Shifts & Scheduling

Complete shift scheduling and management system with team calendar.

MangoApps

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.

Scheduling

Highlights

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

Publish schedules with optional multi-level approval workflows routed through location managers and organizational hierarchy.

Clone existing schedules to new periods with one click, carrying over shifts, breaks, and optionally staff assignments.

Submit schedule requests for time-off, shift preferences, or availability changes with manager approval routing.

Track team availability and set staffing hour targets per role to ensure coverage requirements are met.

Share published schedules externally via secure public access links with token-based authentication.

Capabilities

Schedule Building

Weekly, monthly, quarterly, and custom-period schedules
Multi-location and multi-department schedules
Department-specific and location-wide scheduling modes
Scheduling group (team) support
Staffing hour targets per role
Shift requirement rules (min staff, role counts)
Coverage requirement tracking per shift
Conflict detection across overlapping schedules
Schedule version history (PaperTrail audit log)

Shift Management

Drag-and-drop shift creation and assignment
Planned breaks (fixed, window, and flexible timing)
Shift splitting into two segments
On-call shifts with primary and backup slots
Urgent shift flagging
CSV import and export of shifts
Shift financial cost estimation (hourly rate, OT)
Overtime impact analysis per assignment
Shift statuses: scheduled, completed, cancelled, late_reported, absence_reported

Open Shifts & Marketplace

Open shift posting with skill-based eligibility
Employee self-service claim (instant or pending approval)
Shift marketplace — pickup and trade-only listing types
Trade applications with manager approval
Auto-approval rules for shift claims
Marketplace audit log for every transfer and claim action
Cross-location pickup (swap scope: same group, same location, or any)
Shift conflict validation before claim

Approval & Publishing

Optional multi-level schedule approval before publishing
Approval routing strategies (location hierarchy or all managers)
Approve, reject (with comments), or cancel approval requests
Employee notifications on schedule publication
Public share links with token-based read-only access
Schedule statuses: draft, pending_approval, published

Templates & Recurrence

Schedule templates with industry-specific presets
Shift templates with days-of-week and break configurations
One-click schedule cloning to next period
Optional staff assignment copy on clone
Per-shift location mapping when applying templates
Recurring schedule automation (auto-generate each period) Manual clone required; auto-rollover not yet built

Employee Requests & Availability

Time-off requests (day_off type) with manager approval
Shift-on and schedule-change request types
Request priority levels (high, medium, low)
Request status history with change log
Request modification window tied to open schedule period
Employee availability setting via agent or self-service
Shift preference submission during open request periods

Notifications & Reminders

In-app notifications for schedule publish, approval, and claims
Configurable shift reminder (hours-before setting)
Email notifications for shift reminders and claims
SMS notifications for pending claims (admin-configurable)
Quiet-hours support for notification delivery
Auto clock-out reminder when shift ends without check-out

AI Agent

Natural-language scheduling queries via Scheduling Agent
View work schedules and team availability via chat
Claim open shifts via agent
Request shift swaps via agent
Submit time-off requests via agent
Agent capability toggles per business (admin settings)
AI-generated schedule (auto-fill staffing from rules) Agent is read/request only; AI auto-build planned

Mobile & Calendar

iOS & Android mobile web (view schedule, requests, open shifts)
Scheduling Agent on mobile
Google Calendar sync
Microsoft Outlook calendar sync
iCal / CalDAV sync
Native offline mobile scheduling Mobile is web-based; no offline mode

Integrations & API

REST API (read:shifts, write:shifts scopes)
Timekeeping / attendance integration
Leave management integration
On-call Management app integration
Skills & Qualifications for role matching

Limits & Specs

Schedule periods: weekly, monthly, quarterly, or custom date ranges
Default shift reminder: 4 hours before shift start (configurable by admins)
Calendar sync: syncs every 30 minutes (configurable by admins)
Supported calendars: Google Calendar, Microsoft Outlook, and iCal/CalDAV
Shift import: CSV file upload
Pricing: included with MangoApps Workforce — no extra cost

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

Available shifts on mobile — browse and claim open shifts on the go

My listed shifts on mobile — manage your open coverage requests

Ask AI on mobile — scheduling assistant answering a shift question

Use cases

Weekly shift planning

Create a schedule for the upcoming week, assign employees to shifts based on location and department, then publish it so the team receives automatic notifications.

Multi-location scheduling

Build schedules that span multiple locations and departments, with conflict detection to prevent overlapping assignments across sites.

Schedule approval process

Submit a draft schedule for review by location managers or admins who can approve, reject with comments, or request changes before publication.

Recurring schedule rollover

Clone a completed schedule to the next period so recurring shift patterns carry forward, then adjust only the changes needed.

Employee schedule requests

Employees submit time-off or shift preference requests during open request periods, and managers review and incorporate them into upcoming schedules.

Open shift coverage

Mark unassigned shifts as needing coverage so eligible employees can view and claim them, with skill-based matching and staffing requirement validation.

FAQ

You can create weekly, monthly, quarterly, or custom-length schedules. The system automatically detects the period type based on your start and end dates.

Yes. When approval is enabled in business settings, schedules go through a pending approval state. Approvers are determined by location hierarchy or organizational role, and admins always serve as fallback approvers.

Cloning copies all shifts, planned breaks, and shift requirements to a new date range. You can optionally copy staff assignments as well. The cloned schedule starts as a draft for review before publishing.

All shifts are marked as published, affected employees receive notifications, and the schedule becomes visible on employee calendars. Shifts in draft schedules are hidden from employees.

The system checks for overlapping schedules at the same location and department combination. It also validates that employees are not double-booked across shifts during assignment.