Plan the work.
Publish a clear assignment.

Choose your scheduling rules

Managers: open Company Settings → Scheduling settings.

1. Turn on Enable scheduling.
2. Choose whether employees can see team scheduled availability, must acknowledge published assignments, and can request schedule changes.
3. Set maximum shift hours, minimum rest, daily and weekly planned-hour warnings, and the late-shift review threshold.
4. Choose Conflict handling: warn with a manager explanation, or block publication until conflicts are resolved.
5. Configure notification preferences and select Save scheduling settings.

Zero disables the minimum-rest, planned-hour or late-review threshold where indicated. Weekly planning checks use the configured overtime workweek, or the company workweek when no overtime policy exists.

Turning scheduling off stops new drafts and publication while keeping published assignments and history available.

Create one shift or a repeating set

1. Open Schedules and select New shifts.
2. Select one or more employees, then enter the shift title, start and end using the company clock.
3. Choose any work site, client and contract. The employee must be allowed to use the selected site; a site linked to a client must be consistent with the chosen client.
4. Enter Planned unpaid break minutes. Put employee-facing information in Employee instructions and internal information in Private manager notes.
5. Choose Repeat weekly (including this week) from 1 to 12, then select Save.

A save supports up to 200 shifts across the selected employees and weeks. For example, three employees repeated for four weeks creates 12 drafts. Repetition creates individual shifts; later edits affect one shift at a time.

Review conflicts before publishing

1. Filter Schedules by dates, employee, site or status. Select the drafts you intend to publish, up to 200 per action.
2. Select Review and publish.
3. Read warnings for overlapping assignments, leave, minimum rest, daily or weekly planned hours, and recorded work.
4. Under warning mode, acknowledge the warnings and enter the required explanation if you decide to proceed. Under blocking mode, resolve conflicts before publication.
5. Confirm the reviewed action. If work, leave or the schedule changed during review, refresh and preview publication again.

Publication makes the assignment available to the employee and queues notifications for opted-in recipients. A queued notification is not proof that the employee read the assignment.

When acknowledgement is required, use Awaiting acknowledgement to find assignments still needing it. Publishing a new revision resets acknowledgement, so the employee must review the latest version.

Choose the right action for a changed plan

Cancelled shifts cannot be edited back into active assignments; create a new shift if needed. Reassigning a published shift takes effect when you publish the new draft, with update notices queued for the previous and new assignee.

Employee: review the published assignment

1. Open Calendar and select your scheduled shift.
2. Read the published times, location and employee instructions.
3. Select Acknowledge when requested by company policy.
4. If something needs to change and requests are enabled, select Request a change and explain what you need.

Acknowledging a shift does not clock you in. A change request does not change or cancel your assignment; the published version remains in effect until a manager changes it. Only one pending change request is allowed per employee and shift, and the requester can withdraw it.

Manager: respond and update the schedule separately

1. In Schedules, open Change requests needing review and select Review request. This queue includes pending requests across dates, showing the oldest 200 first.
2. Read the request and the current published assignment. If the assignment changed after the request, compare the latest version before deciding.
3. If a schedule change is needed, use Edit schedule, save the draft, then review and publish it. Use cancellation when the assignment should be removed.
4. Use Reply and resolve to explain the outcome and close the request.

Choose the calendar view that fits the question

Use Month, Week, Day or Agenda (31 days), with Previous, Today and Next controls. Under Customize calendar, choose schedules, time off, recorded work and other available filters. Select Save these preferences to retain your choices.

• Managers can include schedule drafts; employees see published assignments.
• Team availability respects company visibility rules. Coworkers do not receive private leave reasons, employee instructions or another employee's recorded work.
• Site and client filters hide events without those details, including leave. Clear them if expected time-off events disappear.
• Month and Week show limited previews. Open Day to search and page through all matching events.
• Printing Day includes the current page. On small screens, Month shows only days containing events.

Calendar hours support planning and review. Open work is provisional; use Reports for payroll, overtime and exports. Download planning CSV in Schedules is a planning export, not a payroll file.

If you share published assignments with Rippling, follow the separate Rippling schedule delivery guide. TakeUrTime publication and provider delivery are separate checks.

Set delivery channels and reminder timing

In Scheduling settings, managers can allow email or text delivery, turn on upcoming-work reminders, enter up to three comma-separated lead times in minutes, and set quiet hours and a delivery time zone.

Employees must also opt in under Profile in Email or Text notifications. Leave both company channels off to use the calendar without those deliveries. Quiet hours delay messages; upcoming reminders expire when work starts.

Automatic reminders require the background notification service. If the page reports it is paused, contact your administrator; published assignments remain in Calendar. Late-shift reviews use the exception inbox and its recipient and delivery settings.

Common scheduling questions