Creating shifts: from draft to published
Plan a shift privately as a draft, then publish it so the team sees it in My Day and can confirm.
Rufineous Emmanuel
Last Update a day ago
A shift is one block of scheduled work: a job, a time window and the people doing it. Shifts start as drafts — invisible to the field — and only reach the team when you publish.
Creating a shift
Click New shift on the Schedule. The dialog walks top to bottom:
- Workstream — narrows the job list (only shown if you have more than one workstream).
- Job — pick the job this shift works on. This is the only required choice; if you skip it the dialog says "Pick a job."
- Title — a short label, e.g. Morning blockage clear.
- Team — add one or more people with Add team members.
- Site — a saved site for the job's client, or Use a one-off address. Maliru warns if you pick a site belonging to a different client than the job.
- When — start and end date/time, or tick All day or Continuous / ongoing.
- Claiming — tick Open for staff to claim to let field staff claim spots themselves. Set Available spots and, if you want a say, Require my approval for each claim.
- Notes for the team — anything the field staff should know.
- Attachments — if the job carries files, tick the ones the team should see.
- Tasks — a short checklist for the shift (Add task).
Draft or publish?
Two ways to save:
- Save draft — the shift appears on your schedule under Drafts. Nobody is notified; workers cannot see drafts at all.
- Publish — the shift goes live. Every assignee gets a notification — "New shift: {job} — Starts {when}. Confirm in My Day." — and the shift moves to Published.
You can also draft several shifts over a planning session and publish them in one go with the Publish drafts button.
If someone on the team is missing a credential the job requires, publishing stops with a warning and an Assign anyway option — overriding is allowed but recorded.
After publishing
Open any shift to see its detail: When, Where, Team, Notes for the team, Tasks and Files. Next to each team member you'll see where they stand: confirmed, declined, or not confirmed yet. Workers who decline trigger a notification to everyone who manages dispatch, so a refusal never sits unnoticed.
Editing a published shift notifies the team — added people get "New shift", removed people get "Removed from shift", and everyone kept gets "Shift updated" with a prompt to re-confirm if the time moved. Cancelling sends "Shift cancelled".
Tip: the Dashboard's Unconfirmed shifts and Overdue shifts tiles both jump straight to the Schedule, so you can chase silence before it becomes a no-show.