Shift Scheduling
Build shift templates, create rotation patterns, assign employee schedules, and manage swap requests — integrated with the resource calendar.
Overview
The Shift Scheduling module handles the complete scheduling workflow for hospitality operations. Define reusable shift templates, create rotation patterns for automated schedule generation, and let employees request swaps with peer approval. Shift assignments integrate with the existing resource allocation system, so employee schedules appear on the resource calendar alongside room bookings and equipment reservations.
Shift Templates
Define reusable shift patterns with start/end times and visual color coding.
- Time range - Start and end times in HH:MM format
- Break duration - Total break time in minutes
- Split breaks - Optional split break start/end times for hospitality split shifts (e.g., morning service + evening service)
- Overnight shifts - Full support for shifts crossing midnight
- Color coding - Assign colors for visual distinction on the schedule board
- Shift codes - Short codes (e.g., "M" for morning, "E" for evening) for compact schedule views
Hospitality Split Shifts
Split shifts are common in restaurants and hotels where staff work a morning service, have a break, then return for evening service. Set split break start/end times to track this accurately.
Shift Rotations
Create repeating rotation patterns to generate schedules automatically.
Cycle-Based Patterns
Define a rotation cycle length (e.g., 7 days, 14 days) and assign shift templates to each day of the cycle. The system repeats the pattern automatically.
Rotation Slots
Each slot maps a day-of-cycle to a shift template. For example: Day 1 = Morning, Day 2 = Morning, Day 3 = Evening, Day 4 = Off, etc.
Automatic Generation
A weekly scheduled job (Sunday 02:00) generates the next week's shift assignments from active rotations, so managers always have schedules prepared in advance.
Shift Assignments
Assign specific employees to shifts on specific dates, either manually or via rotation.
- Employee + date + shift - Each assignment links an employee to a shift template on a specific date at a specific business unit
- Time overrides - Override the template's default start/end times for individual assignments
- Status tracking - Assignments can be scheduled, confirmed, or cancelled
- Attendance link - When an employee clocks in, the system matches it to their shift assignment for lateness detection
Resource Calendar Integration
Each shift assignment automatically creates a corresponding resource allocation. This means employee shifts appear on the existing resource calendar alongside room bookings and equipment reservations, and scheduling conflicts are detected by the existing availability logic.
Weekly Schedule View
The schedule board shows a week view with employees on the Y-axis and days on the X-axis. Each cell shows the assigned shift template with its color code.
- Color-coded shifts - Instantly see shift patterns at a glance
- Filter by BU - View schedules for specific departments
- Week navigation - Browse past and future weeks
- Quick assignment - Click cells to assign or modify shifts
Shift Swap Requests
Employees can request to swap shifts with colleagues, subject to manager approval.
1. Request
Employee selects their shift and the target employee's shift they want to swap with.
2. Pending Approval
The swap request goes to managers with shift swap approval permissions.
3. Approve or Reject
Manager reviews the swap. On approval, both employees' shift assignments are updated automatically.
Leave Integration
When a leave request is approved for a date that has a shift assignment, the shift is automatically cancelled and the attendance record is marked as an excused absence. This ensures no scheduling conflicts between approved leave and shift duties.