Ready to build your first week of shifts? This guide walks through the four things every store does to go from a blank calendar to a published schedule: create a shift, create an open shift with a required position, let AI fill it, and publish. It takes about five minutes.

<br> The four-step path from an empty calendar to a published, staffed schedule.

Before You Start

Navigate to Scheduling > Schedule Calendar from the admin sidebar, or go directly to /admin/{store}/schedule. Make sure you have at least one position created (Scheduling Settings) and a few team members added — you'll need both to fill shifts.

Step 1: Create a Shift

Click on any empty cell in the calendar grid — the intersection of an employee's row and a day column.
A shift creation form appears with start time, end time, and position fields.
Set the shift details and click Save.

This assigns the shift directly to that employee. You'll see it appear as a colored block on the calendar.

Tip: You can also drag an existing shift to a different day or employee row to move it, or hold Ctrl (Cmd on Mac) while dragging to copy it.

Step 2: Create an Open Shift with a Required Position

Open shifts are unassigned shifts that any qualified employee can claim through the mobile app or the approval queue — instead of scheduling a specific person, you're scheduling a role.

Click the Open button in the toolbar to show the Open Shifts row at the top of the calendar, if it isn't already visible.
Click an empty cell in the Open Shifts row for the day you need coverage.
Set the start time, end time, and — importantly — the required position (for example, Shift Lead or Buyer). This position requirement is what determines who's eligible to claim it or be assigned to it by AI.
Click Save.

Your open shift now appears in the Open Shifts row, waiting to be filled.

Step 3: Run AI Fill

With at least one open shift on the calendar, you're ready to let AI suggest who should work it.

Click Generate with AI in the toolbar.
The system reviews employee availability, position qualifications, historical patterns, and labor budget to suggest assignments for your open shifts.
Review the suggestions — each one shows who's proposed and why.
Click Apply to accept the suggestions you want, or Dismiss All to discard the set and try again.

Tip: AI can only assign employees who have availability set for the week and who qualify for the shift's required position. If a shift comes back unfilled, expand it to see the specific reason (no qualified employees available, everyone at max hours, etc.).

Applied AI assignments become regular shifts — you can edit, move, or delete them like any other shift afterward.

Step 4: Publish

Your schedule isn't visible to your team until you publish it.

Check the schedule status shown in the toolbar (DRAFT or PUBLISHED).
Review the week for accuracy — coverage, overtime, and any remaining open shifts.
Click Publish Changes.

Once published, employees are notified and can see their shifts on the mobile app and the My Schedule page.

Tip: You can always come back and adjust a published schedule — just remember to publish again after making changes so your team sees the update.

Frequently Asked Questions

Do I have to create an open shift before using AI fill?

Yes — AI fill only assigns employees to open (unassigned) shifts. If your week has no open shifts, there's nothing for it to fill. Create at least one open shift with a required position first (Step 2).

What if AI can't fill a shift?

Common reasons: no qualified employees available during that time slot, everyone eligible is already at max hours, or a time-off conflict. Expand the unfilled shift on the calendar to see the specific reason, and adjust availability or the position requirement as needed.

Can I publish with open shifts still unfilled?

Yes. Open shifts remain visible and claimable by employees through the mobile app even after you publish — publishing doesn't require every shift to be assigned.

Where do I go to try this?

Head to your Schedule Calendar: /admin/{store}/schedule.

Scheduling System — full calendar reference (views, templates, overlays, labor summary)
AI Schedule Generation — a deeper look at AI fill, tips, and troubleshooting

Build Your First Schedule