Set up positions, locations and qualifications
Add the jobs people do on a shift, the places they work and the certificates a job needs, so each shift is checked against them.
Open Staff Scheduling, then Settings and Positions and locations. The same page opens from More on Staff, and from Add positions in Getting started on the schedule. Team admins and scheduling managers change it; schedule editors and viewers can read it.
Positions
A position is a job someone does on a shift, such as Cashier or Kitchen. Each shift has one position, or none.
Choose Add position and enter its name. On the page, click a detail to change it:
- Colour: the colour its shifts are filled with on the schedule.
- Usual length and Usual breaks. Usual breaks are added to a new shift in that position when you add it without breaks or a starter shift.
- A description.
- One row for each qualification, set to Required, Preferred, For information or Not needed.
While there are no positions yet, the page offers Start from a business type: choose one and then Add positions to add the usual positions and starter shifts for that kind of business: a restaurant, café or bar, a shop, cleaning or maintenance, a clinic or salon, events, or something else. You can change or archive any of them afterwards.
Who can work each position is chosen on each person's profile with Change positions (see Add staff and invite them to see their shifts). A shift in a position the person does not hold is flagged by the Position not held rule.
Locations
Every team starts with one location, named after the team, or Main location in Personal. Choose More and then Add location to add another. Each location has a name, an address and its own time zone, and its shifts are shown in that time zone. The address is shown to the person on their shift.
With more than one location, you choose each shift's location, the schedule and reports can be filtered by location, and a person's profile chooses where they can work with Change locations.
Qualifications
A qualification is a certificate or skill a position can require, such as Food safety or First aid. Choose More and then Add qualification, then set which positions need it in each position's rows. Record who holds it, and when it expires, with Record qualification on the person's profile.
| Level on a position | What happens when the person lacks it |
|---|---|
| Required | The Missing or expired qualification rule applies, as set in Scheduling rules. |
| Preferred | Auto-fill and the person list rank them lower. |
| For information | A note is shown on the shift. |
A qualification that expires before a shift ends counts as missing for that shift.
Archive and restore
Archive on a position, location or qualification stops it being chosen for new shifts. Shifts that already have it keep it, and reports still show it. The last active location cannot be archived. Archived ones are listed at the foot of the page with Restore.
For other problems, contact Contact support.
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