This article explains how to plan and share employees' shifts on the Shift Area screen. With SHIFT_READ you see your own shifts; with SHIFT_READ_ALL you see the shifts of employees in the branches you are responsible for. Adding requires SHIFT_ADD, editing SHIFT_UPDATE, deleting SHIFT_DELETE, sharing SHIFT_SHARE and copying SHIFT_COPY. A user with neither read permission who opens the screen's address is sent to the access denied page.
Before you start
Shift Settings must be saved; otherwise the list does not open (Shift settings and plans).
Step by step
In the left menu, go to Time and attendance > Shift schedule. Choose the Monthly or Weekly view in the Period chip on the right and move between periods with the arrows; return to the current period with Today. These buttons are on the right of the schedule card's toolbar. On the left are the Search by employee name box and the Branch and Department chips (click a chip and type a name; × removes it). The search and these two filters are one criterion: setting one clears the others. The schedule scrolls inside the card; use the pager at the bottom of the card to reach the other employees.
Add shifts:
For a single shift, click the + icon on an empty day in the employee's row.
For several employees or days, use Add Multiple in the table header.
To apply a ready-made template, choose Actions > Apply (Applying a shift plan).
In the form, fill in Weekly Day Off, Branch, Workplace, Shift Start, Shift End, Does the night shift extend to the next day?, Break and Note, then click Save.
Added shifts appear as Draft Shift (grey). Shifts that break the rules in Shift Settings are not saved and the reason is shown; overlapping records are marked with the Overlap colour.
Share the shifts:
For a single shift, click Share in the shift's menu and confirm Share Shift.
For bulk sharing, choose Actions > Share, set the Date range and employees and click Save.
To move one week's shifts to another week, choose Actions > Copy: select the Copy Date Range, the Transfer Date Range and the employees. The ranges must start on Monday and end on Sunday.
If you cannot share (you only have permission to add), use Actions > Notify Admin to e-mail people who can share, asking them to review the drafts.
The Actions menu also contains Fullscreen View and Download Excel.
To prepare the plan with an AI proposal instead of building it from scratch, click Plan with AI (shown with SHIFT_PLANNER_USE or SHIFT_MANAGE). When the proposal is published its shifts appear on this screen as Shared Shift (Planning shifts with AI).
Result
Shared shifts become Shared Shift (green). No notification is sent to the employee when a shift is shared; if reminders are enabled in Shift Settings, the employee gets an e-mail and/or SMS reminder before the shift starts.
Relation to the timesheet: For employees whose planned hours source is Shift Plan, planned hours in the timesheet come only from shared shifts; the nightly fill also uses only shared shifts (Setting up the timesheet). Draft shifts are not reflected in the timesheet.
Relation to PDKS: If Patron PDKS is connected in Timesheet Settings > PDKS Settings, the shifts you share and the approved leaves on those dates are sent to Patron PDKS in the background. There is no separate result window for this; if sending fails, the sharing is not undone, and employees without a phone number are not sent (External time-clock (PDKS) integration). In PDKS QR, lateness is checked against the employee's shift for that day, or the Workday Plan if they have no shift (PDKS).
A night shift carries over to the next day; when it is deleted, both day parts are deleted together.
Common problems
Symptom: A shift does not appear as planned hours in the timesheet.
Cause: The shift is a Draft Shift, or the employee's planned hours source is Workday Plan.
Solution: Share the shift and set the source to Shift Plan in Timesheet Settings.
Symptom: "The shift schedule can be implemented starting on Monday and ending on Sunday." warning.
Cause: The copy ranges are not full weeks.
Solution: Select Monday–Sunday ranges.
Symptom: The Share option is missing.
Cause: You do not have SHIFT_SHARE, or the shift is already shared.
Solution: Inform an authorised person with Notify Admin.