Overview
Shiftlab is a workforce management system that allows you to create schedules, manage employee preferences, and track time cards. This guide explains the core functions of scheduling, employee preferences, automated scheduling, shift editing, clocking in/out, and time card management.
When to Use This
Preparing weekly or monthly employee schedules
Managing employee availability and preferences
Automating schedule creation based on business forecasts
Tracking employee attendance and hours worked
Approving and editing time cards for payroll
Step-by-Step Instructions
Video Instructions
Accessing the Schedule
Open Shiftlab and select a location.
If assigned to one location, it appears in the top-left corner.
If assigned to multiple locations, use the dropdown menu to select the desired location.
View the schedule date range and employee list for scheduling in the top-right section.
Review forecasts and metrics in the bottom-left section. This may include:
Budgets
Sales metrics (gross profit, traffic, units)
Monitor digital readouts in the bottom-right section, including:
Planned hours
Scheduled hours
Actual hours worked
Actual budget
Adjusting Schedule Views and Settings
Change views in the top-right corner: Day, Week, or Four Weeks.
Access location or schedule settings to:
Print schedules
Copy schedules
Import schedules
Use templates
Enable schedule approval
Activate auto-build
Managing Employee Preferences
Hover over the date next to an employee to set availability or preferred time off.
Enter specific unavailable times:
Example: Jacob Lee, unavailable Tuesday and Thursday from 9:00 AM to 12:00 PM. Add reason (e.g., school) and save.
Example: Charlotte, unavailable all day Monday for a doctor’s appointment. Save changes.
Preferences prevent scheduling during unavailable times.
Auto-Building a Schedule
Click Auto Build after entering employee preferences.
Select which employees to include or exclude.
Example: District managers may be unchecked if they only occasionally appear.
Generate the schedule. Shiftlab considers:
Employee availability
Budget constraints
Business forecasts
Company rules set by administrators
Understanding Schedule Indicators/Colors
Shift colors:
Dark green: busiest shifts
Light green: moderate shifts
Yellow: slower shifts
Icons:
Sun: opening shifts
Moon: closing shifts
Circle “A”: automated shift
Editing Shifts
Hover over a shift and click Edit. Adjust start/end times and save.
For daily view edits:
Click the day of the week to see hour-by-hour breakdowns
Drag shift edges to adjust times
Manual shifts:
Hover over the employee/day, select Add, enter times, and include lunch if required.
Specify shift type: Selling or Non-Selling (Non-Selling appears in black).
Clocking In and Out
Set up time clock using one of the following methods:
IP address authorization
Fingerprint
Authorized device
Click Time Clock on the right panel, then Start Shift to begin.
Record breaks and end shifts directly in the system.
Managing Time Cards
Click Time Card in the time clock panel.
Select a date range and click Run.
View each employee’s:
Time in/out
Breaks
Total hours
Notes for each shift
Edit time cards:
Click the pencil icon, adjust times, add missing breaks, and save.
Add notes explaining edits.
Approve time cards:
Use the checkmark to confirm accuracy.
Final approval may be required by payroll or admin.
View history:
Access previous changes and notes via the pencil icon.
Add missing punches:
Click Add Punch, select employee, location, date, time, and notes. Save changes.
Lock or export time cards for payroll once approved.
Key Details & Definitions
Employee Preferences: Times when employees cannot work, including preferred time off.
Auto-Build: Function that generates schedules automatically based on preferences, forecasts, and company rules.
Shift Types:
Selling: Contributes to sales metrics
Non-Selling: Does not contribute to sales metrics
Time Card Approval: Verification of recorded hours, including manual edits and notes.
Troubleshooting & FAQs
Shift not scheduling correctly: Verify employee preferences and auto-build settings.
Employee appears unavailable: Check date-specific preferences and repeat settings.
Time card discrepancies: Use the history feature to track edits and review manually entered shifts.
Automated shift icons missing: Manual edits remove the circle “A” automation indicator.