Staff Scheduling

Keep a list of the people who work shifts, what each of them can work, and who manages the schedule.

Staff lists the people who work shifts. A profile needs only a name, so people can be scheduled without a Magpie account; to see their own shifts, a person accepts an invitation and joins the team. Positions, locations and qualifications set what each person can work, and roles set who plans and publishes.

Get started free

Adding people to Staff

Team admins and Managers add and change staff. A staff profile needs only a name and no account, and does not take one of the plan's member places.

Add person
A name, and an email address if you will invite them.
Add several by email
One address per line, each becoming a profile named from the address. Nobody is emailed.
Import from a CSV file
Up to 1,000 people at a time. You check how the columns were matched and each row's result before importing, and positions and locations the file names are added.
Add team members
Members who can use Staff Scheduling are added without an invitation, and see their own shifts once a schedule is published.
From Hiring
A hired candidate is added from their page in Hiring with Add to Staff Scheduling.

A person's profile

Works as and status
A person works as an employee, contractor, casual, seasonal or volunteer, and their status is Active, On leave (between two dates) or Inactive. Nobody on leave, inactive, or outside their start date and last day can be given shifts.
Hours and availability
Preferred hours guide auto-fill, and maximum hours, earliest start and latest finish are checked as rules. Availability is typed as you would say it, such as Available 9-5 or Preferred after 2pm.
Notes
A note for the person is shown to them. A private note is shown only to people who manage staff.
Archive
Takes a person off the active list and stops them being given new shifts. Their past shifts stay, and their upcoming shifts stay theirs until you choose someone else for each.

Positions, locations and qualifications

Team admins and Managers set these up. Change positions and Change locations on a profile choose what each person can work and where.

Positions
A job someone does on a shift, such as Cashier or Kitchen, with a colour on the schedule, a usual length and usual breaks.
Start from a business type
Adds the usual positions and starter shifts for a restaurant, café or bar, a shop, cleaning or maintenance, a clinic or salon, or events.
Locations
Every team starts with one. Each location has an address, shown to the person on their shift, and its own time zone. A person with no locations set can work at any.
Qualifications
A certificate or skill such as Food safety or First aid, set on each position as Required, Preferred or For information. A profile records when each one was issued and when it expires.
Missing or expired
A required qualification that is missing, or has expired by the shift's date, blocks the shift or warns, as the team set the rule. A preferred one ranks the person lower in auto-fill.

Inviting people to see their shifts

A person can be on the schedule without joining the team: shifts are planned and published to a profile with no account. To see their own shifts and make requests, they join the team through an invitation.

  1. Invite to see their shifts

    Sends a team invitation to the email address on the profile. Its link will work for 14 days, and the person will accept it with the account that uses that address, or create one.

  2. Joining the team

    Accepting adds the person as a member who can use only the areas chosen for staff: Staff Scheduling, Team chat and Daily Operations unless a team admin chose others. They take one of the plan's member places; if none is free, the team's admins will get an email and the invitation will stay open.

  3. Access

    Send the invitation again sends a new link and stops the old one. Suspend access stops a person seeing the schedule until you restore it.

  4. Personal

    Invitations need a team. In Personal, people can be given shifts but not invited to see them.

Who manages the schedule

Team admins manage everything, and only they change roles, rules and settings. A team admin can give another member one of three roles, for every location or only some. People who only work shifts need no role.

Manager
Plans, publishes, decides requests and manages staff, and can override a blocked shift with a reason where the rule allows it.
Schedule editor
Plans shifts, and publishes or approves requests only if a team admin allowed it. When the team sets Changes close to the start, only a manager can change a shift in those hours.
Schedule viewer
Sees the whole schedule and reports, and changes nothing.
Sees pay rates
Pay rates are hidden from everyone until a team admin turns on Sees pay rates for a team admin or a Manager.

Add your staff.

Create a Magpie account, open Staff Scheduling and add the people who work shifts on Staff.

Create account