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Schedules & Shifts: Add and assign staff to a single shift

In this article

Add a single shift

  1. Click on Schedules from the command bar.
  2. Select the schedule you want to edit from the Schedule for dropdown.
  3. Click on the date and time you want the shift to begin. For example, clicking on the 9 am slot in the Monday column (in Week view) will add a shift on Monday with a start time of 9 am.
    • Or click on the cog () button and select  Create Shift.
Clicking on a date and time in a schedule
  1. In the New Shift window, you can define the following settings for the shift:
    1. Shift Name: Provide a short description for the shift if desired (e.g. "Library Opener"). Since this displays directly on the schedule calendar, we recommend keeping the shift name brief (you can use the Tasks & Notes field below for additional notes & info, if needed).
    2. Shift Color: This is the background color for the shift on the schedule, which can be helpful for organizing your shifts (e.g. Color the A.M. shift yellow and the P.M. shift green). Choose from one of the preset colors, or use the color picker field to choose a custom one.
    3. Start: Select the time when this shift begins.
    4. End: Select the time this shift ends. Note: If you pick an End time that is earlier than the Start time, then the shift will end at that time on the following day.
      • Not sure what your library's hours are for that day? If you set up the LibCal Hours integration, that day's hours will display above the Start and End time fields.
    5. Repeat Pattern: Select Single Date to create a single shift. Or, learn more about the recurring shift options.
    6. Date: Select the date when this shift occurs.
    7. Minimum # of People: Each shift can have multiple people assigned to it. Enter the minimum number of people that need to be assigned to this shift.
    8. Enable Shift Claiming: If you have configured your schedule to allow staff to claim shifts, selecting this option will enable staff to claim this shift if it is unfilled. These shifts will appear under the Open Shifts list on the LibStaffer dashboard.
    9. Positions: If you have Positions added to LibStaffer (from Admin > Org Hierarchy) and the schedule has been configured to have positions assigned to shifts, you can select the position(s) that are required for filling the shift. 
    10. Tasks & Notes: you can add optional notes that staff will be able to see with their shift assignment, such as when viewing their upcoming shifts on the dashboard.
  2. Click Save Shift or Save & Assign Staff to save the shift.
    • The Save Shift option will take you back to the calendar for the schedule, where you can create additional shifts as needed.
    • The Save & Assign Shift option will allow you to assign staff to the shift right away.
Options in the New Shift window

Assign staff, tasks, and notes to a single shift

  1. Click on Schedules from the command bar.
  2. Select the schedule you want to edit from the Schedule for dropdown. You can also limit the schedule by shift status, staff member, or position using the filter by dropdown.
  3. Click on the shift that you want to assign users to.
Clicking on a shift in a schedule
  1. In the shift details window, you can assign a staff member to the shift by clicking on the checkbox to the left of their name. To help with assigning staff and managing the shift, you'll also find the following details:
    1. Staff & positions required for the shift: This will show you how many users have been assigned versus how many users are required to fill the shift. If this shift is limited to specific positions, those will be listed, too.
    2. Staff availability: When you mouse over a user, you'll see a summary of information about that user's availability.
      • If they're not available, the reason why they cannot work the shift.
      • When their most recent previous shift(s) ended and when their next scheduled shift starts.
      • How many hours they're scheduled that day (across all calendars, and vs. their maximum daily hours).
      • How many hours they're scheduled this week (vs. their minimum & maximum weekly hours).
      • How many hours they're scheduled this month (vs. their maximum monthly hours).
    3. Select All / Deselect All: for schedules with 8 or more staff assigned, you can use these buttons to quickly add (or remove) all staff from the shift assignment.
    4. Setting a user as a favorite for the shift: You can click the Favor this staff member for Auto Scheduling () icon to set this user as the favorite for the shift the next time Auto Scheduler is run.
    5. Public Tasks & Notes: This will show you the original tasks and notes that were set when the shift was created that you can edit, if needed, for this shift.
    6. Admin Shift Notes: Add a note for other admins about this shift to communicate any issues or interesting happenings that occurred during this shift. This note will only be visible to other admins and is also included in the scheduled shifts report.
    7. Edit Shift: Make edits to the single shift or if it is a recurring shift, for all future instances.
    8. Delete Shift: Delete the individual shift, or if it is a recurring shift, all future instances or the entire series.
    9. Find & Replace: Reassign multiple recurring shifts at once.
  2. Click the Save Assignments button. 
    1. If you would like to assign the selected staff member(s) to all future instances of the shift, you can choose Save Recurring Assignments from the dropdown for the button.
Assigning a user to a shift