How do I build and publish a week's shift schedule?
Written for
- Admin
- Planner
Short answer
Open Schedule and go to the week. Copy last week or add shifts from your shift templates, assign people and offer what is left as open shifts. Check the warnings, then choose Publish week. Until you publish, the shifts are drafts and employees do not see them.
Build the week
- Open Schedule in the menu (under Time) and go to the week you are planning.
- Choose Copy last week to copy last week's shifts into this week as drafts. It works into a week that has no shifts yet.
- Or open Shift templates, choose a template and choose Add to this week. A draft is added on each of the template's weekdays.
- Choose Add shift for anything else. When you assign someone, Regsta shows who has approved time off or is unavailable.
Fill the gaps
- Offer a shift without a person as an open shift. Employees request it from their schedule, and you decide who gets it.
- Find cover lists colleagues who could take a shift, checked against approved time off, overlapping shifts and your working-time rules.
- Auto-schedule suggests people for open shifts. You review the suggestions before anything is applied.
Publish the week
- Choose Publish week.
- Tick Email the schedule when it is published if employees should also get it by email.
- Choose Publish. A shift with nobody on it stays a draft until you assign it and publish again.
Employees see their own shifts under Schedule and mark each one as seen. You can see who has looked in the shift's history.
Which working-time rules does Regsta check?
Auto-schedule and Preview changes look at the week on screen, not the weeks before and after, so check the week boundaries yourself. The rota is checked against the working-time rules your company chose; Regsta does not decide what the law requires.
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