The Schedule Calendar is your command center for managing employee shifts. View your team's schedule at a glance, create and edit shifts with drag-and-drop, copy previous weeks, use templates, and track labor costs — all from one powerful interface. ![Schedule Calendar Overview](/images/support/articles/schedule_calendar_viewport.png) *The Schedule Calendar showing the weekly timeline view with employee rows and shift columns.* --- ## Getting There Navigate to **Scheduling** > **Schedule Calendar** from the admin sidebar, or go directly to `/admin/{store}/schedule`. ![Sidebar Navigation](/images/support/articles/schedule_sidebar_navigation.png) *The Scheduling section in the sidebar expands to show all scheduling pages.* --- ## Interface Layout | Area | Purpose | |------|---------| | **Toolbar** | Week navigation, view toggles, copy/template/overlay controls | | **Employee Panel** (left) | Lists all schedulable employees with initials, name, position, and weekly hours | | **Calendar Grid** (center) | Interactive timeline showing shifts by day and employee | | **Labor Summary** (bottom) | Regular hours, overtime, total hours, estimated cost, and key stats | --- ## Navigating the Calendar ### Changing the Week Use the **left/right arrows** next to the date range to move between weeks. Click `Today` to jump back to the current week. ### View Options Switch between views using the toolbar buttons: | View | Description | |------|-------------| | `Day` | Single day with hourly detail — great for fine-tuning daily coverage | | `Week` | Standard 7-day view (Mon–Sun) — the default view | | `2 Wks` | Two-week overview for planning ahead | | `Month` | Full month at a glance for high-level visibility | --- ## Creating and Editing Shifts ### Creating a Shift 1. Click on any empty cell in the calendar grid (intersection of employee row and day column) 2. A shift creation form appears with start time, end time, and position fields 3. Set the shift details and click `Save` ### Editing a Shift 1. Click on an existing shift block in the calendar 2. Modify the start time, end time, position, or notes 3. Click `Save` to apply changes ### Drag and Drop - **Move a shift**: Drag a shift block to a different day or employee row - **Resize a shift**: Drag the edges of a shift block to adjust start/end times > **Tip:** Hold `Ctrl` (or `Cmd` on Mac) while dragging to copy a shift instead of moving it. --- ## Copying Schedules ### Copy Previous Week Click the `Copy` button in the toolbar to copy last week's entire schedule into the current week. This is the fastest way to maintain a consistent weekly pattern. ### Copy Day (Day View Only) When in `Day` view, you can copy a specific day's shifts to another day — useful for repeating a particular day's coverage pattern. --- ## Templates Click the `Templates` dropdown in the toolbar to access schedule templates. | Action | Description | |--------|-------------| | **Save as Template** | Save the current week's schedule as a reusable template | | **Apply Template** | Load a saved template into the current week | | **Manage Templates** | Edit, rename, or delete existing templates | > **Tip:** Templates are great for seasonal patterns — save a "Holiday Week" template or a "Summer Hours" template and apply them when needed. --- ## Open Shifts Click the `Open` button in the toolbar to show or hide the **Open Shifts** row at the top of the calendar. Open shifts are unassigned shifts that employees can claim through the mobile app or approval queue. --- ## Calendar Overlays Click the `Overlays` dropdown to layer additional data on top of your schedule: ![Overlays Dropdown](/images/support/articles/schedule_overlays_dropdown.png) *Calendar overlays add visual data layers to help you make smarter scheduling decisions.* | Overlay | What It Shows | |---------|---------------| | **Availability** | Employee availability patterns — see who's available before scheduling | | **Time Off** | Approved and pending time-off requests overlaid on the calendar | | **Wait Time** | Heat map of historical customer wait times — schedule more staff during busy periods | | **Sales Volume** | Transaction and revenue data — align staffing with sales patterns | --- ## Shift Coloring Click the `Colors` dropdown to change how shifts are color-coded: ![Colors Dropdown](/images/support/articles/schedule_colors_dropdown.png) | Option | Description | |--------|-------------| | **By Role** | Colors based on employee position (Buyer, Manager, etc.) | | **By Shift Type** | Colors based on Opening, Mid, or Closing shift classification | --- ## Publishing the Schedule The schedule status is shown in the toolbar (e.g., `PUBLISHED` or `DRAFT`). - **Publish**: Makes the schedule visible to employees on the mobile app and My Schedule page - **Unpublish**: Reverts to draft mode — employees will no longer see the schedule > **Tip:** Always review the schedule before publishing. Employees receive notifications when a new schedule is published. --- ## AI Schedule Generation Click `Generate with AI` to use AI-powered scheduling. The system analyzes employee availability, position requirements, historical patterns, and labor budgets to suggest an optimized schedule. > **Note:** AI scheduling is a Premium feature. Contact your account manager for access. --- ## Labor Cost Summary The bottom bar shows real-time labor metrics for the displayed week: | Metric | Description | |--------|-------------| | **Regular Hours** | Total non-overtime hours scheduled | | **Overtime Hours** | Hours exceeding overtime thresholds | | **Total Hours** | Combined regular + overtime hours | | **Estimated Cost** | Projected labor cost based on pay rates | | **Employees Scheduled** | Number of employees with shifts this week | | **Shifts This Week** | Total number of individual shifts | | **Open Shifts** | Unassigned shifts available for claiming | | **With Overtime** | Number of employees in overtime | | **Avg Cost/Hour** | Average labor cost per hour | --- ## Quick Actions | Button | What It Does | |--------|-------------| | `Timesheets` link | Jump to the Timesheets page for the current week | | Gear icon | Open Scheduling Settings | | Refresh icon | Reload schedule data from the server | --- ## Related Articles - [Timesheets](/support/articles/timesheets) - [Approval Queue](/support/articles/approval-queue) - [Availability Management](/support/articles/availability-management) - [Scheduling Settings](/support/articles/scheduling-settings) - [Audit History](/support/articles/audit-history)