Getting Access and Logging In
To access Shiftlab, you will receive an invite once you are assigned to a store. This invite will come to your email address. If you do not get the email below, check with your manager to confirm that the address is correct in Shiftlab.
Step 1: Click the link in the email below
Step 2: Set your password
The next screen will present you with two password fields to set and confirm your password. (The password needs to be at least 6 characters.)
Step 3: Log in
Once you have set your password, you need to use it again to log in. Once you are in, you can bookmark your schedule and revisit it at any time.
Shiftlab Mobile
How to get Shiftlab on your mobile device:
When logging into Shiftlab for the first time, you will be prompted with the "Add Shiftlab to your Home-screen" button.
If your phone does not prompt you, open Google Chrome (or whatever browser you use on your device) and type in your company's Shiftlab URL (company.myshiftlab.app). You will select the menu option on your browser and choose "Add to Home Screen". This will add Shiftlab Mobile to your device's home screen. We will save your login information and keep you logged in for 7 days and function just like an app!
The mobile view is designed for you to see your schedule wherever you are. From your mobile you can see one week at a time, or you can click into any day to expand the shift information.
Once you get logged in, the image below is the screen you will see. This guide points to each button and section of your Shiftlab home screen.
Getting the Right Employees Added to Your Store
During setup, we add employees to their primary store and look at past sales data to see if they should be added to secondary stores that they might float in. If you have an employee that is not showing up in your store for you to schedule, you can easily add them on your own.
Adding an Employee to your Store
Go to Employees along the top of your Shiftlab, search for the employee, and click on their name to open their profile.
If you scroll to the bottom, you will see their section of Stores. You will click on the green ‘Assign’ button to begin adding a location. You will need to select the Area, District, and Store and hit Save!
Once the store has been added, you will see them in the schedule view.
Removing an Employee from your Store
If you need to remove an employee from a store you will go to Employees along the top of your Shiftlab, search for the employee, and click on their name to open their profile.
Once you scroll down to see their Stores. You will click the ‘Unassign’ button to remove them from your schedule.
For the week that is active you will see a minus sign beside their name indicating that this is their last week in-store. They will drop off all future weeks.
Manual Scheduling
Scheduling is the core functionality of Shiftlab and we have tried to make it as easy as possible for you to schedule strategically, quickly!
To access a schedule for a store, click on the store from the locations list. That will send you directly to this week's scheduling dashboard. This is where you set shifts, manage break, add employee unavailability, see projections, and so on.
Shift Colours
As you will see in the photo above the shifts are different colors. Here is a breakdown of what the different colors are showing you:
Dark Green shifts are the busiest shifts of the week. Here is an example: if you are forecasted to sell 10 items on a Saturday, and you schedule 3 people, they will likely do about 3 apiece. However, if you have a Sunday with 6 items and only 1 person scheduled to work. We will highlight that Sunday shift because they will have double the customers to help!
Light Green shifts are the middle shifts. They are neither the best nor the worst shifts.
Yellow shifts are the slowest of the week. These are good shifts for training, operational duties, and potentially reducing hours!
Employee Availability & Time Off
Day Off / Unavailability:
The first thing you want to do before creating any shifts or using the Auto Build feature, is ensure your employee availability and all approved time off requests are on the schedule. This way our schedule automation can build around them. If you hover your mouse over any blank space on the schedule you will see a blue ‘Pref’ pop up.
Once you click ‘Pref’ you will see the below pop-up screen. Here you can set the preference for that employee.
You can choose ‘All Day’ or just a partial day, as well, if it is a repeating preference, or not. If it is repeating, you can select the days of the week, and it will remain on the schedule for all future weeks until you delete it.
In the example above, this employee is unavailable MTW from 9:00am - 12:00pm (cannot open Mon/Tues/Wed).
Day Off
This will include all non-paid days off and unavailability/preferences.
PTO Shift:
This is for paid time off.
Creating and Editing a Shift
To create a new shift, simply hover over any open area on the schedule for the employee you want to create a shift for and click ‘Add’.
Note: shifts cannot be created in the past.
From the shift creation dialog, you can set the start time and end time, add breaks and notes, and define the shift type.
Regular Shift:
These are your primary shift types. Scheduling them will show your employees when and where they need to work, as well as build on your weekly scheduled hours.
From the shift creation box, you can set the start time and end time, add breaks and shift notes, and define the shift type. It will default to regular. Then hit Save, and you have created your first shift!
To edit a shift: if you hover over any shift that has been created, you will see an option to ‘Edit’ the shift.
Non-Selling Shift:
Non-selling shifts are intended for shifts that you will not be on the floor selling, or if you have designated roles within your company that are non-selling roles.
The hours from non-selling shifts will NOT be counted towards your coverage hours (the yellow line on your chart), as to not affect proper coverage needed as it related to your forecasts. Therefore, you will not see the yellow line on your graph grow with non-selling shifts. They appear on the schedule in black and grey (as shown above).
Non-selling shifts also do not get added to your ‘Scheduled Hours’ metric in the bottom right of your Shiftlab.
Copying and Pasting
After you build a shift or two, you can copy and paste those shifts throughout the scheduling process.
After you build a full week, you can also copy all shifts from that week over to the next week by just clicking the "Copy" button!
Copy a Shift
Just hover over a shift and you will see our copy icon. From there, you can copy a shift and there will be a paste pop-up on empty days for you to paste the shift quickly throughout the scheduling process.
Copy a Full Week
In the top right-hand corner of your schedule you will see a Toolbox icon. If you click that you will see a ‘Copy’ button.
You will be prompted to choose which week (or weeks) you would like to paste it to. And hit Save.
Auto-Build
Open up Shiftlab and navigate to your store.
Click the right arrow to move to the week we are going to be scheduling.
Place Employee Unavailability (Preferences – explained above).
Click “Auto-Build” and then select the employees that you wish to schedule for that week.
Shiftlab will then auto-build that schedule based upon the company strategy, accurate forecasting data, employee performance, and availability!
Now Shiftlab has built your schedule!
Note: when you edit a shift the "A" will disappear.
Every automated shift that is edited will bring down your store’s overall automation percentage.
Some potential edits might be:
Forgot to add unavailability preference. Please add and then Auto Build the schedule again.
Want to give a lower performer a shot at a higher performing shift.
Manager operational duties
You can, however, drag and drop a shift on the same day to a different employee to swap shifts, without affecting the ‘A’ for automation. Simply click and hold onto any shift that you would like to move, drag it to the employee you want to give it to, and release your mouse.
Once your schedule is ready, if your company uses “Schedule Status”, you can now toggle it to “In Review” for your leadership to review and approve!
Forecast Charts
The chart at the bottom of your schedule shows the expected sales based on the Shiftlab forecast for your KPI (Green Line). Once you have shifts on your schedule you will see that forecast overlaid with the labor you have planned for that day or hour (Yellow Line). You can reference this while scheduling to see if you are matching the profile of expected historical performance in your store.
Current Week Insights
To help with schedule execution, you should check out this week's schedule throughout the week. You will see some cool indicators showing you if you hit your sales targets, who is the number one salesperson in the store (to the right of their name), and how many hours each employee is trending so far this week!
Green Line
When your schedule is blank the chart will show you the forecast for your KPI (green line) for the week, or you can view it by hour by clicking on any day on your schedule. This forecast is based on your stores past sales data. In the screenshot below we are showing Gross Profit.
Week:
Day: You can drill in to any day to view the Coverage and Forecasted KPI by the by clicking on the day along the top of your schedule. This is valuable to look at to ensure employees breaks are at times where we are not forecasting peak sales for the day.
Yellow Line
As you start building your schedule you will begin to see the scheduled hours (yellow line) overlaid with the forecast. This is valuable to reference to ensure you are aligning proper coverage with planned sales.
Purple Line
As sales data begins to flow in you will see your Actual Gross Profit (purple line) begin to build.
Mid-Week Trending Hours
In an active week as punch clock and sales data begins to flow in you will see your Trending Hours (weekly punch clock data) as it approaches your Scheduled Hours to see how well your employees are sticking to their scheduled hours. As well as Actual GP vs Planned GP.
Beside each employee you will begin to see sales flow in as the week begins. If you hover over their sales, you will see the measured KPI. In the example below we are using Gross Profit/Monitored Traffic.
You will also see their Actual Hours (top number) above their Scheduled Hours (bottom number) to quickly see if an employee is above or below their weekly scheduled hours.
Red Clock - employee has exceeded their role’s weekly hours and is in overtime
Green Clock - employee is within their role’s weekly hours
Yellow Clock – employee is below their role’s weekly hours
Mid-Week Punch Clock Data
In an active week as punch clock data begins to flow in you will see two different flags on the top left-hand corner of scheduled shifts.
Red Flag - Letting you know that there is a time clock variance on that shift. The variance can be clock in early, clock out early, clock in late, clock out late. If you hover over the red flag, the pop-up will show you; any breaks on that shift, the scheduled shift start and end time, the punch data we received with actual shift start and end time, as well as a summary of those attendance issues (clocked in late, clocked out early, etc.).
Yellow Flag - Letting you know that there is a scheduled break in that shift. If you hover over it, a pop-up will tell you how long the break is and at what time.
Profile Picture
You can add a photo of yourself to personalize your Shiftlab profile. To add a picture: click on your name on the top right-hand corner of your Shiftlab to open your profile. This can be done on desktop or through mobile. Once there you will see the option to 'Click to Upload Photo'.
Print The Schedule
By clicking the toolbox icon along the top right corner of your Shiftlab, you will have the option to print your schedule.
Clear The Schedule
By clicking the toolbox icon along the top right corner of your Shiftlab, you can clear the entire week with one button if you want to start over. We will not clear preferences, only shifts!
Support
The chat bubble in the bottom of the above screenshot will always be there on mobile or desktop views, and you can chat with us anytime if you have questions! Just click it and hit ‘Send us a Message’.
