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Set up Shift Planner in Salesforce

Prepare Salesforce for Managers to create and publish shifts with Shift Planner. You can also control when employees see Shift Planner features in the Employee Hub.

Who can use this?

Salesforce Admins and HR Admins in Salesforce. flair must activate Shift Planner on your organization's license.

Before you begin​

  • Ask your Customer Success Manager or the flair Sales team to activate Shift Planner.

Verify license activation​

Activation adds the Shift Planner tab, Shift Planner and Predefined Shift objects, dedicated permission sets, and Employee Hub entries under Shifts.

  1. In Salesforce, open the App Launcher (⋮⋮ grid icon).
  2. Search for flair Scheduler.
  3. Open Shift Planner. If the tab is missing after you assign permissions, contact your Customer Success Manager to verify the license feature parameter.

The Salesforce App Launcher search showing the Shift Planner item

note

Activation does not disable the Legacy Shift Planner. The Hide Shift Planner and Hide flair Scheduler parameters let you show either or both tools during migration.

Assign Shift Planner permission sets​

Choose a permission set from the user's responsibilities:

Permission setAccess
Flair Scheduler AdminCreates, edits, and deletes Shift Planner configuration and performs every Manager task.
Flair Scheduler ManagerReads Shift Planner configuration; creates, edits, publishes, and deletes shifts; manages Predefined Shifts; and approves Shift Transfer and Open Shift requests.

Both sets grant full create, read, update, and delete access to Shift__c, Predefined_Shift__c, Shift_Break__c, Shift_Change_Request__c, Open_Shift__c, Shift_Label__c, and Workload_Entry__c, plus supporting Apex controllers. Only access to the Shift Planner object differs: Manager is read-only, and Admin has full access.

  1. In Salesforce Setup, search for Permission Sets.
  2. Open Flair Scheduler Admin or Flair Scheduler Manager.
  3. Click Manage Assignments → Add Assignments.
  4. Select the users.
  5. Click Assign. The users receive the selected Shift Planner access.

Set up planners with Shift Planner access only​

Give planners access to Shift Planner without other HR data, such as salaries, documents, or absence requests. A planner set up this way can open Shift Planner, see the employees shared with them, create, edit, and publish shifts, create Open Shifts, and manage Predefined Shifts. They can't change Shift Planner settings.

A permission set only adds access. If a planner keeps Flair Manager or another flair permission set, they keep everything it grants.

Create the planner profile​

  1. In Salesforce Setup, search for Profiles.
  2. Open Minimum Access - Salesforce, and click Clone.
  3. Enter a name, such as flair Scheduler Planner, and click Save.
  4. In the new profile, under System Permissions, select Run Flows and Lightning Experience User, and save the profile. Without Run Flows, the Edit shift window fails with an error.

Share employees with the planners​

Employee records are private, so planners see only the employees that an Employee Visibility Scope shares with them.

  1. In Salesforce Setup, create a public group for the planners, such as Scheduler Planners.
  2. Create an Employee Visibility Scope for that group and the entity the planners plan for.
  3. Under Access, select Read Only for Employee, Employee Absence Category, and Absence, and Read/Write for Employee Working Hours. Planners need Read/Write on Employee Working Hours to mark a day as a working day.
  4. Click Save.

A visibility scope shares a whole entity. You can't yet limit a planner to their own Location or Department within one entity.

Set up each planner​

  1. In Salesforce Setup, open the user, and set Profile to the planner profile.
  2. Remove every other flair permission set and permission set group from the user, including Flair Manager and Flair Manager Bundle.
  3. Assign the Flair Scheduler Manager permission set. Planners who also configure Shift Planners additionally need Flair Scheduler Admin.
  4. Add the user to the planners' public group.

If the planning view shows no employees, check the visibility scope and the user's group membership.

Control Employee Hub visibility​

By default, employees with published shifts see Calendar, Colleagues, Sent Requests, and Received Requests under Shifts. They can also see eligible Open Shifts.

  1. In Salesforce, open the App Launcher (⋮⋮ grid icon).
  2. Search for Employee HUB Feature.
  3. Open your organization's Employee HUB Feature record.
  4. Under Features, select Hide flair Scheduler.
  5. Click Save. Shift Planner continues to work in Salesforce, but its Employee Hub entry is hidden.

The Features section of an Employee HUB Feature record with Hide flair Scheduler selected

The Hide Shift Planner setting controls the Legacy Shift Planner independently.

Verify Manager access​

  1. As a Manager with a Shift Planner permission set, open the App Launcher (⋮⋮ grid icon).
  2. Search for flair Scheduler.
  3. Open Shift Planner and confirm that the Shift Planner list appears.
  4. Open a Shift Planner and confirm that its planning view appears.
  5. As an employee with a published shift, open the Employee Hub and confirm that Shifts appears when Hide flair Scheduler is not selected.

Troubleshooting​

The Shift Planner tab is missing​

Confirm that flair activated the Shift Planner feature on the license and that the user has Flair Scheduler Admin or Flair Scheduler Manager.