Adding and Maintaining Repeating Shifts

Repeating Shifts allow you to automate shift scheduling for employees who follow consistent work patterns. You can create recurring shifts with daily or weekly frequency, edit them in bulk, and delete them as needed. This reduces manual effort, minimizes scheduling errors, and gives you more control over shift management. 

Creating a Repeating Shift 

You can create a repeating shift from any flow that opens the Assign Shift or Edit Shift pop-up. This includes clicking a shift tile on the schedule. 

To create a repeating shift: 

1. Select a cell in the schedule under the employee and date where you want to add a shift. The Assign Shift screen appears.
   
2. Enter shift details
   • Employee
   • Position
   • Date and Time
   • Breaks (manual entry if automated break rules are not applied) 

3. In the Repetition section, choose one of the following: 

   • Doesn’t Repeat – for one-time shifts
   • Daily – for shifts that repeat every day
   • Weekly – for shifts that repeat weekly 

   Note: The Repetition field is dynamic. You can switch between Daily and Weekly within the same screen. 

4. When you select Daily or Weekly, a Repetition settings pop-up appears. Fill in the following:
   
   • Starts On – the first date of the recurring shift.
   • Ends On – the last date of the recurring shift (up to one year from the start date).
   • Repeat – Select Daily or Weekly from the drop-down.
   • Every – select how often you want to repeat the shift. For example, every 2 days or every 2 weeks. 

5. When you select Weekly in the Repeat dropdown, the On Days section displays.
   

   Select the days of the week you want the shift to repeat. 

6. Review the summary at the bottom of the pop-up to confirm the recurrence pattern.
7. Select Save and then select Save and Close. 

The system creates shifts based on the selected pattern. A recurring icon on shifts helps you identify repeating shifts. Hovering over the icon shows the recurrence details. 

Note:

• The maximum recurrence range is one year from the selected start date.
• If you try to select an end date beyond one year, the system grays out the date or shows an error.

Editing a Repeating Shift 

You can edit a repeating shift from the date when the change should begin. 

To edit a repeating shift: 

1. Navigate to the specific date where you want to start editing.
2. Select the shift tile and choose one of the following:
   
   • Edit this shift – modifies only the selected instance.
   • Edit this and following shifts – updates the selected shift and all future shifts in the series.
3. Make your changes to:
   • Time
   • Position
   • Breaks
   • Recurrence pattern
4. Select Save and Close. 

Note: You can also convert a regular shift into a repeating shift by editing it and selecting a recurrence pattern. 

Deleting a Repeating Shift 

To delete a repeating shift, select the X icon in the shift tile and choose one of the following: 

• Delete this shift – removes only the selected instance.
• Delete this and following shifts – removes the selected shift and all future shifts in the series.

A confirmation pop-up appears showing the recurrence details (example: “Repeats every day from August 12 to August 22”). Past shifts in the series (e.g., August 8 and 9) are not deleted. The system splits the series into two parts: the past remains, and the future is deleted.

Managing Conflicting Shifts 

When a repeating shift overlaps with an existing scheduled shift, an error message screen appears.

The screen displays a table with the following details:

• Employee – The staff member whose schedule is in conflict.
• Date – The date on which the conflict occurs.
• Reason – A description of the conflict, such as an overlapping shift already assigned. 

You can resolve the conflicts using one of these options: 

Move Conflicts to Open Shifts 

• The system moves the conflicting repeating shift to Open Shifts.
• The original scheduled shift remains unchanged.
• The moved shift becomes a regular shift and loses its recurrence icon. 

This ensures that manually scheduled shifts—often created after discussions or adjustments—are preserved. 

Skip Conflicting Shifts

If you choose to skip a shift during creation: 

• That specific shift is not created.
• The rest of the series remains unaffected.
• The skipped date will not show any shift unless manually added later. 

Back 

Return to the shift form and update the details to fix the conflict.