Join Nick Brazzi for an in-depth discussion in this video Managers: Build a schedule and set shifts, part of Microsoft StaffHub Essential Training.
- [Instructor] As a team manager, if you are finished setting up your team and sorting your staff workers into one or more groups, then you're ready to start building a schedule for your team, which is really the core thing that you want to do in StaffHub. So to start with, I'm going to find the day where I want to schedule a shift, then I'll find the person down here in the groups. And I'll find where the row for the person and the column for the day intersect, and this is the box where I'll set up the shift. So when I point at this box, I've got this button I can click on to open up this menu, and then I'm looking for the option that says add shift.
And then from here, I just need to fill in the information for this shift. I'll start with the time, there's a field here for the start time, I want this shift to start at nine o'clock, so I'll open up this menu, choose nine o'clock as the start time, and that's set. The shift is set to end at six o'clock, I could open up that menu and change it, but I think that's good for this shift, so I'll leave that. Then I'll go into the breaks, and set that. So for the sake of this example, I'll say that my employees get a 30-minute lunch and two 15-minutes breaks throughout the day.
So that's a total of 60 minutes, so I'll use the up and down arrows to set this to 60, and now that's all set. Next is a menu for the color label, and what's great about the color labels is that you get to decide the significance of the colors. Maybe you want to color evening shifts different from morning shifts, maybe you want each person to have their own color so the schedule is easier to read. For me, I want to say that full eight-hour shifts will be blue, and shorter four-hour shifts will be yellow.
So this is going to be a longer shift, so I'll choose blue. Then there's an option for a custom label. I do not want to fill that in for this shift, but we will talk about that later in this movie, so for now I'm just going to leave that blank. Then there's a field for notes, and you can put in a lot of text here. If there's any information that this person needs to know before they show up for this shift, then you should put that here in the notes field. For now, I'm just going to leave that blank. I filled in the information that I need, I hit save, and now I have a shift scheduled for this person.
So that's the main functionality, but of course there are a bunch of tools for streamlining the process when you need to assign lots of shifts to lots of people. For example, we just set one shift on Monday, but this person works the same time every day, Monday through Friday, so I could go to the next day, open up the menu, hit add shift, and fill in that information, or I can take advantage of some features in this menu. You'll see that the two most recent shifts that you've scheduled will appear here as shortcuts.
So I can just click on this item, and it fills in all of the same information for that shift based on the last, most recent shift that I scheduled. And I can do the same for Wednesday, and I can do that for the rest of the week, and very quickly fill in the entire week's schedule for this person. Okay, so next let's fill in the schedule for the next person on our list. And this time, I want to start with time off, and I want that to start on Sunday, so I'm going to open up the menu on that box, and instead of hitting add shift, I'm going to go down to the more submenu and hit add time off.
Filling in time off is really similar to adding a shift, but you'll see some of the information is different. By default, there's a checkbox here enabled labeled all day. It's pretty normal for a time-off request to be for entire days, if you wanted to, you could turn that off and that would unlock the ability to set a start time and an end time, but I think it makes more sense to set this for full days. And in fact, I want to have this start on the 29th, and end on February 2nd, so this is several days worth of vacation.
Next we'll go to this box for reason, open that up, and you'll see some pretty standard reasons for time off, I want to set this as vacation time, so I'll choose that. Then there's the option for the color label. Now you can choose a different color label, but by default, time off will be gray, I think that makes sense, so I'm going to leave it alone. I'm not going to use the notes field for now, I'll hit save, and now I've got time off set for most of this week. So it's really easy to set several days worth of vacation time that way.
But I do want this person to have a few shifts at the end of the week, so let me fill those in. So I'm going to add a shift here, this will be an afternoon shift, so I'm going to set it to start at one o'clock p.m., and finish at five o'clock p.m., and we do not need 60 minutes of break on a four-hour shift, so I'm just going to change that down to 15 minutes, and if you remember I said I want to have the yellow color label for shorter shifts, so I'll select that.
Now this time I do want to use the custom label, you can type in anything you want here, but it does need to be short, generally only one word, so I'm going to label this afternoon. And that's it, I'm going to save this, and now that shift has been added to the schedule. And now we can see how it looks when you do apply a custom label. If you have the custom label, that appears here on the shift, if you do not have the custom label, it just shows the time. Alright, so let's set another shift here on this other day, and I'll just clone over one of the shifts that I did most recently, and there we go.
Then I'll move on to this last person here in this group, but I want to make this even easier. Let's say that this person generally works nine to six p.m. shifts, just like this other person that we scheduled. So in this case, I can take advantage of copy and paste. So I'm going to point at this date, I'm going to hit this button to open up the menu, choose copy, then go to this day, open up the menu, and choose paste. So I can very quickly copy and paste and I can paste multiple times to fill out the rest of this week.
If you want to delete a shift, you can go back to the shift, open up the menu, go to the more submenu, and choose delete, or you could just click on that shift to select it, hit the delete key on your keyboard to delete it. And you can always go back and edit shifts, you see, you could go to this day, for example, open up the menu, go to this option that says edit shift, and then make any changes to this data. So let me change this to 6:30 as the end time. I'll save that, and I see those changes have taken effect.
But all of those other shifts that I set, whether I was using the shortcut based on that first shift, or whether I copy and pasted, those will not reflect those changes. If I want those changes on these other shifts, I will have to go to each of them, and either edit shift, or just use the settings on the most recent list to update those shifts. Okay, so with that, I'm going to say that this week's shift is done. There are other features that we have for building schedules but this is the core functionality, and we'll get into some of those other optional tools in another movie.
For now, I want to talk about publishing the schedule when you're done. Everything that I've done so far is sort of in a draft mode, so take a look up here at the top, it says that the schedule is unpublished, and also on each of these shifts, there are diagonal lines through them, that's another way of seeing that they have not yet been published. The staff workers on my team do not see the schedule until I hit this publish button up near the top right. So I feel pretty good about what I have here, and I'm ready for everybody to see it, so I'll hit publish.
This window will confirm how much of my schedule is being published, the default settings will be for it to publish one week at a time, but you can change that here. I generally only want to publish one week's schedule at a time, so that's good, I'll hit publish. Now it says published up here at the top, the gray lines are gone from the shifts, and now this schedule is published, and all of the staff workers can see it. Publishing the schedule is a one-time thing, once you've published it, you do not have the option to unpublish it.
You can make changes, of course, but those changes will happen live, and your staff workers will see the changes as you go. But like we saw a moment ago, I've only published one week of the schedule. If I hit this arrow on the far right side, it will take me forward one week, and now I've got an empty schedule again, which is currently unpublished, and I have the publish button. So this will not be published until I come here and choose to publish this week, and so on. But I want to wait and get into these details later in another movie.
So for now, I'm going to hit the back button, the button on the far left, to go back to the previous week, and I'm back on the schedule that I just built and published. And there you go, for the first week at least, the manager's core job is finished here. The schedule has been built, shifts have been assigned, and all of the workers have their assignments.
In this course instructor Nick Brazzi shows managers and employees what they need to know to use StaffHub. He begins by showing how to create a team in StaffHub, invite employees to join teams, and organize employees staff into groups. Next, Nick covers all the aspects of work schedules—from how to create, modify, and view schedules to how employees can work together to cover shifts. He shows how to send messages to team members, share files with team members, and post communications using Day Notes. Lastly, Nick covers how to modify StaffHub settings to tailor it to your company and team.
- Creating teams and groups
- Managing teams
- Accepting invitations
- Managing multiple active teams
- Building a schedule
- Setting shifts
- Viewing a schedule
- Requesting time off
- Requesting to swap a shift
- Approving swaps
- Approving time off requests
- Sending messages
- Sharing files with teams