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You are able to schedule work shifts and automatically monitor the attendance of your team with Hubstaff’s new attendance system, Schedules.
Here’s what Hubstaff Schedules can do:
- Schedule work shifts for your team
- View by entire team or by individual
- Create one-time or recurring shifts for team members
- Send reminders to team members if they are late
- Notices to the team owners for missed shifts, late shifts and abandoned shifts
Attendance Scheduling is a Premium feature. Please see here for a difference in Hubstaff plan types
To get started, click on the “Schedules” tab on the left sidebar.
You can navigate to previous or future weeks using the navigation arrows.
By default, all users on your team are shown. You can view the schedule of a single user with the user dropdown on the right or by clicking the user on the left of the schedule.
- The date controls are on the left. Select the week you’d like to view.
- Click the “Create schedule” button on the right to create a new shift.
Creating a New Schedule / Shift
Click the “Add Schedule” button to create a new shift for a user:
You’ll first need to select the user.
Next, choose the start and stop time of the shift. This is when you want the user to start and stop working for this particular shift. If it’s a recurring shift, select the repeating schedule at the bottom of this modal.
After setting the start and stop time, enter the minimum number of hours the user should work during their shift. If their start and stop times span 8 hours, you’ll be able to require them to work the full 8 hours. You can enter fewer hours if the user takes a break or lunch, etc.
Manual time does not count towards the minimum hours.
Select whether or not the shift should repeat. If it does repeat, you’ll be able to select the days it should repeat and whether or not it should stop at a certain point.
If you select the specific user, you will see a larger calendar view that includes the hours which looks like this:
More on Recurring Shifts
The last step is to decide whether the shift if recurring or not. The default selection is “Never” (never recurring, one time shift). You can select “Weekly” or “Bi-Weekly” recurring shift options as well. If you do select a recurring shift option, you’ll see new options:
Repeat Until: The “Repeat Until” option allows you to set an end date for the recurring shift if you’d like. Perhaps you want the recurring shift to stop after a month – just set that date here. You can leave the field blank if the shift is always recurring.
Underneath, you can select the days that you want the shift to be repeated. For example, if the user works Monday through Friday, you can select each of those days.
Note: If you select a recurring shift but don’t set any days for it to occur on, the shift will never happen.
After adding a shift, you’ll see it appear on the calendar next to the user. You can click the shift to view, edit, or delete it:
If the shift is a recurring shift, you’ll be able to edit all of the recurring shifts at a single time or just the specific on you clicked on. For example, if you want to delete a recurring shift, you would click on it, then click the “Delete” button:
You’ll then see the option to either delete that specific shift, or all the shifts in the series:
Hubstaff’s attendance scheduling is powerful because it allows you to always know when your employees are working during their shifts or not. You no longer have to chase employees down to find if they were working or not. If they use the Hubstaff app to track their time during their scheduled shift, no notifications will be sent and you’ll know they worked when they were supposed to. If they weren’t working when they were scheduled to, you will get notified.
The three types of Schedule notifications that get sent are as follows:
If the user doesn’t start tracking time within the first 5 minutes of when their shift is scheduled to begin, they will be counted as late. A notification will be sent 30 minutes after shift start.
If the user doesn’t track any time during their shift, the shift is missed. A notification will be sent when the shift ends.
If the user tracks time during their shift but doesn’t meet the minimum hour requirement, the shift will be incomplete and a notification will be sent.
Other notifications that get sent let users know when they are added to a shift and when a shift is updated for them. As the organization owner, you will get summary notifications letting you know of all the late, missed, and abandoned shifts as well (similar to the work summary emails).
You can control the notifications in your organization settings by clicking on the “Settings” tab on the left sidebar. You’ll see the “Shift Alerts” option on the left hand menu. You can enable the alerts for users and owners/managers, just users, or never. Like the other Hubstaff settings, you can set this at the organization level or at a user by user basis: