Adding shifts

Find out the simplest methods of adding, editing and deleting shifts in your schedule

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Written by Celayix Support
Updated over a week ago

This article will help you learn how you can build your schedule by adding, editing and deleting shifts in Schedule Xpress.

Your Schedule in Schedule Xpress

In this article, we'll look at the following on building your schedule:

Managing your schedule

Extra scheduling tips


Adding a shift

If you want to add shifts, you have two methods of doing so.

Method 1: Click Shift Tools and Add shift.

Add shift in Shift Tools

Method 2: Right click a blank space in your schedule and click Add.

Right click and Add in Schedule Xpress

After clicking Add shift, you'll be able to fill out the shift information below. Only the bold fields are required:

  • Employee name

  • Scheduled start and end

  • Break duration

  • Scheduled shift total

  • Customer

  • Site

  • Service

  • Note

  • References

  • Shift tags

  • Location

  • Bill OT

  • Tentative

  • Modified

  • Status

Note: You can choose which fields you do and don't want to use in your Shift form. The Shift form can be found in the shift panel (as in image below) or under Settings > Branch defaults > Shift form.

Shift form can be found in the shift panel

Once you've filled all the required information in your shift panel, you can press Add.

Add shift panel in Schedule Xpress

Add & Repeat

Alternatively, you can Add & Repeat if the assigned employee will be working the same shift multiple times in the current week.

Add & Repeat in shift panel

You can also paste copies as Open shifts, rather than with the employee assigned.

You can paste copies with employee or set shift to open in Repeat shift

Once you've added the shift(s), don't forget to Save using the save disk.

Save disk in Schedule Xpress

Break duration

There are different methods you can use to manage your break durations when building a shift.

Scheduled break duration re-adjusts to align with break thresholds

This break threshold setting will ensure that scheduled break durations re-adjust to align with your break thresholds. It will ensure that you can change a shift length and the system will recalculate your scheduled break durations for you.

Please Contact Support if you require this setup.

If you use break thresholds, ensure you've chosen a Break Thresholds setup at site level. See below.

Break Thresholds setup at site level in eTime Xpress

Let's look at an example. Let's say you have the following two break thresholds:

  1. Any shift that is 8 hours or more will allocate a 30 minute scheduled break

  2. Any shift that is 4 hours or more will allocate a 15 minute scheduled break

Because you've set the shift from 12pm-9pm (9 hours), a break of 30 minutes is allocated because the shift exceeds 8 hours. This aligns with the first option above.

Scheduled break duration matches the first break threshold

If you decide to change the shift to be 12pm-6pm (6 hours) instead, you'll see the shift move into the second break threshold (as above), with 15 minutes scheduled break duration allocated.

Scheduled break duration matches the second break threshold

Break duration will be determined by actual shift length

This setting ensures the system uses the actual start/end time of a shift to determine the length of break allocated in accordance with your break threshold rules.

Note: This will only work if check-in and check-out are performed in Team Xpress.

Please Contact Support if you require this setup.

Let's look at an example. Based on a 1 hour shift break threshold, the shift below has a scheduled break duration of 6 minutes. If this setup is applied, it can change based on the actual worked time of the shift.

Scheduled break duration of 6 minutes

In the example below, the employee works 2 hours 3 minutes, instead of the 1 hour that was scheduled. Because they worked over 2 hours, they entered a 2 hour break threshold, which automatically adjusted their break to 15 minutes (instead of the 6 minutes that was scheduled).

Break threshold adjusted based on actual shift time worked

Editing a shift

You can edit an existing shift using either of the two methods below.

Method 1: Right click and Edit.

Edit shift in Schedule Xpress

Method 2: Check mark shift > Shift Tools > Update shift.

Update shift in Shift Tools

These methods will bring up the shift panel and allow you to edit any of the shift fields.

Don't forget to Save once you make the change(s).


Deleting a shift

You can delete a shift using either of the two methods below.

Method 1: Right click and Delete.

Delete shift in Schedule Xpress

Method 2: Check mark shift > Shift Tools > Delete shift.

Delete shift in Shift Tools

These methods ask if you're sure you definitely want to delete the shift.

Don't forget to Save once you make the change(s).


A few extra tips!

Here's a few extra tips and additional information that will help you.

  • You can drag and drop shifts using your cursor.

  • You can highlight shifts you want to edit or delete using your 3 dots selectors.

  • Shifts can be copied and pasted using keyboard shortcuts such as CTRL+C to copy the shift (or CTRL+X to cut). You can paste a shift into a particular day by pressing CTRL+V.

  • You can use Advanced filters to search for specific information.

  • You can use errors and warnings to validate whether an employee can work a shift or not.

For more information on adding shifts in Schedule Xpress, please Contact Support now!

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