In this guide, we’ll walk you through the Shift Schedule module. You’ll learn what each part of the screen means, how to switch views, and how to use the available tools. With this guide, you will build more confidence when planning and managing shifts.
This article contains:
D. Quick Tools
A. Type of Shift Views
The Shift Schedule can be displayed in different ways depending on what you want to focus on.
Group by Outlet
Group by No Group
View by Employee
View by Shift Time
a. Group By
i. Group by Outlet (Default)
Shifts are grouped based on outlets you’ve created.
Learn how to create outlets here
You can see which employees are assigned to Outlet A, B, and so on.
Example: Office SG outlet shows all employees assigned there, with their respective shifts.
💡Scenario: One day, the Admin needs Employee Alya to work at Outlet Office HQ. Once a shift is planned for her, her name will automatically appear under that outlet for that week only, and will disappear the following week. You would need to manually assign the shift for her if she is required to work at the same outlet again.
ii. Group by No Group
Shifts are shown by employees only which are not grouped by any outlets.
Example: Use this to quickly check the manpower for any particular day across all outlets, without focusing on outlet assignment.
💡Scenario: The Admin wants to prepare the payroll report for this week. By viewing shifts without outlet grouping, they can quickly see all employees scheduled for the week across the company, regardless of outlets. This helps ensure that they capture the total working hours accurately without outlet bias.
b. View By
i. View by Employee (Default)
The first column of the table shows the list of employee’s names which allows you to view schedules per employee on a weekly basis.
Example: Use this to view and verify if an individual employee has any shifts assigned this week.
💡Scenario: Aprilia, a new employee enquires about her working hours for the week. The Admin switches to View by Employee to easily verify her schedule and ensure that she isn’t double-booked.
ii. View by Shift Time
Shifts are arranged based on timing across the day which helps you spot manpower gaps at specific hours.
Example: In Outlet A, you want to check how many people are working during the morning shift to avoid overstaffing or understaffing.
💡Scenario: The Admin is reviewing the schedule for Saturday morning. Using View by Shift Time, he noticed that only one employee is assigned between 9 am–6 pm at Outlet HQ, while normally three are needed. This helps the Admin spot a manpower gap and plan an extra shift.
B. Navigation and Tools
On the top bar, you’ll find several useful tools:
a. Week Picker & Today Button
Use the week picker to choose which calendar week to view.
Click Today to return to the current week’s schedule.
b. T icon (🅣) – View available shift templates
👉 See guide: Shift Template
c. + Create Open Shift
Quick way to create an open shift.
👉 See guide: Creating an Open Shift
d. + Create a Shift
Add a new planned shift.
👉 See guide: Creating a Shift
e. Publish All
Publishes all open and normal shifts for the selected week.
👉 See guide: Publish a Shift
C. Managing Shifts
a. Checkbox Options
These options allow you to make shift selections easily:
Select Current Page: Choose shifts on the current page.
Select All Items: Choose all shifts, even across multiple pages (useful if you have >20 employees).
Deselect Current Page: Remove selection from current page.
Deselect All: Remove selection across all pages.
b. Bin Icon – Delete selected shifts.
Make sure you’ve ticked the correct shifts before deleting.
c. Copy to Next Week – Duplicates selected shifts to the following week.
D. Quick Tools
a. Search (Magnifier Icon): Quickly find employees by name.
b. Show Filter: Narrow down shifts by multiple criteria as follows:
i. Company
ii. Department
iii. Position
iv. Tag
v. Employee Group
vi. Primary Outlet
vii. Shift Outlet
viii. Shift Colour
c. Sort: Arrange shifts in ascending or descending order.
To remove sorting, click Delete all sorts.
Wonderful! You now know how to navigate and use every feature inside the Shift Schedule module.
Next, you can move on to planning and publishing shifts:
Still exploring? Head over to our Help Center for more in-depth guides and FAQs.
If you have any questions, feel free to reach out to us at support@gutsyhq.com. We'll get back to you from there.