Shifts for Scheduling

Shifts is a schedule management and time-tracking tool built into Microsoft Teams. It’s designed primarily for frontline workers and their managers, allowing teams to:

• Create, edit, and manage schedules: You can assign shifts, create open shifts that team members can request, and organize schedules by job type or location.
  • Team Owner(s) has full access to Shifts, they can create, edit, and publish schedules, manage shift requests, and approve time off.
• Track time: The Time Clock feature lets team members clock in and out directly from the app.
• Handle requests: Managers can review and respond to time-off requests, shift swaps, and open shift claims.
• Communicate efficiently: Shift-based tags help you quickly reach people who are currently on duty.
• Publish schedules: Once finalized, schedules can be shared with the team so everyone stays up to date
• Microsoft’s Official Tutorial (4:32 min): A concise walkthrough of creating and managing shifts.

1. Access the Shifts App:

• On desktop/web: In Teams, click on the Shifts icon in the left-hand app bar. If it’s not visible, click “More apps”, find Shifts, and right-click to pin it.
• On mobile: Tap the Shifts icon in the navigation bar. If it’s not there, swipe up and tap Edit to pin it for quick access

2. Create a Schedule:

• If it’s your first time using Shifts for a team, you’ll be prompted to create a schedule.
• Else click on the button across the top left and select “New schedule”
• Select the team you want to create a schedule for or click on the “Create a new schedule” link and select the team you wish to create the schedule for.
• Choose your time zone and start of the week.
• Add groups (e.g., departments or roles).
• Add team members to each group. (recently added team members will take approx 1hr before before they can be added to a team Shift)

3. Add and Customize Shifts:

• Assign shifts to individuals or create open shifts.
• Customize each shift with names, colors, notes, and activities.
• Use the Time Clock feature to allow staff to clock in/out.

4. Publish and Share the Schedule:

• Once your schedule is ready, click “Share with team” so everyone can view and interact with it.
• Team members can then request time off, swap shifts, or pick up open shifts depending on your settings