How to create and configure Shift schedules

A Shift schedule organises employees’ shifts for a specific location. Administrators and supervisors can create schedules in the Day.io web panel, define areas, set opening hours and add employees to plan work efficiently.

Make sure your company structure is already configured before starting.

Key actions or configuration

1. Open the shift schedules module
   • Go to Configure > Schedules and select the Shift schedules tab.
   • A list of existing schedules will appear with Type and Status filters.
   • Click +Add a Schedule in the upper right corner, then Shift.
   • In General information, enter the Shift schedule name and select the Location.
   • Click Create; subsequent edits will be saved with the Save button.
     
     
2. Manage areas
   • Open the Areas tab.
   • Click Add area to create subdivisions such as roles or functions.
   • Enter a Name and choose a Color for each area; colours help identify shifts on the schedule.
   • Save each area.
     
     
3. Set opening hours
   • In the Opening hours tab, enable the days the schedule operates and set the Start and End times for each day.
   • Use the copy icon to replicate times to the next day.
   • Click Save.
     
     
4. Add employees
   • Go to the Employees tab.
   • Search for employees individually or use filters by team and area.
   • Set a Start date and optionally assign a Main area.
   • Click Add to include the selected employees in the schedule.
     
     
5. Deactivate or edit a shift schedule
   • In General information, use Deactivate shift schedule to archive it when no longer needed.
   • To rename or change the location, edit the fields and click Save.
     
     

Other available actions

• Alerts – Alerts can be configured to assist with planning, in order to prevent certain scenarios from being published. See this article for more details.
• Filters – Filter the list of schedules by location and status (Active/Inactive).
• Search – Use the search bar to quickly find a schedule by name.

Tips or troubleshooting

• Choose names that clearly identify the schedule and its location (e.g. “RJ Unit – Store 1”).
• Create areas before adding shifts; they speed up selection during planning.

Best practices

• Set realistic opening hours; scheduling shifts outside this period generates alerts.
• Always add employees and assign their main areas before starting to plan shifts.
• Review area names and colours periodically to maintain consistency.

Frequently asked questions

1. What happens when I deactivate a shift schedule?
   It moves to Inactive status and is no longer available for planning.
2. Can I change the location of an existing schedule?
   Yes. In General information, select a different Location and click Save.
3. How do I delete an area created by mistake?
   Go to the Areas tab, click the trash icon next to the desired area and confirm removal.