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Plan shifts with the roster and handle time off

Build the weekly roster, repeat shifts for several weeks, and request, approve or reject time off.

Updated 2026-10-02

Who can do this: anyone with View staff directory & rosters can see the roster. Adding or removing shifts and approving time off needs Manage staff, shifts & time-off (by default Owner, Admin and Manager). Anyone who can open the Staff pages can request time off for themselves.

The weekly roster

Go to Staff and click Roster (/app/staff/roster). You'll see one row per active team member and one column per day, Monday to Sunday. Use the arrows to move between weeks, or This week to jump back. Each person's row shows their total hours for the week.

Add a shift

  1. 1Click an empty cell.
  2. 2Check the Date and set Start and End. If the end time is earlier than the start, the shift runs overnight.
  3. 3If you have several branches, pick a Branch, or leave it as Their home branch.
  4. 4Under Repeat weekly, choose Just this day, or + next 1 week, 3, 7 or 11 weeks.
  5. 5Add an optional Note and click Add shift.

To remove a shift, hover over it, click the × and confirm. You can also manage shifts from a person's profile on the Schedule tab, which shows last week and the next six weeks.

Time off

  1. 1Go to Staff, then Time off (/app/staff/time-off), and click Request time off.
  2. 2Managers can choose who it's For: Myself or a team member.
  3. 3Pick From and To, add an optional Reason, and click Send request (or Add time off when it's for someone else).

Your own requests start as Pending, and the team gets a "Time-off request" notification. Managers then click Approve or Reject. Filter the list with Upcoming & current, Awaiting approval or All.

When a manager adds time off for someone else (from the For list, or on that person's Time off tab), Mark as approved now is ticked by default, since it's usually leave you've already agreed. Untick it to leave the request pending.

Good to know

  • On the roster, approved leave shows as Time off and pending requests show as Requested.
  • When you add a shift on a day the person has approved leave, or one that overlaps a shift they already have, the shift is still saved but you'll see a "Heads up" warning so you can fix it if it was a mistake.
  • Requests can't start in the past.
  • Without manager permissions, you only see your own requests.
  • Approved leave shows as On leave on the attendance board. See Attendance.