner or schedule a 1-1 free setup meeting with our team.


View all Schedules articles


Updated on: 29/03/2026