Adding Positions (managing positions)

This entry is part 10 of 16 in the series Getting Started

“Positions” is the term that Shift Agent uses to describe different roles at your company.  Some places may use the term “Job Code” or some other term. Positions are added to employee profiles so that when you build the schedule, Shift Agent knows who can work the shift. Positions are the foundation of your store […]

Allocation of Employee Hours

Shift Agent is built from the ground up to help you allocate hours to the each employee the way you want to. With the Allocation of Hours button in the footer on the Scheduling Page, we help you answer the question, “Is everyone getting their target hours?” The process of both Smart Scheduling and adding one […]

Can a person with Position A (cook) trade for a shift with Position B (cashier)?

Question:  Can a person with Position A (cook) trade for a shift with Position B (cashier)? It depends.  The answer is yes, as long as both parties are qualified in the system as having both positions. For example, Mike and wants to trade with Bill. Mike is listed as a cashier and as a cook. […]

Communicating Your Availability

This entry is part 2 of 11 in the series Availability

The goal of setting your availability is: To ensure that the needs of the store are met To make sure you work when you want as often as possible How to best support the needs of the store: Be flexible.  Offer more hours of availability. Set your preferred availability higher than your number of desired hours. How to […]

Having Issues? Try this FIRST (clear cache)

The first line of defense when Shift Agent is not loading something right, is to simply refresh your browser.  For example, if you add a day off to an employee, and then go back to the scheduler and you don’t see the day off reflected properly in Smart Scheduling, the chances are that you need […]

How do I trade shifts with someone?

I need the day off but I’m already scheduled

So you need to make a request for a day off, but you’ve already been scheduled for that day.   Your opportunity to have the time off now requires that you trade your own shift.  After you successfully trade your shift, then you can request for the day off and your manager will receive the request […]

Our Scheduling Philosophy

This entry is part 1 of 16 in the series Getting Started

Our Philosophy: We believe in building a culture of hospitality through better scheduling.  Your time is valuable, and we want to multiply your effectiveness by giving you the tools you need to schedule your store with excellence.  Shift Agent is designed to foster personal responsibility among your employees as we provide powerful flexibility. Main Website:  Shift Agent […]

Positions: How to set them up correctly

Positions are the foundation of schedule building.  They are categories that summarize a task (or a set of subtasks).In Shift Agent, a position is a unique skill-set, a major role that makes up all of the tasks.  For example, if you have a position that is Drive-thru, the drive-thru position is the name that assumes […]

Print View Settings

The Print View has a number of settings that you can use to optimize your use of the print view for different things.  If you are having issues, try this troubleshooting information and FAQ post. To access the settings, open up Print View and click the Settings button in the header (upper right corner). Description […]

Printing FAQs and troubleshooting (print view)

I want to print just one department’s schedule (print the Back of House but not the Front of House) Use the print view setting to select the department that you wish to view/print.  When you hit the print button, it will only print the department that you see.  Saves paper! The print view WAS showing […]

Prioritize Target Hours above Overtime threshold

Summary:  You can adjust the Shift Agent scheduling filter to accommodate for your need to have certain employees work overtime with regularity.  (For example, you have an employee that you want to work 52 hours, even though your overtime threshold is 40 hours.) Monitor the allocation of hours to track your distribution to employees.  Access this feature […]


This entry is part 8 of 8 in the series Make Your First Schedule

Intro to Publishing: Publishing the schedule is when the shifts you built on the calendar are now visible to employees.  When they login, they will see their schedule. Before you publish, the shifts on your calendar are just a rough draft.  They will stay saved in whatever state you leave them, even if you log […]

Recommendations: Select the Right Employee for Each Shift

Shift Agent is not an auto-scheduler.  It’s one better.  Smart Scheduling is a recommendation system that calculates the operational decision so that you can focus on people while you select the right person for each shift.  This post describes most of what Smart Scheduler is doing to make recommendations on your behalf as you fill […]

Smart Scheduling – Got interrupted

Did you get interrupted in the middle of smart scheduling and now you need to get back to where you were in the scheduling process? Navigate to the day you were scheduling. You will see any of the shift you filled. You will NOT see the shifts you haven’t filled from the template.  You WILL see unassigned […]

Smart Scheduling: How to use it.

This entry is part 6 of 8 in the series Make Your First Schedule

Smart Scheduling allows you to fill out your schedule for a day quickly, using templates that you have created. Once you apply a template (or if there are any unassigned shifts on the page) press the green button that says “Smart Scheduling” in the upper left of the Manage Schedule page. Here is a breakdown of the Smart […]

Status of Trades

A trade or a giveaway can have one of many different states.  Depending on where you are in the process, you could have any of the following statuses for your trade: No interest yet – You are still responsible for your original shift.  You may cancel the trade at this time. Accepted by a co-worker – You […]

Store News Announcements

Shift Agent provides you with a platform to communicate effectively with your team. About Store News As a manager or admin, you can create a store-wide or position-specific announcement. You can select who the message goes to and how they will receive the message. Learn how to create announcements from your mobile device or from your computer. […]

Templates: How do I apply one?

Once you have built a template, you can apply it to any day that you want.  You can even add more than one template to a day.  (This might be useful if you have multiple departments and multiple people who publish the schedule.) Once you have built at least one template, use the following steps […]

Templates: How do I build one?

This entry is part 5 of 8 in the series Make Your First Schedule

This post is about how to build a template.  You can also edit an existing template and make changes. Access the Template Editing Area Templates are a way to take advantage of reoccurring patterns in your scheduling.  For example, if you have a “typical schedule” for a particular day of the week, you can build […]

User Levels

Shift Agent has three User Levels.  You can set the user level for each employee from their individual employee profile.  You can quickly see who has which user level by using the Permissions sort on the Employee List page. The three levels are: Employee Manager Admin  Feature Access for each User Level A MANAGER can […]

What happens when I publish a schedule?

When a manager publishes the employee schedule, the schedule goes LIVE and becomes available for people to see it. Only days that are published are actually available. All of the employees with a shift on the published schedule get a message within the app that their schedule has been published. Employees are responsible for the scheduled […]

What happens when my trade is accepted?

When your trade is accepted, it has gone through the first of two stages before your actual schedule would be effected in any way. Before your schedule actually changes, your manager has to approve your trade. When your trade is accepted AND your manager has approved the trade, then your list of upcoming shifts would […]

What happens when my trade is declined?

When your trade is declined by a co-worker , it means that you still have to work that shift. You can try and trade with another one of your co-workers, but if it was declined by your manager, they have a reason and you are welcome to ask them. Feel free to attempt another trade […]

What is a Request?

This is when an employee wants to give away or trade a shift with another employee. Requests MUST be approved by a manager in order for it to take effect. These requests are viewable by the manager only, except when an employee sends out or receives a request.

Where is my Company’s Profile?

Your company profile is always available in the header of whatever page you are on.  Simply click on the name of your store in the upper left corder of the app, and you will be taken to your company profile. Your company profile is where your general settings are stored for Positions Calendar Settings Overtime […]

Why do I need to enter my phone number?

Shift Agent sends out alerts and notifications using this number. It’s the fastest and easiest way for you to be connected with the system.