FAQ content

Schedules: Set a schedule's Name & Info (e.g., claiming, favoriting, dropping, giving up, swapping, splitting, & positions)

In this article

A schedule's Name & Info settings include the following options:

  • Schedule Information: customize the schedule's name, status, login requirement, friendly URL, and public description.
  • Shift Claiming: allow staff to claim open shifts.
  • Favoriting Shifts: allow staff to mark their favorite shifts for use with Auto Scheduler.
  • Drop Shifts: allow staff to drop/unassign themselves from a scheduled shift. An Admin will be responsible to find another staff member to fill the shift.
  • Give Up Shifts: allow staff to give up shifts and choose to notify Admins when given up shifts are claimed.
  • Shift Swapping / Split Shifts: allow staff to swap and split shifts, and enable swap mediation.
  • Shift Positions: allows for the assignment of positions to shifts and schedule staff based on their role/position to fill the shift

Getting there

  1. Go to Admin > Schedules Settings.
Schedule settings under the Admin menu
  1. On the Manage Schedules page, click the Edit () icon for the schedule you want to edit.
Modifying a schedule's settings step 1
  1. Under the Name & Info tab, make the necessary customizations/changes. Read on, or use the links below to learn more about a specific group of settings.
  2. When finished making changes, remember to click the Save Settings button at the bottom of the page.
The Name & Info tab

Schedule information

In the Schedule Information panel, you can customize the following options:

  1. Name: this is what identifies your schedule throughout LibStaffer.
  2. Status: this option allows you to change the status of a schedule.
    • Active: available to use and visible in lists.
    • Inactive: not available to use and hidden from lists.
  3. Schedule Access: this option determines whether or not users must be logged into LibStaffer to view the schedule.
    • User must be logged in: when selected, the schedule can only be viewed by logging into LibStaffer. If a friendly URL is set, staff can view the schedule there but only if they are logged into LibStaffer from that computer. The schedule's widget will be disabled, however.
    • No login required: when selected, users can view the schedule via the friendly URL and/or embedded widget without having to log into LibStaffer first.
  4. Friendly URL: this is the direct address to the public view of your schedule's calendar. (Users still have to log into LibStaffer itself to manage things like time off, swaps, etc.)
  5. Public Description: Give the schedule a short description. This will display on the schedule's public page.
The schedule information panel.
The Schedule Information panel.

Shift claiming

In the Shift Claiming panel, you can customize settings related to staff claiming available shifts.

  1. Allow Staff to claim Shifts: if set to Yes, staff will be able to view and claim upcoming open shifts. The following settings will appear, allowing you to set limits on which shifts can be claimed.
  2. Claim Period: Choose how far in advance users can view and claim open shifts, between 1 and 16 weeks.
  3. Claim Type: this determines how to apply the selected claim period.
    • Select Rolling to apply the claim period from the current date. For example, if you selected a claim period of 2 weeks, users will be able to view open shifts through 2 weeks from the current date.
    • Select Weekly to apply the claim period by the current calendar week, starting 12am each Sunday. For example, if you selected a claim period of 2 weeks and the date is Sunday the 1st, users will be able to view open shifts through Saturday the 14th.
  4. Make all shifts claimable: if set to Yes, all existing and future shifts will have claiming enabled. If set to No, Schedule Admins must enable shift claiming for each individual shift they want to open up.
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The Shift Claiming panel.

Favoriting shifts

In the Favoriting Shifts panel, you can allow staff to indicate which shifts are their favorites. This can impact the auto-scheduling of shifts, since favorites are given first priority.

  1. Allow Staff to mark Shifts as Favorite: if set to Yes, users will be able to mark individual shifts as their favorites when viewing the schedule. Otherwise, only Admin users will be able to designate favorites for shifts.
The Favoriting Shifts panel
The Favoriting Shifts panel.

Drop shifts

In the Drop Shifts panel, you can give staff the option to drop/unassign themselves from a scheduled shift. An Admin will be responsible to find another staff member to fill the shift, unless you've chosen to enable the ability for the user dropping the shift to assign it to another user. Schedule admins that have enabled the Dropped Shift Admin alert for their account will be notified by email or SMS of any dropped shifts.

  1. Drop Shift: when enabled, this lets you control how far in advance a shift can be dropped before its start time. For example, if you select 1 hour and a shift begins at 5 pm, that shift could no longer be dropped after 4 pm.
  2. Allow staff to assign the shift to a specific user?: when dropping shifts is enabled, you can also choose to allow staff to assign the shift they are dropping to another user. 
    • The user that is selected to fill the shift will be listed in the Drop Shifts report.
    • If no replacement is selected when the shift is dropped, admins will be responsible for filling the shift (and those with the alert enabled will be notified).
The Drop Shifts panel
The Drop Shifts panel.

Give up shifts

In the Give Up Shifts panel, you can configure settings related to staff giving up their shifts. When a staff member gives up a shift, it allows other available staff to claim it. This is different from swapping shifts since the person is not trading it for someone else's shift. Please note that when a user gives up their shift, they remain assigned to it until someone else claims it.

  1. Allow Staff to give up Shifts: if set to Yes, staff will see an option to give up their shifts on the dashboard.
  2. Allow a shift to be given up...: when the Give Up shifts option is set to Yes, this lets you control how far in advance a shift can be given up before its start time. For example, if you select 1 hour and a shift begins at 5 pm, that shift could no longer be given up after 4 pm.
  3. Notify Admins via email when a Given up shift has been claimed: when set to Yes, LibStaffer will send the selected Admins an email alert when a given up shift has been claimed.
    • Note: in order to receive the notification, a user must have the Give Up Shift claimed Admin alert enabled in their personal Email & SMS Alerts settings.
  4. Notify the following Admins: select which admin users to receive the given up shift notification emails (above).
The Give Up Shifts panel
The Give Up Shifts panel.

Shift swapping/split shifts

In the Shift Swapping / Split Shifts panel, you can customize options relating to swapping and splitting shifts. Swapping allows two staff members to trade shifts with each other. Splitting allows a staff member to split a shift in two, which can be helpful if they need to give up or swap only part of their shift.

  1. Allow staff to propose Shift Swaps: if set to Yes, this will enable direct 1:1 shift swapping between staff assigned to the schedule. They will see this option next to each shift on their dashboard.
  2. Allow a shift to be proposed for swapping/splitting...: when the Shift Swaps option is enabled, this lets you control how far in advance a shift can be swapped or split before its start time. For example, if you select 1 hour and a shift begins at 5 pm, that shift could no longer be proposed for a swap after 4 pm.
  3. Admin account holders will mediate the 1:1 swaps: if enabled, all accepted swaps must first be approved by an Admin before they are confirmed.
  4. Notify the following Admins of pending swaps: when swap mediation is enabled, this allows you to select which Admin(s) will receive notifications when swaps are pending approval (above).
    • Note: in order to receive the notification, a user must have the Swap Shift pending mediation Admin alert enabled in their personal Email & SMS Alerts settings.
  5. Allow staff to split shifts: If enabled, staff will be able to split their assigned shift in two, allowing them to give up or swap just part of their shift. (This option is only available when staff are allowed to propose shift swaps.)
The Shift Swapping / Split Shifts panel

Shift positions

In the Shift Positions panel, you can control whether or not staff Positions (managed from Admin > Org Hierarchy) can be assigned to shifts in the schedule. When this is enabled, you will find a new Positions field when adding or editing shifts. When you assign a position to a shift, only staff members who assigned to that position can work the shift. Please note that this will also impact the auto-scheduling of shifts, as the auto-scheduler checks for required positions when running.

  1. Enable shifts to be assigned positions?: if set to Yes, new and existing shifts will have an option for defining the positions needed for the shift.
The Shift positions panel
The Shift positions panel.