Schedule

What this page shows

A week of shifts, one row per employee, one column per day. The Unassigned row holds drafts that can become open shifts. Each shift chip shows its times, job, and Work Site; the employee column shows total assigned hours for the week, and the bottom row totals each day. Use the arrows and Today to move between weeks.

Shifts start as drafts — visible only to Administrators, drawn with a dashed outline. Employees see nothing until you publish. A small note icon on a chip means the shift carries a note; open the shift to read it.

If an employee has recorded time off, the day shows a Time off marker. Adding a shift on that date, or moving an existing shift there, asks you to confirm before Clockspot checks overtime and saves it.

Building the week

• Add shift in the toolbar, or press + Add shift inside an employee's day cell to start with that person and date filled in. Keep Assign to an employee, pick the times, an optional job, the Work Site, and an optional note, then press Add draft. The Job list includes only Jobs available to that employee.
• Press any chip to edit it. Drafts can be changed freely, including moving them to another employee.
• Copy last week copies the previous week's shifts, including each exact Work Site, into this week as drafts. Shifts that would overlap an existing one are skipped, and nothing is published.

When a Job has one linked Work Site, Clockspot selects it for you. When a Job has several linked sites, choose the exact one or choose No specific Work Site. You can also schedule an active Work Site without a Job. This location is part of the shift: employees see its name and address on their Schedule, and update or cancellation notices name it.

Shifts can cross midnight — a 10:00pm to 6:00am shift belongs to the day it starts. An employee can have more than one shift per day, but shifts for the same employee can't overlap.

Repeating shifts

Use Repeat while adding a shift to create recurring drafts. You can repeat daily, every week on one or more weekdays, or monthly on the same day, the last day, or the same weekday position in the month. Choose Never or On date under Ends. The summary shows the pattern and the next dates before you press Add recurring shifts.

Before saving, Clockspot checks the exact dates for up to one year. Existing-shift overlaps must be resolved. Clockspot flags dates with recorded time off or added overtime for review; these warnings do not block saving. If a Job is missing paid or overtime settings for a checked date, the review names the Job and dates instead of blocking the schedule. A Job-specific hourly rate is not required; a blank rate uses the employee's rate.

Open a recurring draft and choose what to change:

• Only this shift saves that date as its own editable draft. Use Skip shift to remove only that date.
• This and future shifts changes the pattern from the selected shift forward. You can change the first future date, weekdays, times, employee, Job, Work Site, note, or end date without changing earlier shifts. Use Stop repeating to remove untouched future drafts while leaving shifts already edited or published in place.

When this week contains skipped recurring shifts, Skipped shifts appears in the toolbar. Open it and press Restore to return one to the schedule as a draft.

Offering an open shift

Use an open shift when the date and work are known but the employee is not.

1. Press Add shift, choose Leave unassigned, and enter the shift details. Keep Does not repeat and press Add unassigned draft for one opening, or choose a repeating pattern and press Add recurring shifts.
2. Press Publish week. The draft becomes an open shift that eligible employees can see under Open shifts on My Schedule.
3. When employees press Request shift, the open-shift chip shows the request count and Needs attention appears in the schedule toolbar.
4. Press Needs attention, then Review requests. Each pending request shows the employee's current scheduling status and any warning that needs review. Press Approve & assign to give the shift to one employee, or Decline request to close one request. You can include a message with either decision.

Approving one request assigns the shift and closes its other pending requests. The selected employee sees the shift on their Schedule with its exact Work Site address and note. Before assignment, employees see the Work Site name and general area when available, but not its street address or the shift note.

Changing a published open shift closes its pending requests so employees can review the updated opening before requesting it again. Cancel open shift removes it from the schedule, closes pending requests, and notifies those employees.

Overtime warnings

When you add or edit a shift, Clockspot checks whether it increases that employee's projected overtime under the saved overtime rules. For the current week, the check combines worked time with active draft and published shifts. Future-week checks use the active schedule.

If the shift adds overtime, This shift adds overtime shows the additional time and multiplier. The warning is advisory: choose Add draft anyway, Update draft anyway, or Update shift anyway to keep the shift.

Publishing

Press Publish week — the button shows how many drafts are waiting. Publishing makes assigned drafts visible to their employees and notifies each affected employee once, by email (employees can add text messages on their notification preferences). Unassigned drafts become open shifts that eligible employees can request.

When shift confirmation is required, the employee sees Confirm shift and I can’t work on their Schedule. Needs attention appears in the schedule toolbar while a published shift is awaiting confirmation, an employee has said they can’t work, or a replacement open shift needs review. Press it to open the current week’s exception list without leaving the schedule.

If an employee can’t work, their original assignment stays visible until you decide what happens next. You can:

• press Find a replacement to publish one linked open shift;
• press Employee can work after all only when the employee has confirmed they can still work;
• press Report was a mistake when the can’t-work report was recorded mistakenly; or
• press Cancel shift when the work is no longer needed.

Approving a request for the linked replacement assigns the new employee, removes the original assignment, and resolves the coverage issue together. Clockspot never treats a missed confirmation as a cancellation, never assigns a replacement automatically, and never requires the original employee to find one.

After publishing, edits notify the employee: saving a changed shift sends an update, and cancelling one tells the employee they no longer need to work it. A published shift stays with its employee — to reassign it, cancel it and create a new one for the right person.

Removing a shift

Open the shift and press Discard draft (drafts vanish silently — employees never saw them) or Cancel shift (the employee is notified). Cancelled shifts keep their history for support questions but leave the grid.

Comparing plan to reality

The Schedule Coverage report shows required and staffed work, shifts that still need coverage, and assignments awaiting confirmation. Schedule vs Actual compares the published plan with time employees recorded after work occurs.