Scheduling

Scheduling is how you define who works when. The shifts you create here feed into three other parts of the system: clock-in (so Hopshift knows which arrivals to track against which shifts), leave (approved leave shows as blocked days so you do not double-book), and payroll (scheduled shifts are the baseline for timesheets, with actual clock times laid over them). A well-maintained schedule means less manual correction at payroll time.

Overview

The schedule lives under Schedule in the sidebar (in the Scheduling section). The group Schedule page has one tab per company plus a Summary tab; the company Schedule page shows just that company. The main view is a grid with employees in rows and days in columns.

Key concepts:

Concept	What it means
Shift	A time block on one day for one employee, with a start time, end time, optional break, and colour
Day off	A day explicitly marked as not working, so it reads differently from an empty cell
Draft / Published	Each company's week starts as a Draft. Employees only see shifts once the week is published

The Schedule Grid

Go to Schedule to view the grid.

Switching Views

Use the Day and Week tabs at the top of the grid:

Week: all employees in rows, each day as a column. Best for day-to-day management.
Day: a single day laid out along a timeline, useful for spotting overlaps and gaps in coverage.

Navigating Dates

Use the arrows to move forward or backward by one week (or one day in Day view). Click Today to jump back to the current date.

Reading the Grid

Each shift block shows the start and end time and is coloured according to the colour you chose in the shift dialog.

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

Creating and Editing Shifts

There are no shift templates. You create shifts directly on the grid.

Adding a Shift

Click an empty cell for the employee and day (or drag across the cell) to open the shift dialog.
Fill in the shift details:

Field	Notes
Employee	Pre-filled from the row you clicked
Department	Shown for reference, taken from the employee's record
Colour	Displayed on the grid for visual identification
Time	Start and end time. The dialog shows the resulting duration
Break	No break, or 15 to 120 minutes. Unpaid, subtracted from working time
Apply to	Tick other days of the same week to create the same shift on those days too

Click Save.

Apply to is how you repeat a shift. It duplicates the shift onto the other days of that week you tick. To repeat a whole week, open the next (empty) week and use Copy from last week. You can also hold ⌘ (Mac) or Alt (Windows) while dragging a shift to duplicate it instead of moving it.

Editing a Shift

Click an existing shift block to open the same dialog and change its time, break, or colour. Drag a shift to move it to another day or employee.

Removing a Shift

Open the shift and delete it. This removes only that single shift.

Marking a Day Off

Open the shift dialog on an empty cell and click Mark as day off. Days off show clearly on the grid and tell the reader that the empty day is intended, not forgotten.

Locked Shifts

A shift that already has clock records is locked: it shows a lock and the number of clock records, and it cannot be dragged, edited, or deleted the normal way. If you must change it, the dialog offers Edit Anyway and asks for a reason, which is recorded.

A shift that already has clock records is locked. Editing it requires Edit Anyway and is recorded.

Publishing the Week

Employees cannot see any of the shifts you have added until you publish. Until then the week is a Draft.

When the week is ready, click Publish.
The confirmation asks "Ready to publish the schedule for [start] - [end]?" and tells you that employees with shifts this week will receive a push notification immediately.
Optionally tick Also send an email to each of them.
Confirm.

If you need to pull a week back, click Unpublish. Employees stop seeing those shifts until you publish again.

Employees can't see these shifts until you publish the schedule.

Publishing is per company and per week. Publishing one company's week does not publish the others. The group Schedule page's Summary tab shows each company's Published or Draft status for the week.

Importing and Auto-Scheduling

On the group Schedule page:

Import lets you upload shifts from a CSV file (a template is provided) or paste a roster for the assistant to read.
Auto-Schedule proposes shifts based on the patterns you set. Review the result before publishing.

Leave Integration

Approved leave is automatically reflected in the schedule:

Days where an employee has approved leave show a leave block instead of a shift, so you know not to schedule them.
You cannot create a shift on a day with approved leave; the dialog refuses with "Cannot create shift on a day with approved time-off".

Leave visibility on the schedule is read-only. To manage leave requests, go to Leave Management > Requests (group) or the company Leave page.

Public Holidays

Public holidays are set once for the whole group under Leave Management > Public Holidays and are highlighted on the schedule's 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 the shifts you create that day.

Clock-In Integration

When an employee clocks in from the app, the record is matched to their shift for that day, so managers can compare clock-in time with scheduled start.

Clock-in & Attendance (Scheduling section) shows, per location, who is working, on break, or done, and who is expected but not yet in (late or no-show).
Clock-ins outside the scheduled shift go to Approvals > Clock-in for review.

See Clock In for the setup and approval flow.