Scheduling Board for Staff Planning
After reading this article you'll be able to plan a whole week across all events on the Scheduling Board, reassign shifts by drag and drop, and keep an eye on live staffing cost.
The Scheduling Board shows staff × weekdays at a glance — across every event running that week. Instead of planning shift by shift inside a single event, you immediately see who's working where, and you can reassign anyone with a drag.
Where to find the board
- Open Staff in the left navigation.
- Switch to the Shift Plan tab.
Unlike the shift plan inside an event (which only shows that event's shifts and is where you create and price jobs), the Scheduling Board shows every staff member across all events of the visible week at once.
Reading the board
- Rows are your staff members, columns are the seven weekdays.
- The arrow icons next to the week label (e.g. "Wk 34 | Aug 18 – Aug 24") step one week back or forward.
- Every shift tile carries a colored dot linking it to its event. The Events this week legend above the board maps the colors.
- When more than one event runs that week, the filter chips (All + event names) narrow the board down to a single event.
| What you see in a cell | Meaning |
|---|---|
| Green tint | staff member marked this day as preferred availability |
| Red hatching | staff member is unavailable that day |
| "Vacation" badge | approved leave — no shift possible that day |
| Colored dot on the tile | shows which event the shift belongs to |
Reassigning a shift by drag and drop
- Grab a shift tile and drag it onto the cell of the staff member you want — on the same day. Dragging to another weekday isn't possible; the board shows "Shifts can't be dragged to another day" instead.
- Drop the tile on a valid cell and the shift is reassigned immediately.
- If the target person has a vacation or overlap conflict that day, a Confirm reassignment dialog opens first with the conflict details. Click Reassign to proceed anyway, or Cancel to keep the original assignment.
- You don't have to drag: click the small swap icon in the top-right corner of the tile (always visible on touch devices) and pick the target person from the Reassign to … list.
Creating a shift directly on the board
- Hover an empty cell — a plus icon appears in the top-right corner.
- Click it to open the Add shift dialog. If there are already open, unfilled shifts that day, you can assign the person straight to one of them (Open shifts on this day section, Assign button).
- Otherwise, fill in Name, Start Time, and End Time under New shift and click Create shift — the shift is created directly for this person and day, without an event assignment.
- For a full shift with an event assignment, click New Shift in the top-right of the board instead. The larger dialog requires selecting an event and offers all the fields from the event-level shift planning.
Live staffing cost
Below the board, the Planned staffing cost bar totals every planned shift in the visible week.
- Each event gets its own row with hours and cost; shifts without an event are grouped under No event.
- The week's Total is shown in the top-right of the bar.
- The bar refreshes automatically after every reassignment or new shift — a row whose amount changed briefly flashes green.
This cost figure is calculated from the hourly rates (payroll products) linked to your staff — see Creating & configuring staff for details.
Frequently asked questions
How is the Scheduling Board different from the shift plan inside an event? The shift plan inside an event only shows that event's shifts and is where you create and price jobs. The Scheduling Board under Staff > Shift Plan instead shows every staff member across all events of a week — useful for spotting overlaps and reassigning quickly. See Creating and Pricing Shifts & Jobs for job and shift creation.
Why can't I drag a shift? Reassigning by drag and drop requires the Events → Edit or Staff → Edit permission from the role matrix. Without it, the board still shows the week's schedule, but dragging and the swap button are disabled.
I don't see the cost bar or availability colors — what's missing? Both layers require the Staff → Create permission. Without it, the grid with the shifts stays fully usable, only the cost bar and the availability tint stay hidden.
Why is a cell tinted green or red when there's no vacation entered? Green and red come from each staff member's availability settings (preferred / unavailable), not from the vacation calendar. Vacation is shown separately as a green Vacation badge. See Time Tracking & Leave Management for managing availability and leave.