Time Tracking
From two hours before a shift starts until it ends, its person can start Time Tracking from the shift. Reports can show when each person started and stopped against their shift.
Staff Scheduling
Plan the week's shifts, then publish them to your staff.
Staff Scheduling shows a week by person, with open shifts on the top row. Shifts are drafts until you publish; then each person sees their own shifts and can swap, ask for cover or take an open shift.
Get started free
Plan a week, check it, publish it
Add shifts
Choose Add shift, or the + in a person's row on a day, and type the times as you would say them, such as 9-5 or 10pm-6am. A shift with nobody on it is an open shift, and one open shift can need several people.
Fill the week
Copy another week into this one, add a starter week, or repeat a shift every week. Auto-fill proposes people for open shifts from their availability, preferred hours and the hours they already have; nothing changes until you apply its proposals.
Publish
The review lists every shift that will be added, changed or cancelled, and who will be told. Each person will get one notification about their changes, by email or in the app, as they chose. Drafts never reach anyone.
Rules checked on every shift
- Always checked
- Two shifts at the same time, someone who is not working on that date, and someone on leave.
- Time off and availability
- Approved time off, time off waiting for a decision, and times outside someone's availability.
- Positions and qualifications
- A position someone does not hold, a location they are not set up for, and a missing or expired qualification.
- Hours
- Minimum rest between shifts, the most hours in a day or week, the most days in a row, daily and weekly overtime, breaks on long shifts and split shifts. Each limit is off until you set it.
- Block, warn or inform
- Each rule blocks the shift, warns or is shown as information. When Managers can override is on, a manager can save a blocked shift with a reason, which is recorded in the shift's history. Publishing with warnings needs a reason too.
What the people on the schedule see
My shifts shows each person their next shift and the coming three weeks, with times, breaks, the address and your instructions. A change reaches them only when you publish it.
From one of their shifts they can swap with a coworker, ask for cover, or say they cannot work it. Open shifts lists published shifts nobody is on that they could work. They ask for time off and set their availability from their own pages, and your settings decide whether a manager approves each change or it applies straight away.
Views, coverage and reports
- Five views
- The week by person or by position, one day by the half hour, the month, or a list.
- Coverage
- Add how many people you need and when, such as 2 Kitchen from 11 AM to 2 PM on weekdays. The schedule lists the times the planned shifts fall short.
- Reports
- Hours by person, position or location, times short of people, open shifts, hours over a limit, time off, and labour cost estimates from pay rates. Every report downloads as CSV.
- Printing and history
- Download the published week as a PDF, by person or by position. Publication history lists each publication: when, by whom, and what changed for each shift.
Shifts in Time Tracking, Hiring, Daily Operations and Calendar
Hiring
A candidate marked hired in Hiring can be added to the roster from their page with Add to Staff Scheduling.
Daily Operations
Link a Daily Operations location to a Staff Scheduling location, and people with a published shift there open that location first.
Calendar
Published shifts appear in each person's Personal Calendar unless they turn that off, and a subscription address works with Google Calendar, Apple Calendar and Outlook.
Staff and access
Do the people who work shifts need a Magpie account?
A staff profile needs only a name. To see their own shifts, a person accepts an invitation with a Magpie account. Accepting adds them to the team as a member who can use the areas chosen for new staff (Staff Scheduling, Team chat and Daily Operations unless a team admin chose otherwise) and takes one of the plan's member places.
Who can change the schedule?
Team admins manage everything. A team admin can make another member a Manager, Schedule editor or Schedule viewer, for every location or only some. Pay rates are hidden from everyone, admins included, until Sees pay rates is turned on for them.
Can I bring in an existing staff list?
Import a CSV file with a header row; only a name is needed. You check how the columns were matched and the result for each row before importing, and positions and locations the file names are added.
Plan your first week.
Create a Magpie account, open Staff Scheduling and start from a business type to add the usual positions and shift times.