Scheduling

Scheduling is how you define who works when. The shifts you create here feed into three other parts of the system: the clock-in module (so Hopshift knows which arrivals to track against which shifts), the leave calendar (approved leave shows as blocked days so you do not double-book), and payroll (which can use either scheduled hours or clocked hours depending on your run settings). A well-maintained schedule means less manual correction at payroll time.

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Overview

The schedule lives under Scheduling in the sidebar. The main view is a calendar showing which employees are working on which shifts each day.

Key concepts:

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Creating Shift Templates

Before assigning employees to shifts, create your shift templates. These are reusable named blocks: for example "Morning Shift (8:00–16:00)" or "Evening Shift (15:00–23:00)".

Step 1: Open Shift Management

Go to Scheduling → Shifts (or the Manage Shifts button). You'll see a list of existing shift templates.

Step 2: Add a New Shift

1. Click Add Shift.
2. Fill in the shift details:

3. Click Save.

The new shift template appears in the shift list and is now available to assign to employees.

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The Schedule Calendar

Go to Scheduling to view the main calendar.

Switching Views

Use the toggle at the top-right to switch between:

• Week view: Shows all employees in rows, with each day as a column. Best for day-to-day management.
• Month view: Shows a full calendar month. Useful for seeing the overall coverage pattern.

Navigating Dates

Use the ← → arrows to move forward or backward by one week (or month). Click Today to jump back to the current date.

Reading the Calendar

Each cell in the schedule shows:

• The shift name (e.g. "Morning")
• The shift time (e.g. "08:00–16:00")
• Color-coded by shift type

Approved leave appears as a colored leave block (not a shift) so you can see who is absent each day. Public holidays are highlighted on the date header.

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Assigning Shifts to Employees

Single Assignment

To assign one employee to a shift on a specific day:

1. In the schedule calendar, click the + button in the cell for the desired employee and date.
2. Select the shift template from the dropdown.
3. Click Confirm.

The shift appears immediately on the calendar.

Editing an Assignment

Click an existing shift block on the calendar to edit it:

• Change the shift template
• Adjust the start/end time for this specific day only (without changing the template)
• Remove the assignment entirely

Removing an Assignment

Click the shift block and select Remove. This removes only that single day's assignment. The shift template is unchanged.

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Assigning Recurring Shifts

For employees on a regular schedule (e.g. always working morning shifts on weekdays), use the recurring assignment feature to avoid manually adding each day.

1. Click Assign Recurring Shift from the schedule or from the employee's profile.
2. Select the employee (or multiple employees).
3. Select the shift template.
4. Set the recurrence pattern:
   • Which days of the week (e.g. Mon–Fri)
   • Start date and end date of the recurrence
5. Click Apply.

Hopshift will create individual shift assignments for each matching date. These can be edited or removed individually if needed.

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Assigning Shifts in Bulk

To assign the same shift to multiple employees at once:

1. In the calendar view, click Bulk Assign.
2. Select the employees (checkboxes or department filter).
3. Select the shift and date range.
4. Click Apply.

This is useful at the start of a new week or when setting up a new outlet's schedule.

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Leave Integration

Approved leave is automatically reflected in the schedule:

• Days where an employee has approved leave show a leave indicator instead of a shift, so you know not to schedule them.
• If you attempt to assign a shift to an employee on a day where they already have approved leave, Hopshift will show a warning.
• Leave that is still pending (not yet approved) does not block shift assignment, but a pending indicator is shown.

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Public Holidays

Public holidays configured for your company's country are shown on the schedule calendar as highlighted date headers. Employees are not automatically given the day off: whether they work or have it as a day off depends on your company policy and how you configure shifts that day.

To manage public holidays, go to Settings → Public Holidays.

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Clock-In Integration

The schedule integrates with the clock-in module. When an employee clocks in via QR code:

1. The clock-in record is linked to their shift for that day.
2. Administrators can see clock-in vs. scheduled start time, flagging early or late arrivals.
3. Missing clock-ins (employee has a shift but no clock-in record) are surfaced in the Clock In → Approvals page.

See the Clock-In section for details on QR code setup and timesheet approvals.

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Viewing an Employee's Schedule

From any employee's profile, you can view their personal schedule:

1. Open the employee profile from Employees.
2. The profile overview shows upcoming shifts.
3. For a full calendar view, click the Schedule tab on the profile.

This view is useful when reviewing leave requests: you can see exactly which shifts would be affected by the requested leave dates.

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Shift Coverage Warnings

Hopshift highlights potential coverage issues directly on the calendar:

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Exporting the Schedule

To export the current schedule view:

1. Click the Export button at the top of the schedule.
2. Choose format: PDF (print-friendly) or CSV (for further processing).
3. Select the date range.
4. Click Download.

The exported file shows all shift assignments for the selected date range, grouped by employee.