Staff scheduling and time off

The Staff scheduling page is where a School Admin plans who works when and decides on the team's time-off requests. Open it at /admin/staff-scheduling. It has two tabs across the top (Shifts and Time off) that you switch between with the toggle.

Shift authoring and time-off decisions are director and admin actions. Teachers can see their own upcoming shifts but can't author, cancel, or decide.

Schedule a shift

On the Shifts tab you'll see your upcoming staff shifts, soonest first. Each card shows a status tag (SCHEDULED or CANCELLED), the staff member's name, an optional classroom tag, the start-to-end window, and any note.

To add one, select New shift and fill in the dialog:

• Staff member ID (required): the team member who works the shift.
• Classroom (optional): leave it blank for a shift that isn't tied to one room.
• Shift window (required): pick a start and end date and time.
• Note (optional): anything the staffer should know, up to 1,000 characters.

Select Create and the shift drops into the list in its chronological spot.

A shift covers a planned block of work. It isn't the same as a punch. See the time clock note below.

Cancel a shift

Plans change. On any shift still tagged SCHEDULED, select Cancel. The card flips to a CANCELLED tag and the staff member keeps the rest of their schedule. You can author a replacement shift anytime. Cancelling is the in-app way to pull a shift; the shift stays on record rather than disappearing.

Approve or deny time off

Switch to the Time off tab to work the request queue. A filter toggle at the top moves between Pending, Approved, Denied, and Cancelled. It opens on Pending, the requests waiting on you.

Each request card shows:

• A status tag and a reason tag: Vacation, Sick, Personal, Bereavement, Jury duty, Unpaid, or Other.
• The staff member's name and the requested date range.
• The note the staffer added, if any.
• The Decision note, once a request has been approved or denied.

On a Pending request, select Approve or Deny. A dialog opens where you can add an optional note explaining the decision (up to 1,000 characters) before confirming. Approve or deny, and the request leaves the Pending list. You'll find it again under the matching filter, with your decision note attached. A request a staffer withdrew before you acted on it shows under Cancelled.

Shifts vs. the time clock

Scheduling and the time clock are two different things:

• A shift is a plan: the block of time you expect someone to work.
• A punch on the time clock is the actual record of hours worked, and a punch covers your whole shift. There's no separate room or classroom to pick when clocking in.

Use shifts to plan the week and time off to manage absences; use the time clock and timecards to track and approve the hours that actually get worked for payroll.

Related

• Staff time clock and timecards: track and approve the hours your team actually works.
• Manage your staff directory: find the team members you're scheduling.