Create shifts
Build your schedule in the Schedule Editor by creating shifts. You can create shifts at your own pace by saving shifts as drafts and publishing them all once they're final. This article walks you through how to schedule a shift.
Before you start
To create and edit shifts in the Schedule Editor, you’ll need the Administrator access level or the Add, edit shifts permission, and you can create shifts only for schedules you’re assigned to.
On web
On mobile
On web
To create a shift
Before creating a shift, take a moment to check the available scheduling filters and views to optimize your scheduling. To create a shift:
- Go to Schedule > Schedule Editor.
- Click the cell that corresponds to your scheduling need.
- Enter the shift’s start and end Times.
- Select Hide end time to restrict employees from seeing the shift end time. If this is enabled, employees will only be able to view their start time, as the end time depends on the work volume. This works best for businesses that operate on a peak-hour basis or fluctuating hours, where working hours can’t be fixed.
- If your organization has set up breaks and you want to schedule them for your employees, click +Add Break. Choose an available Break, update its duration if needed, and enter the Start Time.
- Select a Job Site if the employee needs to report to a location different from their usual workplace.
- Select a Position for which the employee is going to work on the scheduled shift.
- Select an Employee, or choose Open Shift and enter the number of employees needed. Refer to the Open Shifts article for more.
- Enter shift Notes if you want to share some context or specific instructions for the employee about the shift.
- Select Repeat to have this shift recur on specific days. Refer to the Repeat Shifts article for more.
- Select the Publish and click Save Shift to create and publish the shift immediately. Employees are notified as soon as the shift is created.
- Click Save Shift without selecting Publish to keep the shift unpublished as a draft in the schedule editor. Draft shifts are not visible to employees, allowing you to create and review all required shifts, make adjustments, and publish them together once your schedule is ready. Employees are notified only after the shifts are published. Refer to the Publishing Shifts article for more details.
To edit a shift
You can update shift details whenever your scheduling plans change. This includes adjusting the shift time, changing the position or job site, reassigning the shift to another employee, or modifying notes. To edit a shift:
- Go to Schedule > Schedule Editor.
- Click the shift you want to update.
- Update the necessary fields.
- Click Save Shift.
If the shift has already been published, you’ll need to republish it so the updates are visible to employees.
To delete a shift
Deleting a shift permanently removes it from the schedule, and the employee will no longer see it in their calendar (My Schedule). To delete a shift, you'll need the Administrator access level or the Delete shifts permission.
- Go to Schedule > Schedule Editor.
- Click the shift you want to remove.
- Select Delete Shift from the bottom of the shift pop-up.
- If the shift is already published, you’ll see a checkbox labeled Notify employees with this message. Select the checkbox and enter your message to send a notification.
- Click Yes, delete.
On mobile
To create a shift
- Open the Zoho Shifts mobile app.
- Tap Schedules at the bottom of your screen.
- Tap the + icon at the top-right corner.
- In the Add Shift window, select the date.
- Enter the shift’s Start and End Times.
- Select Hide end time to restrict employees from seeing the shift end time. If this is enabled, you are letting the employees know about reporting time, but the end time depends on the work volume. This works best for restaurants or businesses that operate on a peak-hour basis, where working hours can’t be fixed.
- If your organization has set up breaks and you want to schedule them for your employees, tap +Add Break. Choose an available Break, update its duration if needed, and enter the Start Time.
- Employee, or choose Open Shift and enter the number of employees needed. Refer to the Open Shifts article for more.
- Select a Job Site if the employee needs to report to a location different from their usual workplace.
- Select a Position for which the employee is going to work on the scheduled shift.
- Enter Shift Notes if you want to share context or specific instructions for the employee.
- Tap Save.
Once the shift is saved, it remains in draft and is not visible to employees. After creating all the necessary shifts for your team, review them as drafts. When your schedule is ready, publish all shifts together so employees are notified.
To edit a shift
- Tap the shift you want to update.
- In the Shift Details window, tap the edit icon available at the top-right corner of your screen.
- Update the necessary fields.
- Tap Save.
If the shift has already been published, your changes will be reflected for employees when you republish the updated shift.
To delete a shift
Deleting a shift permanently removes it from the schedule, and the employee will no longer see it on their calendar. To delete a shift, you'll need the Administrator access level or the Delete shifts permission.
- Tap the shift you want to delete.
- In the Shift Details window, tap Delete at the bottom of your screen. If the shift is unpublished, it is deleted instantly.
- If the shift is published, you can add a Message explaining the deletion and enable the Send Notification checkbox to notify the employee.
- Tap Delete to confirm.
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