Do your staff swap shifts and pick up open shifts in an app?

Apps like 7shifts, Deputy, Homebase or When I Work show the schedule on everyone's phone. Staff sort out swaps themselves and you just approve.

How to automate it

How to automate “build the staff schedule”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

120 min

typically, once a week

60%

of the time can be automated

Some setup

to set up

Fix 1 of 2

Software featureBest fix

Build the schedule in a scheduling app and let staff swap shifts themselves

Scheduling apps build a first draft from your sales forecast and staff availability, let people swap and pick up shifts on their phone, and run the time clock that feeds payroll. You approve instead of arranging.

Typically saves about 50% of the time2 h to set up

1Check whether your company already pays for one: 7shifts, Deputy, Homebase, When I Work, UKG or Harri.
2Have staff enter their availability in the app.
3Use the auto-schedule or copy-last-week feature, then adjust.
4Turn on shift swaps and open-shift offers with manager approval.
5Use the app's time clock so missed punches show up before payroll, not after.

Tools: 7shifts, Deputy, Homebase, When I Work, UKG or Harri

Fix 2 of 2

Process fix

Keep a standard weekly schedule and only change the differences

Most weeks look alike. A core template that repeats, published two weeks ahead, means you only fix the gaps.

Typically saves about 35% of the time1 h to set up

1Build a core schedule that covers a normal week.
2Save it as a template in your scheduling app or spreadsheet.
3Each week, copy it and change only holidays, time off and busy days.
4Publish two weeks ahead so swaps happen early.

Tools: 7shifts, Deputy, Homebase, When I Work, UKG or Harri · Spreadsheet

Quick wins

Have you tried…

Do your staff swap shifts and pick up open shifts in an app?: Apps like 7shifts, Deputy, Homebase or When I Work show the schedule on everyone's phone. Staff sort out swaps themselves and you just approve.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Store / shift manager Restaurant / kitchen manager Chef / kitchen lead Hotel housekeeping / rooms operations lead

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