Shifts & Scheduling

Complete shift scheduling and management system with team calendar.

MangoApps

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Overview

Comprehensive shift scheduling with team calendars, availability management, schedule templates, shift swaps, and compliance tracking. Features intelligent scheduling recommendations, coverage gap detection, and integration with attendance and payroll.

A quick tour of building, publishing, and managing employee shift schedules — drag-and-drop assignment, approval workflows, and the open-shift marketplace.

Scheduling

Highlights

Build weekly, monthly, quarterly, or custom-period schedules with drag-and-drop assignment across locations, departments, and custom teams.

Auto-fill an entire schedule in one pass — the Auto-Assign Wizard ranks employees by availability, skills, fairness, hours, and compliance rules.

Forecast demand and let the AI Shift Manager detect coverage gaps, then fill, offer, or escalate on autopilot — governed by a per-business autonomy dial.

Clone last period's schedule or generate a fresh draft from demand forecasts, then adjust only what changed.

Gate publishing behind optional manager approval routed by location hierarchy, and share published schedules through secure read-only links.

Manage schedules by chat and on mobile — ask the Scheduling Assistant to view shifts, set availability, generate drafts, or approve requests.

Capabilities

Schedule Building

Weekly, monthly, quarterly, and custom-period schedules
Multi-location and multi-department schedules
Scheduling groups — custom teams that span locations
Staffing hour targets per role
Shift requirements — minimum staff, role counts, and required skills
Conflict detection for overlapping schedules and double-booked staff

Shift Management

Drag-and-drop shift creation and assignment
Planned breaks — fixed, window, or flexible timing
Shift splitting into two segments
CSV import and export of shifts
Labor-cost and overtime estimation per shift
Shift statuses: scheduled, completed, cancelled, late_reported, absence_reported

Templates, Cloning & Publishing

Schedule templates with industry-specific presets
Shift templates with day-of-week and break configurations
One-click cloning to the next period
Optional staff-assignment copy on clone
Optional manager approval before publishing, routed by location hierarchy or all managers
Public read-only share links with token-based access

AI Scheduling & Automation

Auto-Assign Wizard — fill an entire schedule from your rules in one pass
Candidate ranking by availability, skills, role, fairness, and hours
Contracted-hours enforcement (strict / soft / off)
Compliance-aware assignment — rest periods, hour caps, overlaps, leave conflicts, and critical skills
Demand forecasting with one-click draft-schedule generation
AI Shift Manager autopilot — detect coverage gaps, then fill, offer, or escalate Governed by a per-business autonomy dial (off / approve / auto).
Scheduling Assistant chat — view shifts and availability, run self-service actions, and (for managers) generate, publish, and approve schedules in plain language

Employee Requests & Availability

Time-off, shift-on, and schedule-change request types
Request status history with a full change log
Weekly availability with per-day time blocks
Availability confirmation reminders
Shift-preference submission during open request periods
Request priority levels: high, medium, low

Notifications & Calendar Sync

In-app, email, and mobile push notifications
Optional SMS channel (opt-in)
Configurable shift reminders (hours before start)
Quiet-hours delivery windows
Google Calendar and Microsoft Outlook sync
iCal / CalDAV subscription feed

Integrations & API

REST API with read:shifts and write:shifts scopes
Open shifts posted to the Shift Marketplace app for claim and trade
Skills & Credentials integration for qualification-based matching
Time & Attendance and Leave data used in compliance checks

Limits & Specs

Schedule periods: weekly, monthly, quarterly, or custom date ranges
Default shift reminder: 4 hours before shift start (admin-configurable)
Calendar sync frequency: every 30 minutes (admin-configurable)
Supported calendars: Google Calendar, Microsoft Outlook, and iCal/CalDAV
Shift import: CSV file upload
Pricing: License required; core Workforce app, enabled per tenant

Screenshots

Team schedule board — drag-and-drop shift assignment across the team

Team schedule calendar — weekly calendar view of published shifts by employee

Copy schedule — clone a schedule to a new period in one click

Use cases

Weekly shift planning

Build the upcoming week's schedule, assign employees by location and department, then publish so the team receives automatic notifications.

Auto-assign a full schedule

Run the Auto-Assign Wizard to fill open shifts in one pass, ranking employees by availability, skills, fairness, and hours while respecting compliance and contracted-hours rules.

Forecast-driven scheduling

Generate a draft schedule straight from demand forecasts so staffing matches predicted hourly need, then review and publish.

Coverage on autopilot

Let the AI Shift Manager watch for coverage gaps and fill, offer, or escalate them within the autonomy level you set — from suggest-only to fully automatic.

Schedule approval process

Submit a draft for review, route it to approvers by location hierarchy or to all managers, and let them approve or reject with comments before it publishes.

Employee requests and availability

Employees submit time-off or shift preferences and set their weekly availability; managers fold those into upcoming schedules.

Resources

Shifts & Scheduling Datasheet (PDF)

Datasheet

Features, capabilities, pricing model, and FAQ on one downloadable sheet — share it with your team.

FAQ

You can create weekly, monthly, quarterly, or custom-length schedules. The period type is detected automatically from your start and end dates, so a seven-day span is treated as weekly, a single calendar month as monthly, and so on.

Save reusable schedule and shift templates — including industry-specific presets, per-day shift patterns, and break configurations — and apply them to a period, optionally repeating the pattern across multiple weeks. You can also clone a completed schedule to the next period; cloning copies all shifts, planned breaks, and requirements, and can optionally copy staff assignments. Cloned schedules start as drafts for review.

Yes. The Auto-Assign Wizard fills a schedule in one pass, ranking candidates by availability, skills, role, fairness, and hours, with adjustable weights per run. The AI Shift Manager runs continuously to detect coverage gaps and fill, offer, or escalate them — you control how far it goes with a per-business autonomy dial (off, approve, or auto). You can also ask the Scheduling Assistant in chat to generate a draft schedule by cloning a prior period or building from a demand forecast. In every case the result is a draft a manager reviews and publishes.

Auto-assignment is compliance-aware: it checks rest periods, weekly hour caps, overlapping shifts, leave conflicts, and required (critical) skills before recommending someone for a shift. Contracted-hours enforcement can be set to strict, soft, or off per run, and the app also surfaces conflict detection for overlapping schedules and double-booked staff.

Yes. Employees can view their schedule, submit requests, and browse open shifts from the mobile web experience, and the Scheduling Assistant is available on mobile. Shifts also flow to personal calendars through Google Calendar, Microsoft Outlook, and iCal/CalDAV sync. The mobile experience is web-based, so it requires a connection — there is no offline mode.

Approval is optional. When it is enabled, a draft moves to a pending-approval state and is routed to approvers either by location hierarchy or to all managers, with admins as fallback. Approvers can approve, reject with comments, or cancel the request. Publishing marks shifts visible to employees, sends notifications, and can be shared externally via a secure read-only link.

Shifts & Scheduling is where managers build, auto-assign, and publish the roster. Shift Marketplace is the separate app where employees browse, claim, and trade open shifts — Shifts & Scheduling posts open shifts to it. On-Call is a separate app for on-call rotations and escalation. Time & Attendance is a separate app for clocking in and out. They share data (for example, attendance and leave feed compliance checks), but each is licensed and enabled on its own.

It is a core MangoApps Workforce app that requires a license and is enabled per tenant. An administrator turns it on from the Apps Marketplace; it is not active for a business until they opt in.