Shift Scheduling
Build recurring shifts, review calendar coverage, assign workers and managers, and record call-outs
Labor Scheduling separates the recurring pattern from each dated occurrence. A shift is a planned period of work; templates define the normal schedule, while shift instances hold the , coverage targets, status, and one-time changes for a specific day.
Go to Labor → Scheduling (opens the Cybership dashboard in a new tab) and confirm the selected warehouse.
Calendar Views
The Calendar tab offers three views:
| View | Best Used For |
|---|---|
| Week | Seeing shift times and overlaps across a seven-day schedule |
| Month | Reviewing the overall schedule and coverage issues |
| Workers | Seeing each worker's assignments across a month |
Use the arrows, date picker, and Today button to move between periods. Select a shift on the calendar to preview assigned managers and workers and open available actions.
Shift Templates
Open Shift Templates (opens the Cybership dashboard in a new tab) to manage the recurring schedule.
Create a Template
- Select Create Shift.
- Enter a shift name.
- Add an optional description.
- Set the start and end time.
- Select every day of the week on which it repeats.
- Select Create Shift.
Templates generate upcoming dated instances. Use names that distinguish the operating area or schedule, such as “Inbound Morning” or “Weekend Packing.”
Edit or Delete a Template
Select a template row to change its name, description, hours, or days. Use the action menu to delete a template when the recurring schedule should be removed.
Review upcoming calendar dates after a template change. Use an instance edit for a one-day exception so the normal template remains accurate.
Shift Instances
A shift instance is one dated occurrence. Select it from the calendar and choose View Shift for the full detail page.
The sidebar shows:
- Date and operating hours
- Shift status
- Coverage status
- Assigned workers compared with the target
- Assigned managers compared with the target
The page lists assigned workers and managers separately.
Edit One Instance
Choose Edit to change:
- Start and end time for that date
- Minimum, target, and maximum workers
- Minimum, target, and maximum managers
- Status: Scheduled, Active, Completed, or Cancelled
- Notes
These changes apply to the selected date, making them appropriate for holidays, volume changes, training days, and other exceptions.
Past shifts may be read-only.
Delete One Instance
Use Delete Shift Instance when today's or a future dated occurrence should be removed without deleting the recurring template. Review the date and assignments before confirming: deleting the instance also removes its worker and manager assignments and cannot be undone.
Delete the template instead when the recurring schedule itself should end.
Assign Workers and Managers
From a calendar shift or its detail page:
- Choose Assign Workers or Assign Managers.
- Select the people who should be assigned.
- Clear anyone who should be removed.
- Select Save Assignments.
Worker assignments define who is expected to attend. Manager assignments identify who owns floor coverage; they do not change the person's role or warehouse access.
Coverage Status
Coverage compares assigned worker and manager counts with the instance's minimum, target, and maximum values.
| Status | Meaning |
|---|---|
| Fully Staffed | Worker and manager targets are met |
| Adequate | Minimum coverage is met but one or more targets are not |
| Understaffed | A worker or manager minimum is not met |
| Overstaffed | An assignment count is above its maximum |
| No Workers | No workers are assigned |
| No Managers | No managers are assigned |
| Critical | An important shift has a serious coverage gap |
| Unknown | Coverage has not yet been established |
Calendar warning icons highlight shifts that need review. Fix the assignments or adjust the instance targets when planned staffing has legitimately changed.
Changing scheduled hours does not correct actual worked time. Use the worker Timeline to correct clock-in, break, or clock-out records.
Call-Outs
Record a call-out when an assigned worker cannot attend:
- Open the worker from Labor.
- Choose Record Call-Out from the action menu.
- Select the absence reason.
- Add a note when useful.
- Confirm the call-out.
The call-out remains visible in the worker's Attendance tab. If the worker later becomes available, choose Cancel Call-Out.
Record a call-out instead of removing the assignment when the person was expected to work. Unassign the worker when the schedule itself changed and they were no longer expected.
Troubleshooting
A Shift Is Missing
- Confirm the selected warehouse and period.
- Check the template's days and times.
- Review whether the individual instance was cancelled or deleted.
- If the template was recently changed, review the upcoming dates generated from the new pattern.
A Person Cannot Be Assigned
- Confirm they belong to the team.
- Confirm they are allowed in the selected warehouse.
- Confirm your role can create and edit Labor shifts.
Coverage Looks Wrong
Open the instance and compare assignment counts with the minimum, target, and maximum worker and manager values. Save corrected assignments or update the one-day targets.