Creating & Managing Shifts
Learn how to create, edit, and manage shifts on the calendar so your workers always know when and where they are needed.
Before You Start
Make sure these things are in place first.
Before you start
- At least one location set up in your account
- At least one worker added to the system
- Access to the manage portal with a Manager or Admin role
Shifts are optional in TempClock. Workers can clock in and out without a shift being created. However, creating shifts helps you plan ahead, spot gaps in coverage, and track attendance against what was actually scheduled.
Navigate to the Shifts Page
Find the shift calendar in the manage portal.
Open the manage portal
Log in to your TempClock account at /manage. You will land on the dashboard.
Click "Shifts" in the sidebar
In the left-hand sidebar, click Shifts. This opens the shift calendar, which is where you will create and manage all of your scheduled shifts.
Understanding the Calendar View
Your birds-eye view of every shift across all locations.
The shift calendar shows all scheduled shifts laid out across days and weeks. Each shift appears as a coloured block showing the worker name, time, and location.
Here is what you can do from the calendar view:
Use the arrow buttons to move forward or back in time
Switch between a detailed week view and a broader month view
Opens the form to create a new shift on that day
Opens the shift details so you can edit or delete it
Use the Month view to get a broad overview of coverage, then switch to Week view when you need to see times and details more clearly.
Creating a New Shift
Add a shift to the calendar step by step.
Click a date on the calendar
Click on the date where you want to schedule a shift. A New Shift form will slide open with that date already filled in.
Alternatively, click the + New Shift button in the top-right corner and choose the date manually.
Select a worker
Choose the worker you want to assign from the Worker dropdown. The list shows all active workers in your system. You can search by typing their name.
Choose a location
Select the Location where this shift will take place. If the worker is already assigned to a default location, it will be pre-selected for you.
Set the start and end time
Enter the Start Time and End Time for the shift. Use the time pickers or type the time directly (for example, 08:00 and 17:00).
Add notes (optional)
Use the Notes field to add any extra details about the shift. For example, "Covering for Sarah" or "Goods-in area only". Notes are visible to managers but not to workers unless you publish the shift.
Click Save
Click the Save Shift button. The shift will appear on the calendar as a coloured block showing the worker name and times.
You can create multiple shifts on the same day for different workers. Each one gets its own block on the calendar so you can see exactly who is working and when.
Editing & Deleting Shifts
Make changes to existing shifts or remove them.
Click a shift on the calendar
Find the shift you want to change and click on it. The shift details panel will open showing all of the current information.
Make your changes
Update any of the fields — worker, location, times, or notes. When you are done, click Save Changes.
Delete a shift
If you need to remove a shift entirely, open it by clicking on it, then click the Delete Shift button. You will be asked to confirm before it is removed.
If the shift has already been published, editing or deleting it will send a notification to the affected worker so they know about the change. See the Publishing & Notifying guide for more details.
Colour Coding
Quickly tell shifts apart at a glance.
Shifts on the calendar are colour-coded so you can spot patterns at a glance. By default, TempClock assigns colours based on the location, so all shifts at the same site share the same colour.
Each location gets a unique colour (e.g. all "Acme Warehouse" shifts are indigo)
Draft shifts appear faded, published shifts are solid, and completed shifts are greyed out
If you use shift templates, each template can have its own colour — see the next guide
Colour coding is automatic and you do not need to set anything up. If you want more control over colours, you can assign custom colours when creating shift templates.
What's Next?
Now that you know how to create shifts, explore these related features.
You have learned the basics of creating and managing shifts. Here are some things to explore next:
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