Set how many people each shift needs

The schedule is built to cover these numbers. Each number is the people needed for one shift on one day. You set a usual number per shift and position, then change only the days that differ (for example 5 on Wednesday and 2 on Sunday).

Steps on the web

1. In setup, open Days and shifts and tap the day buttons under Which days are you open?. Days left off are closed and nobody is scheduled.
2. Open the step How many people per shift? Each row is a position and each column a shift. Use the - and + buttons for the usual number.
3. For a day that differs, open Different numbers on some days? It is closed until you tap it. You see a week grid: a row for each position and shift, a column for each day.
4. In that grid, use - and + in the cell of that day. A changed cell is highlighted and shows the usual number you can go back to. Closed days are greyed and show Closed.
5. To undo one cell, tap the small button in the highlighted cell. To undo a whole day, tap Reset day above the day.
6. The Total row shows how many people each day needs. Tap Continue.
7. After setup, the same controls are in Settings, in the card Staffing needs. Change the numbers, then tap Save staffing needs.

Steps on the phone

1. In setup, open the step about how many people each shift needs.
2. Tap a cell in the week grid. Rows are your shifts and columns are the days.
3. Use the stepper to set the number of people. A dash means nobody is needed.
4. To use the same number all week for that shift, tap Copy to the whole week.
5. To close a day, tap Close this day. A day set to zero stays closed and nobody is scheduled.
6. Tap Continue.

Good to know

• On the web the numbers are per position. On the phone the number is per shift and day.
• Numbers are pre-filled for your kind of business, so adjust only what is different.
• A slot is one person needed in one shift, in one position. If you need 2 cooks and 1 waiter, that is 3 slots.
• The preview of your week shows the total for each day and shift as you change it. On a computer it sits on the right of setup. In a phone browser, tap the chip under the title (for example “3 shifts, 6 days”) to open it.
• Extra staff for a single holiday or event is not available on the web yet.
• If the week board says No staffing needs set yet, no numbers were set. Set them in Settings, in Staffing needs.
• Too many slots for the team is the usual reason for open slots. See Fix open slots.
• Under the positions, Who works where? lists each person from the team step with a button per position. Tap the positions a person can do. Not set means the person can work any position. On the phone it is one line (for example “3 of 5 people have a role”) that you tap to open. Roles are saved when your business is created, and the first draft only places people where they can work.
• If a shift needs more people than you have, a note says so (for example “Dinner needs 6, but only 5 can work it”). It also appears when too few people can do one position. Tap Add a person to go back to the team step. You can also add people later.