Available on: Professional (manual shift management) & Enterprise (Smart Scheduler automation)
Your team works in shifts. Now your Scheduler does too. Shifts lets you model every shift your team actually runs and gives the Smart Scheduler the hard constraints it needs to assign the right work to the right people at the right hours, automatically.
Note: Shifts replaces the legacy Technician Capacity Defaults and the one-size-fits-all working-hours block. If you were using that, Shifts is your new home.
✨ Key Capabilities
Unlimited shifts — each with a name, color, days of the week, start/end times, and team members. Day. Night. Weekend. HVAC on-call. Whatever you need.
Shift bands on the schedule grid — in Start Date mode, cells inside a shift's hours get a colored top border, and tech rows show pill badges for every shift they're on. Read coverage in one glance.
Shift-first Smart Scheduler — pick a shift from a dropdown and UpKeep auto-applies the time window, auto-filters to eligible techs, and auto-calculates each tech's daily capacity (with a 1-hour lunch deduction on shifts of 8+ hours).
Manual-mode toggle — still available when you need a one-off window that ignores shift boundaries.
Admin-gated — only roles with
work_schedules: edit (full)can create or edit shifts. Everyone else sees coverage visually on the grid.
🔧 How to Create a Shift
Navigate to Schedule Settings by clicking the gear icon at the top of the calendar view
Click Add Shift
Give the shift a name (e.g., Day Crew, Night Shift, HVAC On-Call) and pick a color.
Select the days of the week the shift runs.
Set the start and end times.
Add the team members who work this shift.
Save. The shift is immediately visible on the Scheduler grid.
Tip: A technician can belong to multiple shifts — each will show as its own pill badge on the tech's row.
📅 Reading Coverage on the Scheduler
Cells inside a shift's hours get a colored top border matching the shift's color.
Each tech row shows pill badges for every shift they belong to.
Gaps and overlaps are visible at a glance — no memorization required.
New dispatchers can read the week instead of decoding it.
🤖 Using Shifts with the Smart Scheduler
Available on Enterprise
Open the Smart Scheduler.
Pick a shift from the dropdown.
UpKeep automatically:
Applies the shift's time window to the scheduling horizon.
Filters to eligible technicians on that shift.
Calculates each tech's daily capacity, deducting 1 hour for lunch on shifts of 8+ hours.
Run the scheduler. Every assignment respects the actual shift hours.
Need a one-off window? Use Manual Mode to override shift boundaries for a single scheduling pass.
🚀 Common Use Cases
24/7 operations — manufacturing, cold storage, and hospitals can model their real roster without pretending everyone works 9-to-5.
Rotating and split crews — night coverage, weekend on-call, swing shifts all get their own schedule, making scheduling even easier.
Specialty teams — HVAC Mon–Thu 7a–3p, electrical Tue–Sat 2p–10p — plug straight into the Smart Scheduler as hard constraints.
Fast onboarding — coverage is visible on the grid instead of memorized, so new dispatchers ramp faster.
Operational accountability — shift membership is explicit and color-coded.
💡 Best Practices
Model your real roster, not an idealized one. Create a shift for every crew that actually runs, including on-call and specialty teams.
Use color intentionally to understand shifts at a glance
Let the Smart Scheduler do the math. Picking a shift in the dropdown is faster and more accurate than setting manual windows.
Keep shift membership current. When someone changes crews, update their shift membership — otherwise the scheduler assigns against stale assumptions.
❓ FAQ
Can a technician belong to more than one shift?
Yes. Each shift appears as its own pill badge on the tech's row.
Who can create or edit shifts?
Only roles with the work_schedules: edit (full) permission. Other users can see shift coverage on the Scheduler grid but can't modify shifts.
How is daily capacity calculated?
The Smart Scheduler uses the shift's start/end times and deducts 1 hour for lunch on shifts 8 hours or longer.
Can I still schedule outside of a shift's hours?
Yes — use Manual Mode for a one-off window that ignores shift boundaries.