Schedule management

The whole schedule.
On one board.

Build the week, move people with a drag, see who asked for what and what is still open, and publish to your team’s app. Every change is checked against your rules before it is saved.

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  • Scheduling shift workers since 2005
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Work schedule · May 12–18 Customer care 264 employees
Group by positions

Hundreds of employees on one board, grouped by position

One board, any size

Built for big schedules

Weekly, two-week or monthly schedules, for 20 employees or for several hundred on one board. Arrange the board the way you read it best, and EZShift remembers it for you on every device.

  • By shift, position or day

    Group the board by shift names or positions, set the day columns wide or narrow, look at one week of a longer period, open a single day, or see a schedule per employee.

  • Names or counts

    Show every name, or only how many are on each shift and how many places are still open. Compact rows fit more of the week on one screen.

  • Only what you need

    Filters for positions, shift names, tags, employee groups and shifts that still have open places. Highlight one employee to find their shifts and availability across the board.

  • A layout that fits your screen

    Seven board layouts, and a suggestion for the one that fits your screen and your team. The work rail keeps the employee list, the schedule check, tasks and swaps beside the board: pinned, hidden until you need it, or floating.

Drag and drop

Move people with a drag. The rules come along.

Drag an employee from the list onto a shift, move a scheduled employee to another shift, or drop them on a colleague to swap. Every drop is checked against your scheduling rules before it is saved.

  • Assign, move or swapDrop on an open place to assign, or on an occupied one to add to the shift or swap with the employee there.
  • Checked before it is savedA change that breaks a rule shows its alerts, and only managers you allowed can go ahead.
  • On a tablet tooTap to pick an employee and tap where they go, without dragging.

Dynamic schedules

Every week is different. EZShift is built for that.

New requests, time off, people who joined or left, a busy holiday week. Set up the shifts and places the week needs, and the people are scheduled from scratch, from this week’s requests and your rules.

  • A default structure of shifts, places and positions, ready for every new week
  • Saved day templates for holidays, events and special days
  • Change the places a day needs, or copy a day’s structure to other dates
  • Assign the key people yourself, and the engine schedules everyone else around them
  • Mid-week changes? Recommendations for every open place, checked against the rules

AI assistant

Tell the assistant what you need. It sets up the board.

Describe the staffing in your own words, and the AI assistant builds it across the days and shifts. Ask it about the board, too.

  • Build and adjust"Add a waiter to every morning, 09:00–17:00." "Make all evening shifts start at 16:00."
  • Copy and assignCopy one day’s staffing to other days, assign or replace people, clear what you don’t need.
  • Ask about the board"Which mornings have no cashier?" Questions are answered without changing anything.

Requests on the board

Who asked for what, right where you schedule

Pick an employee and the board lights up with their requests: the shifts they can’t work, would rather not work and asked for. Approved time off shows under the dates, so nobody is scheduled on their vacation by mistake.

  • Requests for a date and fixed weekly availability
  • Approved time off and special requests on the board
  • Shifts or hours per employee, next to every name
  • Open places marked on every shift that isn’t fully staffed
  • The engine’s recommendation for every open place

Publishing

Publish when it’s ready. Your team gets it in the app.

Employees see the schedule only after you publish it. Then everyone gets it in the app, and changes you make later reach the people they affect.

  • Publish to view only, or let employees take open shifts, with or without your approval
  • A message to the whole team or only to those scheduled, with each person’s own shifts
  • By push notification in the app, and by email to those without it
  • Changed a published schedule? Send the updates before you leave the page
  • See who has already viewed the schedule

Branches and departments

Short on the evening? Bring someone over from another branch.

Each branch or department can have its own schedule, or several can share one board. When one is short, a manager with rights in both can fill the place with an employee from the other, and the shift shows up in that employee’s home schedule too.

  • Assign an employee from another schedule to an open place
  • The shift is added to the employee’s home schedule as well
  • Both boards show who was brought in and who was sent out
  • Managers of several branches switch between them in one click
  • Or schedule several branches or departments together on one board

Manager permissions

Every manager can do exactly what they should

Five manager levels, set per branch. A shift manager can fix today’s shifts; publishing, automatic scheduling and templates stay with the schedule manager. You decide what each level may do.

  • A separate level for each manager in each branch
  • View only or edit, per action
  • How far back and ahead a manager may change the schedule
  • A fixed filter, so a manager sees only their own team
  • Which managers may go ahead despite a scheduling alert
  • A log of schedule changes: who assigned, removed or published, and when

The details that matter

Everything a real schedule needs

  • Notes and tags

    Notes for a day, a shift or one employee in it, visible to the employee if you want. Up to three tags per shift.

  • Personal hours

    Someone starts an hour late? Change one employee’s hours inside the shift, without changing the shift.

  • Excel and PDF

    Export the schedule as on screen, by employee, or as a table of shifts and dates, in either direction.

  • Talk from the board

    Chat with an employee or send a message to the team without leaving the schedule.

Questions about schedule management

Weekly, two-week or monthly schedules?

All three. Your account is set to the period that fits you. In longer periods you can look at the whole period or one week at a time, or open a month view.

How many employees can one schedule hold?

Hundreds. Most of our customers schedule more than 50 employees on a board, and some schedule several hundred on a single board. Grouping, filters, a counts-only view, compact rows and a suggested board layout keep a board that size easy to read, and each manager’s view settings are saved for them.

Can each manager keep their own view of the board?

Yes. The grouping, the column width, names or counts, compact rows and where the employee list sits are saved for each user and follow them to any device. A manager can also have a default filter.

Can employees see the schedule before I publish it?

No. Employees see a schedule only after it is published. Before that, only managers with permission to see unpublished schedules can open it.

Can employees take open shifts themselves?

Yes, if you choose so when you publish: employees can take open shifts that fit their position directly, or ask for them and wait for a manager’s approval.

Can I print the schedule?

Export it to PDF or Excel in one of four layouts, with the filters you choose, and print from there.

We have several branches. Can one employee work in two of them?

Yes. A manager with rights in both schedules can bring an employee over to an open place, and the shift is added to the employee’s home schedule too.

Your next schedule, on one board.

14 days of full access, no credit card needed.

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