Scheduling

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.

Three ways to start

Click New shift in the Schedule page toolbar.
Click an empty cell in a role's row – the date and role come pre-filled.
Click a dashed open-shift chip and choose Assign someone – the gap's date and time window come pre-filled.

The shift dialog

The dialog is titled "Add shift" for new shifts and "Edit shift" for existing ones. Its fields:

Employee – a dropdown grouped into "Available", "Already working this day" (with their existing times shown), and "Unavailable (day off / time off)". The grouping helps you avoid double-booking someone by accident.
Template (optional) – pre-fills the start and end times from a saved pattern.
Date, Start, and End – if End is earlier than Start, Schedio treats it as an overnight shift crossing midnight. A 23:00 → 07:00 shift counts as 8 hours.
Note (optional) – up to 1,000 characters, for things like "Training shift".
Breaks (optional) – click + Add break to add one or more breaks; each has a length in minutes and a paid/unpaid toggle. An unpaid break comes out of the paid hours, so a 9-hour shift with a 30-minute unpaid meal is 8.5 paid hours; a paid break stays inside them. Every hours figure in Schedio – the daily totals on the grid, the overtime card, the schedule email, the exports and the cost estimate – is paid hours. A new shift opens with the break your scheduling rules require, when it is long enough to need one, so you do not have to remember it every time. Picking a shift template fills in that template's breaks instead.

Checks before saving

Schedio checks a few things before saving:

A shift can't exceed 24 hours.
If you pick someone already on shift that day, their existing time is shown so you can judge the overlap.
Your workspace's scheduling rules apply. A rule set to Block shows a red error and the shift isn't saved; a rule set to Warning saves the shift but flags it with a yellow notice.

For example, if Northside Inn blocks shifts with less than 10 hours of rest between them, Maria can't accidentally schedule Liam for a closing shift followed by an early opening.

On the grid

A shift offered to coworkers shows a swap marker while the offer is live, and a shift that pushes someone past 40 paid hours in the week is flagged as overtime right on the chip. If your location uses the union rule pack, that limit is 40 hours for tipped positions and 35 for the rest. Schedio isn't a time clock, so shifts aren't marked started, completed, or missed.

Templates

Templates are saved time patterns – Schedio seeds a starter set for your industry, and you can create your own from the templates rail on the Schedule page. Picking a template in the dialog fills in the start and end times, so building a familiar week takes a couple of clicks per shift.