Shifts and scheduling

Find your way around Shifts

1. Open Shifts from the main navigation. On desktop, the Shifts sections appear indented underneath it in the sidebar. On a phone, use the section tabs above the schedule.
2. Choose Schedule to return to the calendar, Open shifts for available work, or Requests for time off and swaps. Managers also have Checks. Availability appears when it is Open or Paused.
3. Use Shifts settings for calendar options and, if you are an administrator, Employee availability settings. Use More schedule actions for tools such as Copy a week… and Add repeating shifts….

Only sections you have permission to use are shown. Turning availability Off removes its navigation entry. Full-screen scheduling keeps its navigation inside the schedule.

Find your schedule

1. Open Shifts → Schedule. Your establishment must enable Shifts and give you access. Check the establishment name and timezone.
2. If Schedule scope is offered, choose My schedule for your assignments. It is also available in Shifts settings; Team schedule shows the team information you are allowed to see.
3. Choose Day, Week or Month. Use Previous, Next or Today to change the date range. Open a shift to read its time, position, break and available actions.
4. Read times in the establishment’s timezone. A +1 beside the end time means the shift ends the following day.

Your published schedule is the official assignment in Oomūli. A manager’s saved working changes do not replace it until they are published.

Set the times you are available

1. Open Shifts → Availability. Under Every week, use Add available time for a day and enter its start and end times.
2. Select a day name to switch between Unavailable and No restriction. Unavailable means you cannot work that day; No restriction means you have not limited the hours.
3. For a one-day exception, open Specific dates. Under Mark one date unavailable, choose the date and select Set. Adjust its available times if needed. Use Use weekly pattern to remove the exception.
4. If approval is not required, wait for Availability saved after each change. If approval is required, finish your initial entry and select Save availability. For later changes, choose Requested effective date and select Submit availability change. Current availability stays in effect until approval and the approved date.

Availability helps managers plan. It does not cancel or change a shift already published. Approved time off takes priority over your weekly pattern or a date exception.

Request time off

1. Open Requests → Time off in Shifts. On desktop, use Requests under Shifts in the main sidebar. On a phone, use the Requests tab. Select Request time off.
2. Choose From and To for whole days, or Request part of a day… for specific start and end times. Check the establishment timezone and add an optional Reason.
3. Review the dates, then select Send request. Return to Time off to check its status; sending it does not approve it.
4. If you need different dates, use Withdraw on an eligible pending or approved request before it starts, then submit a new request.

Only you and authorized reviewers can read the private reason. Approval or withdrawal does not remove an existing published shift. Ask your scheduling manager to resolve any overlap.

Pick up work, swap a shift or offer it for cover

1. For extra work, open Open shifts and choose an eligible opening. Read the details and select Submit pickup request. Check Requests and your published schedule for the result.
2. For an exchange, open your future shift in My schedule and select Swap shift. Choose an available coworker shift, select Review exchange, check both assignments and select Send swap proposal.
3. For cover without an exchange, open your shift, select Offer for cover, review it and select Confirm offer for cover. An eligible coworker can request it.
4. Open Requests → Swaps to follow the status and use Accept, Decline or Withdraw when offered. Waiting for coworker means the other person must respond; Waiting for manager means final approval is still needed.

A request is not an assignment. You remain responsible for your original shift until the change is approved. Eligibility, timing and conflicts can limit the options offered.

Add or edit shifts as a manager

1. With scheduling management access, choose Manage schedule and the date. Select Add. For a one-off shift, choose Custom times…; a Shift type fills reusable times and other saved details.
2. Check Start, End, Scheduling position, Employee or Open shift, and Unpaid break (minutes). Enter any Note visible on published shift that employees need.
3. Review the time and any warnings, then use Add shift or the review’s Save changes action. Existing shifts offer Edit shift and Save changes. Check that the saved shift appears among the unpublished changes.
4. Use Checks to review unassigned shifts and warnings. Resolve overlaps or approved time off before publishing. An availability override needs the required permission and a reason.

Saving keeps a working change for managers. It does not publish the shift or tell employees to work it. Hours and wage estimates are planning information, not payroll or recorded clock-in time.

Publish changes and review requests

1. In Manage schedule, select Publish or Review & publish. Read the dates and all proposed additions, changes and removals. The review can include changes hidden by your current calendar filters.
2. Check affected employees, hours and conflicts, then use the publication confirmation shown for that range. Wait for Schedule published or Shift published and read the result before selecting Done.
3. To review requests, open Requests under Shifts in the desktop sidebar, or from the Requests tab on a phone. In Time off or Swaps, open a request, review its dates and current assignments, then review and confirm the approval or denial offered to you.
4. After approving time off, resolve any existing assigned shift separately and publish the schedule change. You cannot approve your own time-off request.

If the review says the schedule changed, refresh the review and read it again. Do not assume a stale proposal was approved.

Reuse shifts and maintain scheduling settings

1. Open More schedule actions → Copy a week… or Add repeating shifts… when available. Choose dates and review the shifts, people, positions and conflicts before saving. Publish the new drafts when ready.
2. Use Team & positions… to maintain positions and the teammates eligible for them. Use Shift types… for reusable shift times. A position such as bartender is separate from an access role such as Manager.
3. Use Venue settings… to review Week starts on, Minimum rest between shifts and Overtime threshold, then Save settings. Financial settings appear only with the required access and features.
4. For earlier changes, open Schedule history. If a recovery action is offered, read the before-and-after result and enter the required reason before confirming. Restore & publish changes the official schedule.

Print the published schedule

1. Choose the date range, Day, Week or Month, and the people or position filters you need. Open Shifts settings → Print.
2. Review the published preview, date range, timezone and people. Month offers calendar and detailed layouts. Printing uses published assignments and does not publish your working changes.
3. Choose Print / Save as PDF and finish in your browser’s print window. Use a printer or Save as PDF if your device offers it. Check the generated time; a printed schedule does not update after changes.
4. For time-off records, use Export / Print in the Time off view, read Scope and select Export CSV or Print / Save as PDF. Only the records you are allowed to see are included.

If a shift or change is missing

1. Check the establishment, date range, Schedule scope and filters. Clear filters and use Refresh schedule. Ask the scheduling manager whether the change was published.
2. If a save or publication is uncertain, use Retry save safely or Retry publication safely when offered. Check the result before starting a new change.
3. If a time is rejected around a daylight-saving change, review the establishment-local date and any repeated-time choice shown. If access is missing or an error remains, contact your administrator or Help & feedback.

Open, pause or turn off availability

1. As an establishment administrator, open Shifts, select Shifts settings, then Employee availability settings.
2. Choose Open to let employees edit availability and check it during scheduling. Choose Paused to keep the checks but stop changes. Choose Off to stop entry and availability checks.
3. Select Save availability setting. Off removes the Availability tab; the remaining tabs use the available space. Return to Shifts settings to enable it again.
4. Use Export / Print team availability in these settings to retrieve saved team records, including when availability is off.

Saved records are kept in every mode. Approved time off is always checked. These settings do not change published shifts. Managers with scheduling or time-off review access can also export the team from Availability while that tab is available.

Clear an unpublished week, month or date range

1. With scheduling management access, open Shifts → Schedule and choose Manage schedule. In Shifts settings, set Schedule version to With unpublished changes if needed.
2. Open More schedule actions → Clear unpublished shifts…. Choose Selected week, Selected month or Custom dates. Week and month use the date you are viewing; a month includes only that calendar month.
3. Select Review unpublished shifts. Check the dates, people and shift times. All positions and people are included, even when calendar filters hide them. Overnight shifts belong to their start date in the establishment’s timezone.
4. Select Clear shifts and check the number cleared. Select Done to return to the schedule. Published shifts and pending edits or cancellations to published shifts are protected.

Only shifts that have never been published are removed, including their unpublished cancellation drafts. This cannot be undone from the calendar. Their details remain in Schedule history; no employee notifications are sent.

If the schedule changed, review it again before clearing. If a connection problem leaves the result uncertain, use Retry clearing safely to check the same request. A retry will not remove newly added shifts.

You can review up to one year and 2000 shifts at a time. Choose a shorter range if there are more shifts.

Require and review availability changes

1. As an administrator, open Shifts → Shifts settings → Employee availability settings. Select Require approval for availability changes, then Save availability setting. This is optional; it starts turned off.
2. Employees can save their initial availability directly. Later edits stay in the form until they choose Requested effective date and Submit availability change. Requests do not change the current scheduling rules.
3. Managers with time-off review permission open Shifts → Requests → Availability requests. Open a request to compare Current and Requested hours, check the Effective date and add an optional Decision note.
4. Select Approve availability change or Decline. Approved rules begin on the effective date, using the establishment time zone. If the requested date has passed, choose today or a later date before approving.
5. Employees can use Your availability requests to withdraw a pending request. Reviewers can use Cancel scheduled change before an approved change takes effect.

A person can have one pending or scheduled change at a time. Turning off the approval requirement does not approve or remove existing requests.

Availability requests are separate from time off. Approval never changes an already-published shift. Check the schedule for affected assignments.

Export / Print my availability and Export / Print team availability show rules in effect on the report date. Availability requests has its own Export / Print option for requested hours, decisions and effective dates.

If you see that current availability changed, reload and compare again. A stale request needs an updated submission; it is not applied over newer records.