Scheduling rules, roles and settings
Choose what is checked when someone is put on a shift, who manages the schedule, and how requests and pay estimates work.
Every way someone is put on a shift is checked against the same rules: adding or changing a shift, copying a week, adding a starter week, auto-fill, a swap, a cover request, an offer and taking an open shift. Only team admins change the rules and settings on this page; everyone with a scheduling role can read them.
Rules
On Settings, open Scheduling rules.
Under Always checked are the rules that cannot be turned off: two shifts at the same time, someone who is not working on that date (inactive, archived, or before their start date or after their last day), and someone on leave. Under Rules you set, each rule has a switch, and while it is on, When it applies sets it to Blocks the shift, Warns or Shown as information (each rule offers the ones that fit it):
- approved time off, and time off waiting for a decision;
- outside someone's availability;
- a position someone does not hold, or a location they are not set up for;
- a missing or expired qualification;
- outside someone's earliest start or latest finish;
- minimum rest between shifts, the most hours in a day or a week, someone's own maximum, and the most days in a row;
- daily and weekly overtime;
- breaks on long shifts, and split shifts.
Two shifts in a day with time between them are a split shift. Two shifts where one starts as the other ends are not: for Break on long shifts they count as one stretch of work, so four hours and then four more need the break that eight hours would.
Limits such as overtime are off until you set them. Magpie does not know the
employment rules that apply to you. Type hours or days as you would say them,
such as 10 or 40 hours.
A rule that blocks stops the shift. When Managers can override is on, a manager can save the shift anyway with a reason, which is recorded in the shift's history; employees and auto-fill cannot override. A rule that warns lets the shift be saved and shows a warning on it, and publishing it will need a reason. A change to a rule applies to checks from then on; published shifts do not change.
Who manages the schedule
Team admins manage everything. On Settings, open Who manages the schedule to give another member of the team a role:
| Role | What they can do |
|---|---|
| Manager | Plan, publish, decide requests and manage staff |
| Schedule editor | Plan shifts; publish and decide requests only if allowed |
| Schedule viewer | See the whole schedule and reports, and change nothing |
A role can cover every location, including ones added later, or only some. People who only work shifts do not need a role; invite them from their profile instead (see Add staff and invite them to see their shifts). Only team admins change roles.
Pay rates are hidden from everyone, admins included, until Sees pay rates is turned on for them.
Pay rates
Pay rates under Settings holds hourly rates for labour estimates on the publish review and in reports. A person's own rate comes first, then their position's, then their location's. A rate starts on a date, and an earlier rate for the same position and location ends the day before. These are estimates; Magpie does not run payroll. Anyone allowed to see pay rates can add them.
Settings
| Setting | What it decides |
|---|---|
| Time zone, Week starts on, Clock | How times and weeks are shown, and where weekly limits start. A location can have its own time zone. |
| No availability given | Whether a day with nothing said counts as available |
| Availability changes | Whether changes to someone's usual week need a manager's approval |
| Taking open shifts, Offered shifts, Swaps, Cover requests | Whether a manager decides or it happens straight away |
| Offers expire after | How long an offer lasts |
| Remind managers about uncovered shifts after | When managers will be reminded about a cover request nobody took |
| What employees see | Only their own shifts, who works at the same location, or the whole published schedule |
| People invited from Staff can use | The areas a person invited from their profile can use in the team |
| Past shifts | Whether only a team admin can change a shift that has started |
| Changes close to the start | How many hours before the start only a manager, not a schedule editor, can change a shift |
| Compare with Time Tracking | Whether reports show worked time against the schedule |
| Breaks and coverage | Whether someone on a break with a start time counts toward the people needed |
| Currency for pay estimates | The currency labour estimates are shown in |
Blackout periods on the same page mark dates when time off is not normally given; see Handle swaps, cover, open shifts and time off. Positions and locations is described in Set up positions, locations and qualifications.
For other questions, contact Contact support.
Den Magpie-Support fragen
Senden Sie dem Magpie-Team eine Frage zu allem, was dieser Artikel nicht beantwortet.