Planning shifts is now easier with the new Shift Pattern feature! Admins and planners can create a multi-day shift pattern and assign it to multiple employees in one go, helping to simplify workforce scheduling and improve planning efficiency.
This feature is especially useful for businesses with employees who follow the same recurring roster pattern.
💡 Scenario: At Test Cafe, several employees follow a recurring 7-day roster pattern from Day 1 to Day 7. Instead of manually planning each employee’s shift individually every week, the Admin can create a single Shift Pattern covering all 7 days and mass assign it to the relevant employees who follow the same schedule.
In this article, we will guide you through the end-to-end process of using Shift Pattern:
A. Create Shift Pattern
To create a Shift Pattern, follow these steps:
Head to Shift Schedule > Shift Pattern
Click + Shift Pattern
Enter the Pattern Name and Description
The Description field is optional, but it can help Admins differentiate patterns or provide additional information about the shift arrangement.
You will notice that Day 1 is provided as a sample entry by default.
Click the three-dot icon and select Edit to configure Day 1.
You will then be directed to the Edit Shift Pattern page, where you can configure the following:
a. Outlet: Select the outlet applicable for this specific shift day.
b. Shift Type: Choose the appropriate shift type for the day.
c. Start & End Time: Enter the expected working hours for the employee.
For Off Day or Rest Day shifts, you may still input the start and end time if employees are expected to work. This is optional, and you may toggle the option off if not required.
d. Break During Working Hours: Enable this option if the shift includes a break.
You may configure:
Break duration or specific break timing
Whether the break is paid or unpaid
e. Custom Rate: Set a customised rate for the shift if required.
Note: This is only applicable for employees under the Hourly Paid employment type.
f. Shift Colour: Choose a colour to help distinguish the shift visually within the planning page.
g. Remarks: Add any notes or instructions relevant to the shift. These remarks can also be viewed by employees.
Once completed, click Update
The shift details will now be updated based on your configuration.
To create additional days such as Day 2, Day 3, and beyond:
Click the + Day button
Repeat the same steps above
💡 Tip: If you have already created a similar shift, click the three-dot icon and select Duplicate to copy the shift configuration to the next day.
B. Assign Shift Pattern
Once the Shift Pattern has been created, you can assign it to employees in bulk.
Follow these steps:
Head to Shift Schedule > Shift Pattern
Locate the Shift Pattern you wish to assign
Click the three-dot icon and select Assign
Select the employee(s) you would like to assign the pattern to.
💡 Tip: You may also use the available filters to make employee selection easier.
Click Next
You will then be required to complete the following fields:
a. Shift Pattern Starts On: Select the date when the shift pattern should begin. You may click Apply All if the same start date applies to all selected employees.
b. Number of Cycles Created: Choose how many times the shift pattern should repeat.
Example: A 7-day pattern with 4 cycles will generate shifts for 28 days. You may also click Apply All if the same number of cycles applies to everyone.
Click Next
Review the generated shift pattern. You may return to the previous page if any adjustments are required.
Click Submit to confirm the assignment
The Shift Pattern will now be successfully assigned to the selected employees.
You can view the assigned shifts under:
Shift Schedule > Shift Planning
C. View, Edit, Duplicate, and Delete Shift Pattern
Admins may occasionally need to review, update, duplicate, or remove an existing Shift Pattern.
To do so:
Head to Shift Schedule > Shift Pattern
Locate the desired Shift Pattern
Click the three-dot icon
You will see the following options:
a. View: View the full details of the Shift Pattern.
b. Assign: Assign the Shift Pattern to employees.
c. Edit: Modify the existing Shift Pattern configuration.
d. Delete: Remove the Shift Pattern permanently.
e. Duplicate: Create a copy of the Shift Pattern for quicker setup.
Wonderful! You have successfully learnt how to create, assign, and manage Shift Patterns. With this feature, planning recurring rosters becomes efficient for your daily operations.
Need help or have questions? Visit our Help Centre for 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.