Getting Started with the Scheduling Board
Accessing the Scheduling Board is quick and easy!
To open it, click the three-dot menu located at the top right corner of the Scheduling module, just above the calendar. From the dropdown menu, select Scheduling Board.
Once the board opens, we recommend switching to the Group by employee view. This layout gives you a clear overview of each team member’s schedule, making it easier to assign, move, or adjust shifts directly.
Filtering Your View
To keep your board clean and focus on specific scheduling needs in this view, you can filter what you see:
Shift & Employee Filters: Narrow down your display by selecting specific shifts or team members.
Filter Counter & Active Row: Track active filters at a glance with a visual counter, and easily remove individual filters directly from the dedicated row above the board.
Now that you’re in, here’s a guide to help you make the most of everything the Scheduling Board can do.
What’s New on the Scheduling Board?
We've added several updates to help you manage your shifts more efficiently:
Assign Client - You can now link shifts to a specific client
Assign Cost Center - Shifts can be connected to a cost center
Choose Location - Select where the shift will take place
Create Two Kinds of Shifts:
Open Shifts - Available to eligible employees
Dedicated Shifts - Assigned to specific employees
Auto-Merge Shifts - Similar shifts will automatically merge into one if the following match:
Shift (Open or Dedicated)
Client
Location
Start Date
End Date
Scheduling Board Shifts Explained
Open Shifts
Open shifts are not assigned to a specific employee. Instead, they’re available to anyone.
Can be published to employees to check availability
Created manually or through an event
Displays how many people are needed
Booking is flexible and can be adjusted as needed – the required number of employees is always displayed
Dedicated Shifts
Dedicated shifts are assigned to a specific employee.
Assigned directly to an employee
Can be moved to another employee manually
Managing Shift Confirmation Statuses
In the Group by Employee view on the Scheduling Board, admins can view and manage shift confirmation statuses directly from the schedule.
Confirmation Status Icon: Each shift card displays an icon indicating whether the shift is confirmed or unconfirmed.|
Confirmation Details: Hovering over a shift card reveals a tooltip showing who confirmed the shift.
Updating Statuses: Click the shift's context menu to confirm or unconfirm a shift. Any changes update instantly on the board without needing to refresh the page.
Shift Templates
You can now create shift templates, which let you pre-save templates with predefined locations and times. These templates are customizable. While a default location can be set, you can change the location and position for individual shifts when creating a new one.
To create a shift template:
Click the three-dot menu at the top right of the Scheduling Board view
Select Edit Shift Types
Create and save as many templates as you like
When creating a shift, you'll be able to select a shift template and save time!
Weekly Planners
Admins can build and reuse structured weekly schedules directly within the Scheduling Board to streamline recurring shift management.
What you can do with Weekly Planners
Build & Save Templates: Design a complete weekly schedule directly on the board and save it as a reusable planner.
Load & Apply in One Click: Quickly load any saved planner and apply it to a target week with a single action.
Visual Organization: Weekly planners are organized by location and display as a visual timeline across the week view on the calendar.
How to Use Weekly Planners
Open the Scheduling Board and switch to your desired week view.
Build your weekly shift structure or open an existing setup.
Click the three-dot menu in the top right corner of the board and select Weekly Planners.
Choose to Save Current Week as Planner or Load Saved Planner to apply to the active week.
(Optional) Toggle "Hide Weekly Planners" from the three-dot menu if you want to clear the planner overlays from your calendar view.
Shift adjustments
Moving Shifts on the Same Day
When viewing the board grouped by employee, here’s what happens when you move a shift to a different employee on the same day:
Open Shifts
The shift is unbooked from the original employee
It is booked to the new employee
Needed and booked amounts stay the same
Dedicated Shifts
The original shift is removed
A new shift with the same details is created for the new employee
Moving Shifts to a Different Day
Open Shifts
When you move an open shift to a new date, a new shift will be created. You’ll be asked whether you'd like to keep the original number of needed employees in the original shift.
If you choose to keep the needed amount:
A new shift is created
Needed amount of employees stays the same
Booked amount of employees decreases
The original shift reopens for booking
If you choose to decrease the needed amount:
A new shift is created
Both needed and booked amounts decrease
The employee is unbooked from the original shift
The shift is booked to a new or same employee on the new date
Dedicated shifts
The shift is removed from the original employee
A new shift is created on the selected date for the assigned employee
Removing an Employee from a Shift
When you remove an employee from a shift, you’ll be asked whether to keep the original number of needed employees.
If you choose to keep the needed amount
Needed stays the same
Booked decreases
The shift becomes available for booking again
If you choose not to keep the needed amount
Needed decreases (even if it reaches zero)
Linked (Recurring) Shifts
Shifts created across multiple days on the Scheduling Board are automatically linked together as a recurring series.
How Editing Linked Shifts Works
When you edit a shift that is part of a recurring series (e.g., updating shift hours, position requirements, or shift notes), a prompt will appear asking how you want your changes applied:
Only to the selected shift: Updates only the specific shift instance you clicked on, keeping all other dates in the series as they were.
To all future linked shifts: Applies your changes to the selected shift and automatically updates all upcoming instances in that recurring series.
Visual Hover Connection: When you hover over any shift in a recurring series, all linked shifts across the schedule are visually highlighted together so you can easily identify the full recurring pattern.
Have any questions? Please reach out to us via the Ubeya Support Chat!