Create and configure Schedulers

Create an independent Scheduler for each team, location, project, or other planning context. Each Scheduler defines its Resource rows, Target context, filters, templates, transfer rules, publishing behavior, and access.

Who can use this?

Users with Flair Scheduler Admin in Salesforce can create and configure Schedulers. Flair Scheduler Manager users can use shared Schedulers but cannot change their configuration. flair Scheduler is a paid add-on.

Understand Scheduler configuration

A Scheduler combines two configurable axes:

Concept	Meaning
Resource	The object displayed as planning rows. The default is Employee, but it can be another resource object.
Target	The parent planning context, such as Location, Department, Project, or a custom object.

This object-agnostic model supports combinations such as Employee × Location, Employee × Project, and custom Resource × custom Target. A Scheduler also defines filters, Predefined Shifts, Shift Transfer rules, publishing confirmations, and an optional Screen Flow for Edit Shift.

Create a Scheduler

1. In the App Launcher (⋮⋮ grid icon), search for Schedulers.
2. Open Schedulers.
3. Click New.
4. Enter a descriptive Name.
5. Configure the Resource and Target fields.
6. Click Save. The Scheduler record becomes available for further configuration.

Configure Resources

Field	What it does
Resource Object	Sets the row-object API name, such as flair__Employee__c.
Resource Object Name Field	Sets the row display-name field. It defaults to Name and can use a formula such as Last, First.
Resources Filter Raw Query	Adds a SOQL WHERE fragment. {targetRecordsIds} resolves to the Scheduler Target record IDs at runtime.
Shift Resource Reference Field	Sets the Shift__c lookup that connects a shift to its Resource.
Employee Targets Query	Limits the Targets against which the signed-in Salesforce user can plan.
Resource Object Preview Screen Flow Name	Sets the Screen Flow for the side-panel Resource preview.
Fetch Employees Using Segments	Loads employees through the organization's segment mechanism.

Common Resources Filter Raw Query values include:

Use case	Query
Employees in the Scheduler Locations	flair__Employee__c.flair__Location__c IN ({targetRecordsIds})
Employees in the Scheduler Departments	flair__Employee__c.flair__Department__c IN ({targetRecordsIds})
Active employees	flair__Status__c = 'Active'

Configure Targets

Field	What it does
Target Object	Sets the context-object API name, such as flair__Location__c, flair__Department__c, flair__Project__c, or a custom object.
Target Object Name Field	Sets the Target display-name field.
Targets Filter Raw Query	Adds a SOQL WHERE fragment that limits the Target records.
Shift Target Reference Field	Sets the Shift__c lookup that connects a shift to its Target.
Hub Targets Query	Optionally overrides the Targets that the Employee Hub fetches for an employee.
Target Object Preview Screen Flow Name	Sets the Screen Flow for the side-panel Target preview.

Common combinations include:

Use case	Target Object	Example query
Location schedule	flair__Location__c	Id = 'a0X…'
Department schedule	flair__Department__c	Id = 'a0X…'
Project schedule	flair__Project__c	flair__Status__c = 'Active'
Custom schedule	YourOrg__Site__c	YourOrg__Active__c = true

Create a Predefined Shift

1. On the Scheduler record, find Predefined Shifts.
2. Click New.
3. Enter the Name, Start Time, and End Time.
4. Optional: Enter Break, Color, and Cost Center.
5. Under Days, select the days on which the template applies.
6. Click Save. Planners can select the template when they create a shift.

Use Predefined Shifts Filter Raw Query on the Scheduler to show only a subset from a shared template pool.

Configure Shift Transfer

Field	What it does
Allow Shift Transfer	Enables transfers for the Scheduler. It is off by default.
Min Days Before Shift Transfer	Sets the minimum notice period in days before the shift starts.

• To disable transfers, leave Allow Shift Transfer cleared. To enable them, select it, set the notice period, and save the Scheduler.

Configure publishing confirmations

Field	What it does
Confirm Shift Publish	Requires a confirmation before publishing shifts.
Confirm Published Shift Move	Requires a confirmation before moving a published shift.

Replace the Edit Shift window

• In Edit Shift Screen Flow Name, enter the API name of a Salesforce Screen Flow, and save the Scheduler. Leave it empty to use the default window for start, end, break, notes, and recurrence.

Control Employee Hub visibility

Show In Hub controls whether the Scheduler can appear in the Employee Hub. The organization-wide Hide flair Scheduler parameter takes precedence:

Organization setting	Show In Hub	Result
Visible	Selected	Eligible employees see the Scheduler.
Visible	Cleared	The Scheduler remains Salesforce-only.
Hidden	Either	No Scheduler appears in the Employee Hub.

Choose the Employee Hub audience

When Show In Hub is selected, Show Scheduler in Hub — Visible to controls the audience. Both settings must allow access.

1. On the Scheduler record, find Show Scheduler in Hub — Visible to.
2. Click Edit segments.
3. Select departments, locations, teams, entities, or named employees.
4. Save the audience. Only employees in the selected segments can see the Scheduler.

A new Scheduler receives a default segment for all current and future employees. Existing Schedulers received the same segment when this feature shipped. Removing every segment hides the Scheduler from everyone, even when Show In Hub remains selected. You can clear Show In Hub temporarily without losing the configured audience.

Share a Scheduler

The Scheduler object uses Read/Write internal sharing and Private external sharing by default.

1. On the Scheduler record, click Sharing in the action menu or Share in the highlights panel.
2. Add a user, role, or public group.
3. Select Read or Read/Write.
4. Click Save. Users with Flair Scheduler Manager can plan in the shared Scheduler but cannot change its configuration.

Edit a Scheduler

• Edit the Scheduler record, change its name, filters, templates, or transfer rules, and save it. The changes apply the next time a user opens the planning view.

Delete a Scheduler

warning

Deleting a Scheduler removes its configuration but not its shifts. You can restore the Scheduler only from the Salesforce Recycle Bin.

• On the Scheduler record, select the delete action, and confirm deletion.

To retain historical reporting, you can instead clear Show In Hub and add an [Archived] prefix to the name.

Related articles

• Plan and publish shifts
• Set up flair Scheduler in Salesforce
• Transfer a shift
• Use flair Scheduler in the Employee Hub