Shift Creation FAQ
Quick answers to common questions about creating and managing shifts in the MangoApps scheduling system.
Updated: January 17, 2025
What is a shift in MangoApps?
A shift is a scheduled work period that defines when, where, and who needs to work. Each shift includes start/end times, location, required roles or specific employees, and any special requirements or notes.
How do I create a new shift?
To create a new shift:
- Navigate to Schedules → Create Shift
- Select the date and time for the shift
- Choose the location where work will be performed
- Assign employees or specify required roles
- Add any notes or requirements
- Click Save Shift
The system will automatically check for conflicts and notify you of any issues.
Can I create multiple shifts at once?
Yes! You have several options for creating multiple shifts:
- Bulk Creation: Select multiple dates and times to create identical shifts
- Recurring Shifts: Set up daily, weekly, or monthly recurring patterns
- Copy Existing Shifts: Duplicate successful shift patterns to new dates
- Schedule Templates: Use pre-built templates for common shift patterns
Who can I assign to a shift?
You can assign shifts in several ways:
- Specific Employees: Choose individual team members by name
- Role-Based: Specify required roles (e.g., “Manager”, “Cashier”) and let qualified employees claim shifts
- Open Shifts: Post shifts to the shift marketplace for employees to request
- Team Assignment: Assign entire teams or departments to large shifts
What happens if I assign someone who’s unavailable?
The system will warn you about availability conflicts:
- Red Warning: Employee is completely unavailable (time off, blackout dates)
- Yellow Caution: Employee has limited availability or preferences against this time
- Scheduling Conflict: Employee is already assigned to another shift at the same time
You can override warnings if necessary, but the system encourages respecting employee availability.
How do I set shift requirements or qualifications?
When creating a shift, you can specify:
- Required Skills: Certifications or skills needed for the role
- Experience Level: Minimum experience requirements
- Special Equipment: Tools or equipment the employee must bring
- Dress Code: Specific uniform or attire requirements
- Notes: Additional instructions or important information
These requirements help ensure the right people are assigned to each shift.
Can I create shifts for multiple locations?
Yes, but each individual shift can only be assigned to one location. To schedule across multiple locations:
- Create separate shifts for each location
- Use bulk creation to quickly create similar shifts at different locations
- Copy shifts from one location to another
- Use location-specific templates for consistent scheduling
What’s the difference between published and draft shifts?
Draft Shifts:
- Visible only to managers and schedulers
- Can be edited freely without notifications
- Employees cannot see or claim these shifts
- Used for planning and preparation
Published Shifts:
- Visible to all assigned employees
- Automatic notifications sent to assigned staff
- Employees can clock in/out for these shifts
- Changes require approval or generate change notifications
How far in advance can I create shifts?
You can create shifts:
- Up to 1 year in advance for long-term planning
- Recommended 2-4 weeks ahead for regular scheduling
- Same-day shifts for urgent coverage needs
- Recurring shifts can extend indefinitely into the future
The system encourages advance planning to give employees adequate notice.
Can employees request changes to shifts I’ve created?
Yes, employees have several options for requesting changes:
- Shift Swap Requests: Ask to trade shifts with coworkers
- Time-Off Requests: Request to be removed from assigned shifts
- Availability Updates: Change their general availability preferences
- Direct Messages: Contact managers about specific scheduling needs
All requests require manager approval before taking effect.
What should I do if I make a mistake when creating a shift?
If the shift is still in draft mode:
- Edit it directly without any notifications
If the shift is published:
- Minor changes (notes, requirements): Edit directly
- Major changes (time, date, assignments): System will notify affected employees
- Cancellation: Cancel the shift and notify all assigned employees
- Emergency changes: Override with manager approval and immediate notifications
The system tracks all changes for accountability and communication.
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