One Day Our Schedules Will Align Again

Shift Scheduling with Team Management

We know that having clear visibility into daily operations and labor costs is a critical office of managing a business. That's why, with Square Team Management and Squad Plus Shift Scheduling, you take access to a one-terminate-shop where you can create, manage, and publish schedules for yourself and your unabridged staff. Shift Scheduling with Team Management provides y'all with the tools yous need and automatically integrates with Point of Auction and Payroll to ensure a simple and smoothen approach to managing your day-to-day staffing needs.

Glossary

Review the table beneath to larn more about commonly used terms associated with scheduling your team.

Getting Started

Prior to creating your first schedule, you'll want to brand sure you've taken care of a few things in order to ensure a seamless cosmos process.

Create your Team Members: Before you lot can implement a schedule, you demand to make sure you take created your team and assigned them an email address to log in, a job title, wage(s), and a permission set.
Suggest the Squad App to your Squad: In order for your team members to manage their schedule on the go, brand sure your squad downloads the Team app. This volition allow team members to access their schedule and request changes, whether they're at the business or at home.

Setting Up Your Schedule

Availability

In one case you've set up your team, you'll also want to make sure their availability is authentic and upward-to-engagement. You tin can either have your team members set their availability via Team app, or set information technology for them in your Square Dashboard. To set information technology yourself:

Visit the Shifts section of your online Square Dashboard > Availability.
Select the appropriate location from the drop-down menu above your team member listing. If needed, y'all can select multiple locations to view shifts and availability beyond each of those locations together. If you're viewing multiple locations at once, the total hours calculation will update to reflect all of the locations selected.
From a team member's row, click the "+" icon to open up up their availability folio for a specific day.
Toggle on Available all solar day if the team member is available during all scheduled business hours, or enter a Showtime Fourth dimension and End Time to specify when the squad member is available.
To add together some other layer of availability, click Add together availability, or choose to repeat the aforementioned availability for other days of the week by checking off the advisable days nether the Echo on department.
Click Save.

Your team tin can also set their own availability in the Team app. To practise so:

From the Abode page of the Square Team app, tap More.
Under the Piece of work Settings section, tap Availability. Note: If you're using Payroll, y'all'll visit More > Availability.
Tap on the 24-hour interval of the week that you'd similar to edit to open up up the Add together availability screen and brand any necessary changes.
Tap Save changes to render to the Availability section and repeat for the remaining days that need to be updated.

Notation: Availability tin can merely be updated through the online Square Dashboard and the Foursquare Squad app. Each team fellow member is allowed upwardly to four blocks of availability. Business relationship owners and team members with full access or the "Manage availability" permission can update availability for themselves through the online Square Dashboard at any time. Team members with limited permissions will have the option to update their availability when using the Square Squad app.

Shifts

After you've ready your team'south availability, you tin start to build out your schedule by applying Shifts to each squad member. To get started:

Visit the Shifts section of your online Square Dashboard > Shifts.
Select the appropriate time frame and location from the drop-down menus above your squad fellow member list. If needed, you can select multiple locations to view shifts across each of those locations together. If you're viewing multiple locations at once, the total hours calculation volition update to reverberate all of the locations selected. Note: Click the driblet-down menu that says All squad members to filter specific squad members or task titles. For example, if information technology's non necessary to schedule the owner of the business, yous can filter on all team members except for the owner.
From a squad member'southward row, click the "+" icon to open the Add shift screen for a specific day.
Verify the team fellow member, task title, and date(southward) are correct > enter a Start Time and End Time. Annotation: If the selected team fellow member is unavailable or has partial availability for that twenty-four hours, you will come across a note regarding their unavailability.
Optionally, add notes and select a color to be visibly associated with the team member on the schedule. Annotation: If in that location is a annotation associated with a team member'due south shift, the color of their shift block will appear slightly lighter than others. Notes are only visible to the person creating the schedule and will not appear to team members.
If yous need to echo the same shift for another mean solar day of the week, check off the appropriate day from the Repeat shift drib-downwards menu at the bottom of the Add shift screen.
Click Save.
Repeat the steps above for each team member until you accept built out enough coverage for your schedule.

You also have the ability to drag and drop shifts that take already been scheduled. Simply click down on any scheduled shift and drag it to the appropriate cell to move from ane team member to some other. Yous can as well copy a shift by holding down the Option / ALT keys on your keyboard. Once the shift has been dropped into a new prison cell, the alter will automatically save but non publish.

Notation: The maximum number of shifts per squad fellow member per day yous can utilise is three. Approved time off requests will exist blocked off when creating the schedule and can be cancelled by clicking into the shift cake.

Open Shifts

If you're unable to make full a particular shift and would similar to open up the pick to all team members associated with a particular job title, y'all can utilize open up shifts. To get started:

Visit the Shifts section of your online Square Dashboard > Shifts.
Select the advisable fourth dimension frame and location from the drop-downwardly menus above your squad member list. If needed, yous tin can select multiple locations to view shifts and availability across each of those locations together. If you lot're viewing multiple locations at once, the total hours calculation will update to reflect all of the locations selected.
From the Open up shifts row, click the "+" icon to open the Add together shift screen for a specific day. Annotation: If you're filtering by Jobs, click the "+" icon in the appropriate row and select Open shift from the Team member dropdown menu in the Add together shift screen.
Verify the job title and date(s) are correct > enter a Start Time and End Fourth dimension.
Optionally, add notes and select a color to be visibly associated with the open shift on the schedule. Note: If there is a note associated with a team member'south shift, the color of their shift block will appear slightly lighter than others. Notes are only visible to the person creating the schedule and will not appear to team members.
If you need to repeat the same open shift for another solar day of the week, bank check off the advisable solar day from the Repeat shift driblet-down menu at the lesser of the Add shift screen.
Click Save.
Repeat the steps higher up for any days that you will want to requite the option to pick-up an open shift.

From here, the open shift(s) that y'all create will get visible to any squad members that are not already scheduled to work during that specific time frame, and have a matching job championship. Squad members can choice upwards an open shift straight from the Team app. To do so, accept the team fellow member:

Log into the Team app > tap Schedule.
Utilize the appointment selector to choose the appropriate time frame for the schedule.
Locate a shift that is noted every bit Open up shift in blue > tap the shift in question to open up the Shift details screen.
Tap Request shift.

One time an open shift has been requested by a team member, yous will receive a notification in your online Foursquare Dashboard. Y'all tin can click Review request directly from the notification, or click the three-dot icon in Timecards > Shifts to review manually. Y'all will be prompted to Decline or Corroborate the Shift request, and the team member will receive a push notification from Squad App confirming which action was taken.

You lot also have the ability to drag and drop shifts that accept already been scheduled. Just click down on whatsoever scheduled shift and drag it to the appropriate cell to motility from one team member to another. Yous can too re-create a shift past belongings down the Choice / ALT keys on your keyboard. Once the shift has been dropped into a new cell, the alter volition automatically save, only not publish.

Trade Shifts

If you're using Squad Plus, your team will also have the selection to merchandise shifts with other members of the team if they're unable to work due to a change in their availability or but prefer the hours of another shift. To do so, take the squad member:

Log into the Team app > tap Schedule.
Use the date selector to choose the appropriate time frame for the schedule.
Tap the shift in question to open up the Shift details screen.
Tap Trade shift.
From the listing of available shifts, select the shift that works all-time and tap Request trade.

From here, the team member whose shift was requested for trade volition receive an email and/or push notification from the Team app (depending on their Notifications settings). This will alarm them that another member of the team wants to trade shifts, to which they tin accept or decline. Annotation: Team members who have requested to trade shifts will receive a notification prior to the asking that states they are responsible for their shift until the trade request has been accepted.

Fourth dimension Off Requests

In addition to trading shifts, Squad Plus provides your team the option to asking fourth dimension off direct from the Square Team app for any unpublished schedules. Once a squad member requests fourth dimension off, you'll receive an email notification, as well as a notification in your online Square Dashboard. From hither, you can approve or reject the request, and the team member will receive an alert letting them know your decision. You'll as well receive a notification if another team member already has approved time off inside the aforementioned time frame as someone else. To become started with time off requests, have your team member(due south):

Log in to the Team app and tap More.
Tap Time off > Request time off.
Use the engagement selector to choose the appropriate time frame for the time off request, and add a notation under the Reason section.
Tap Request off.

Squad members can monitor their requests, likewise equally cancel any pending or canonical requests, by visiting the same section of the Square Team app.

Notation: Team members cannot request time off for schedules that have already been published.

To approve or reject time off requests made by your team members:

Visit the Shifts section of your online Square Dashboard, so select Schedule > Shifts.
Click the "..." push button and select Requests.
Click Review request to view the details of the time off request and click either Reject or Approve. You'll likewise have the selection to go out a note.
Once you approve or pass up the request, the team member who sent the request volition receive an electronic mail notification as well equally a button notification from the Square Team app if they accept them enabled.

You lot can also approve or turn down requests straight from whatsoever in-progress schedule — simply click on the shift y'all want to edit to open the Shift details screen. Prior to publishing, you'll receive a notification if any outstanding time off requests need to be approved or declined. You tin can choose to individually approve or pass up these requests or automatically turn down all awaiting requests.

Annotation: If plans alter, you lot tin can hands abolish a fourth dimension off request that'due south already been approved — just click into the shift block with the canonical fourth dimension off and select Cancel.

Alerts and Notifications

With Shift Scheduling, you'll receive alerts and notifications associated with specific actions related to the schedules you create. Alerts are problems that are flagged in your online Square Dashboard, and notifications are proactive messages sent by electronic mail and Dashboard Notification Center. You can manage the alerts and notifications you receive from scheduling and timecard activity by updating settings in your online Square Dashboard. To get started:

Visit the Shifts department of your online Square Dashboard, so select Settings > Alerts & notifications.
Nether the Alerts and Email notifications sections, cheque the alert types you lot want turned on. Uncheck an alert to turn it off.
Click Save.

Once yous salve your settings, yous will merely receive alerts and email notifications for the alert types you selected.

Publishing Your Schedule

Once you end creating your schedule and can confirm that no more edits are necessary, click the Publish button in the meridian-left corner of the Shifts screen. Review the summary to meet the total corporeality of squad members scheduled, total shift count, and total hour count, and select whether you'd like to notify affected team members or all team members. From here, click Publish schedule. Your team members will receive an email notification with their new schedule, along with the option to view their schedule from the Foursquare Team app.

You lot can also hands duplicate any existing schedule, whether it's complete or non, by clicking the Duplicate icon located next to the Publish icon. From the Duplicate schedule screen, select which week yous'd like to copy the schedule to and click Duplicate schedule to finalize the process.

Managing Your Schedule

In order to minimize errors and confusion when clocking in/out or viewing the schedule, it's important to make sure you have the appropriate settings enabled for Shifts. Take a look at the settings types below to learn more about each ane.

Schedule Settings

Your workweek and workday touch on how overtime is calculated. For reporting purposes, it'south best to set your workday hours for after your last team member typically clocks out. To update your workweek and workday settings:

Visit the Shifts section of your online Square Dashboard, then select Settings > Schedule.
From the Workday hours drop-down carte, select the appropriate day of the week.
Click workday hours to select the appropriate time of the day. Note: For most businesses, a 12am kickoff time is standard. However, if your business organisation has squad members working by midnight (e.m. bars, restaurants, etc.), yous should suit your Offset of Workday to reflect when all team members have clocked out for the mean solar day.
Click Cancel to discard changes or Save to ostend.

With Team Plus (or other subscriptions like Payroll, Restaurants, etc.), you can likewise allow your team members to swap shifts with other employees and request fourth dimension off – with your blessing, of course. To get started:

Visit the Shifts section of your online Square Dashboard, and so select Settings > Schedule.
Toggle on/off the Shift trading and Time off requests app settings based on your preference.
Click Abolish to discard changes or Salvage to ostend.

Overtime Settings

Overtime rules vary by land and are extremely important to comply with to avoid whatsoever issues with your local or land Department of Labor. To update your Overtime settings:

Visit the Shifts section of your online Square Dashboard > Settings > Overtime.
Toggle on/off the advisable overtime rules and include the Later Working (hours) associated with any applicable overtime rule.
Click Cancel to discard changes or Save to confirm.

Breaks Settings

Meal and residue period rules vary by state and specify when team members should break, and whether that break qualifies as paid or unpaid. Notation: You are limited to creating a maximum of 3 breaks, per location. To update your Intermission settings:

Visit the Shifts section of your online Square Dashboard > Settings > Breaks.
Click Add new break to open the New Suspension screen. From here, give the suspension a proper noun, elapsing, and select whether the bounty will be Paid or Unpaid.
Click Cancel to discard changes or Save to confirm.

If you're subscribed to Team Plus, you tin can enable the Block ending breaks early and Convert excess fourth dimension from a paid break to an unpaid break settings from this same section. You lot tin can also allow select team members to override this setting by turning on the Override early on and unscheduled clock-ins permission when using Custom Permissions.

Clock in/out Settings

The Foursquare Team app allows your team to clock in or out and asking edits to their timecards. Additionally, you tin can enforce location-specific clocking settings to forbid early and unscheduled clock-ins. To become started:

Visit the Shifts section of your online Square Dashboard, then select Settings > Clock in/out.
Toggle on/off the Clock in/out from Squad app, Timecard editing, and Block early and unscheduled clock-ins app settings based on your preference.
Click Cancel to discard changes or Save to ostend.

FAQs

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Source: https://squareup.com/help/us/en/article/7155-scheduling-with-team-management