Overview
Shiftlab allows managers to create efficient schedules, track employee availability, and manage schedule approval. This guide explains the full workflow from setting preferences to approving schedules, ensuring accurate staffing while respecting employee availability.
When to Use This
Building weekly or monthly employee schedules
Automating schedules with employee availability and company forecasts
Reviewing and approving schedules before publishing
Editing schedules after auto-build or manual changes
Managing recurring and one-time employee time off
Step-by-Step Instructions
Accessing the Schedule
Open Shiftlab and select the desired location.
Single location appears in the top-left corner.
Multiple locations appear in a dropdown menu for selection.
Review the schedule date range and list of employees in the top-right section.
Check forecasts and metrics in the bottom-left section (budgets, sales metrics, traffic, etc.).
Monitor planned and actual hours and budgets in the bottom-right section.
Setting Employee Preferences
Identify employees with unavailable times.
Example: Sofia has school every Wednesday and Thursday from 9:00 AM to 2:00 PM.
Hover over the employee’s name under the relevant day and click Pref.
Specify unavailable hours:
Uncheck All Day for partial availability, or leave checked for full-day unavailability.
Set repetition if the unavailability is recurring (e.g., weekly).
Add a note describing the reason (e.g., “School” or “Personal”).
Click Save.
Repeat for all employees with preferences (e.g., Liam unavailable every Sunday).
Auto-Building a Schedule
After entering all preferences, click Auto Build.
Select which employees to include or exclude from the schedule.
Example: District managers may be unchecked if only occasionally present.
Generate the schedule. Shiftlab considers:
Employee preferences
Company budgets and forecasts
Rules set by administrators
Review color-coded shifts:
Dark green: busiest shifts
Light green: moderate shifts
Yellow: slower shifts
Note icons:
Sun: opening shift
Moon: closing shift
Circle “A”: automated shift
Editing Shifts
Hover over a shift and click Edit to adjust start/end times.
For daily view edits, click the day of the week to see hour-by-hour breakdown. Drag shift edges to adjust times.
Add manual shifts:
Hover over employee/day, click Add, enter times, include lunch if required.
Select shift type: Selling or Non-Selling (Non-Selling appears in black).
Changes remove the automation icon “A” to indicate manual adjustment.
Submitting Schedules for Approval
Build the schedule as the store manager or schedule builder.
Locate the Draft status in the top-right corner.
Click the dropdown and select In Review.
Leadership receives the schedule for review.
Approving Schedules
Leaders access the schedule marked In Review.
Review for accuracy, coverage, and compliance with company policies.
Change the status from In Review to Approved.
Depending on company settings, approval may lock the schedule to prevent further edits.
Key Details & Definitions
Employee Preferences: Times when employees cannot work, including partial or full-day unavailability.
Recurring Preferences: Unavailability that repeats weekly or on a specified schedule.
Auto Build: Generates schedules automatically based on employee preferences, forecasts, and company rules.
Draft: Initial status for schedules being created.
In Review: Schedule submitted for leadership review.
Approved: Schedule verified and ready to implement; may lock edits.
Shift Types:
Selling: Contributes to sales metrics
Non-Selling: Does not contribute to sales metrics
Troubleshooting & FAQs
Employee scheduled during unavailable times: Verify preferences and repetition settings.
Preference not saving: Ensure a note is added and the checkmark is clicked before saving.
Auto Build doesn’t generate correctly: Confirm all preferences and employee availability are entered accurately.
Cannot approve schedule: Check leadership permissions and schedule completion.
Schedule editable after approval: Verify if company settings allow lock-down.
Related Articles
Editing Shifts After Auto Build
Managing Employee Roles and Permissions
Forecasting and Budget Settings in Shiftlab
Exporting Time Cards for Payroll
Understanding Shift Types and Color Codes