How Schedio works.
From first setup to the daily routine – every feature explained in plain language. Pick a topic below.
Getting started
5 articlesWhat is Schedio?
Schedio is a live shift-scheduling workspace for teams that work in shifts – hotels, restaurants, clinics, stores and more. You build the week's schedule, your team sees it right away, and Schedio flags the gaps before they become problems.
Create your workspace
Setting up Schedio takes a few minutes: sign up with your email or a Google/Microsoft account, answer five short questions about your business, and you arrive at a workspace that's already pre-filled for your industry.
Add your team
You add people from the People page. Each person can be on the schedule, have an app login, or both – Schedio keeps those two things separate, so you decide who actually signs in.
Import your schedule
If your schedule already lives somewhere else – a spreadsheet, a PDF, even a photo of the whiteboard – you don't have to retype it. Schedio has two ways to bring it in: AI import for files that are not in a fixed format, and a CSV import for structured data.
Set up coverage
Coverage is where you tell Schedio how many people of which role you need – per department, per day of the week, per time window. It's the single setup step that turns Schedio from a calendar into a scheduling assistant.
Scheduling
6 articlesThe Schedule page
The Schedule page is where you build and run your week: one location at a time, laid out as a grid of roles and days. Everything on it updates live, so you never need to refresh.
Creating and editing shifts
Shifts are the building blocks of your schedule. You can add one from scratch, from an empty cell in the grid, or straight from a coverage gap – and the dialog checks the shift before it is saved.
Copying schedules
If your weeks look mostly alike, don't rebuild them – copy them. Schedio can duplicate a whole week or a single day, and it never overwrites work you've already done.
Auto-fill
Auto-fill staffs the week's open coverage for you – it proposes assignments, shows you exactly what it would do, and saves nothing until you publish.
Open shifts
An open shift is a slot where your coverage targets say you need someone – and nobody is scheduled yet. Schedio computes them for you continuously, so gaps are always visible before they become problems.
Sending and printing the schedule
Once the week looks right, share it with your team: email it out from the Schedule page, or print a sheet for the back office wall.
Time off & requests
4 articlesTime off
The Time off page brings vacation, sick, days off and personal time across the team into one place. Managers approve requests here, and approved time off flows straight into scheduling.
Regular days off
Regular days off are weekly recurring, all-day unavailability – for example, Maria never works Sundays and Mondays. Set them once and Schedio remembers them every week.
Shift swaps
Shift swaps let staff trade shifts with each other – with a manager signing off before anything actually changes. Nobody loses or gains a shift until a manager approves.
Shift change requests
Staff can ask for changes to a shift they own – a day off or different hours – and managers decide. Everything runs through the Requests page, so every request is recorded in one place.
Your team
3 articlesRoles and permissions
Schedio has three roles – Owner, Manager and Staff. Each role gives that person exactly the access they need, and the rules are enforced everywhere in the app automatically.
Managing people
The People page lists everyone at the location – schedulable employees, app users and pending invites in one place. Here's how to find people, edit their details and keep the list up to date.
Departments and job titles
Departments group your team – Front Desk, Housekeeping, Kitchen and so on – and job titles are the positions inside a department, like Front Desk → Agent, Supervisor, Night Auditor. Schedio seeds both for your industry at signup, and you can edit everything.
Daily operations
6 articlesLive dashboard
The Live dashboard shows today at one location and updates in real time – you never need to refresh. It's the screen to keep open at the desk through the day.
Alerts
Alerts are short, urgent messages to the team on shift – "Walk-in group of 20 at 6 pm", "Elevator B is down". They're for the things your team needs to know right now.
Handover notes
Handover notes carry context from one shift to the next. The 3 pm lead reads in three lines what the morning shift had to deal with – a late check-out, a VIP arriving, a leaky tap in 412 – without having to ask around.
Analytics
Analytics gives you an overview of how staffing is going – a portfolio summary across all your locations for Owners, and a per-location detailed view for you and your Managers. It reads from the same coverage numbers as your schedule, so the two match.
Scheduled labor cost
Scheduled labor cost shows what a week on your Schedule is expected to cost. For every person you get their scheduled hours, their overtime hours and an estimated cost, and the same three figures for the location as a whole. The numbers come from the shifts you have scheduled and the pay rates you have entered. They are an estimate of the plan, not a record of hours people actually worked.
Activity log
The activity log is a readable record of every meaningful action in your workspace – entries like "Maria created shift for Liam on Mar 15, 2026". You'll find it under Settings → Activity log, available to Owners and Managers.
Workspace settings
5 articlesWorkspace settings
Workspace settings is where Owners shape how Schedio works for the whole team – the workspace name, the words Schedio uses, who can sign in, and what happens if you ever need to close the workspace down.
Locations
One workspace can run several locations – say Northside Inn and its sister property across town. Each location keeps its own people, schedule and coverage, so teams do not affect each other's work.
Seasons and adjustments
Demand isn't the same all year, and your coverage targets shouldn't be either. Schedio gives you two tools for this: seasons for recurring periods, and adjustments for one-off or annual changes.
Scheduling rules and holidays
Scheduling rules are limits that catch tiring or impossible rosters before they're published, and the holiday calendar keeps the dates that change your demand in plain view.
Integrations
Connect Schedio to the tools your team already watches. Integrations live under Settings → Integrations and are managed by the Owner.
Account & billing
4 articlesYour account
Your personal settings live behind your avatar in the sidebar. They affect only you – your name, language and sign-in options – never the workspace or anyone else's settings.
Email notifications
You decide which routine messages Schedio sends you, one message at a time. Open your profile (your name or picture in the main menu) and choose Notifications. You will see every message that can reach you, with a switch for each way it can be sent: Email, Push and Bot.
Subscribe to your shifts from your phone's calendar
Every team member has a personal calendar link – a secret URL your phone's calendar app can subscribe to. Once added, your shifts show up in Google Calendar, Apple Calendar, or any other calendar app, and they keep updating automatically. You don't need to open Schedio or even have a login.
Billing
Schedio has one plan with flat pricing: $49 per location per month, or $490 per year – two months free. Unlimited team members, every feature included; nothing depends on the number of people on your team. Prices exclude tax; any applicable sales tax is added at checkout based on your location.
Easier to try than to read about.
Open a workspace and see your own schedule in it. 14 days free, no card.
Start a 14-day trial