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.
<br> 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.
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 |
| Single day with hourly detail |
| Standard 7-day view (Mon-Sun) - the default view |
| Two-week overview for planning ahead |
| Full month at a glance for high-level visibility |
Creating and Editing Shifts
Creating a Shift
Click on any empty cell in the calendar grid (intersection of employee row and day column)
A shift creation form appears with start time, end time, and position fields
Set the shift details and click
Save
Editing a Shift
Click on an existing shift block in the calendar
Modify the start time, end time, position, or notes
Click
Saveto 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.
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 or Summer Hours template and apply 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:
Calendar overlays add visual data layers to help you make smarter scheduling decisions.
Overlay | What It Shows |
Availability | Employee availability patterns |
Time Off | Approved and pending time-off requests |
Wait Time | Heat map of historical customer wait times |
Sales Volume | Transaction and revenue data |
Shift Coloring
Click the Colors dropdown to change how shifts are color-coded:
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
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.
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 |
| Jump to the Timesheets page for the current week |
Gear icon | Open Scheduling Settings |
Refresh icon | Reload schedule data from the server |