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Setting Up the flair Scheduler in Salesforce

Before anyone in your organisation can plan shifts in the flair Scheduler, an admin needs to:

  1. Make sure the flair Scheduler feature is activated on your flair license.
  2. Assign the right permission sets to managers and admins.
  3. (Optional) Decide whether employees should see the new Scheduler in the Employee Hub.

This guide walks you through each step.

Paid feature

The flair Scheduler is a paid add-on. It is not enabled by default. To activate it for your organisation, please reach out to your flair Customer Success Manager or the flair Sales team — they will guide you through pricing and turn the feature on for your license. Until that happens, the flair Scheduler tab and the Scheduler-related permission sets will not be available.

1. Confirm the feature is active on your license​

The flair Scheduler is delivered as part of the flair managed package and is gated by a feature parameter on your flair License. Once activated by flair, the following becomes available in your Salesforce org:

  • A flair Scheduler tab.
  • The Scheduler and Predefined Shift objects and their tabs.
  • The dedicated Flair Scheduler Admin and Flair Scheduler Manager permission sets.
  • New Hub menu entries for employees (Shifts → Calendar / Colleagues / Sent Requests / Received Requests).

You can sanity-check that the feature is active by:

  1. Opening the App Launcher (9-dot icon).
  2. Searching for flair Scheduler.
  3. If the tab is present, the feature is active.

If you do not see the tab even after assigning permission sets (next step), the feature is not yet active on your license — contact your Customer Success Manager.

Coexists with the legacy Shift Planner

Activating the flair Scheduler does not disable the legacy Shift Planner. Both can coexist while you transition. The Employee Hub even has two independent visibility toggles — Hide Shift Planner and Hide flair Scheduler — so you can show one, the other, or both during migration.

2. Assign permission sets​

The flair Scheduler ships with two dedicated permission sets. Assign them based on what each user needs to do.

Permission setWhat the user can do
Flair Scheduler AdminCreate, edit, and delete Schedulers (the configuration of the schedule itself) — plus everything a Manager can do.
Flair Scheduler ManagerRead-only on Scheduler configuration — cannot create or modify Schedulers. Can create, edit, publish, and delete Shifts in any Scheduler they have access to. Can create and manage Predefined Shifts. Can approve Shift Transfers and Open Shift requests.

In short:

  • Give Flair Scheduler Admin to HR admins or anyone responsible for the structure of your schedules (which Schedulers exist, who is on each one).
  • Give Flair Scheduler Manager to team leads and shift planners who plan the day-to-day shifts inside already-configured Schedulers. They can still maintain Predefined Shifts and approve trades and open-shift requests — they just can't change the Scheduler configuration.
Object access summary

Both permission sets grant full CRUD on the planning objects (Shift__c, Predefined_Shift__c, Shift_Break__c, Shift_Change_Request__c, Open_Shift__c, Shift_Label__c, Workload_Entry__c) and access to the supporting Apex controllers. The only difference is the Scheduler object: read-only for Manager, full CRUD for Admin.

How to assign a permission set​

  1. From Setup, search for Permission Sets.
  2. Open the relevant permission set: Flair Scheduler Admin or Flair Scheduler Manager.
  3. Click Manage Assignments → Add Assignments.
  4. Select the users and click Assign.
Why two permission sets?

We deliberately split the configuration of the schedule (which Schedulers exist, what they're tied to) from the operation of the schedule (planning the actual shifts). This lets you give shift planners enough access to do their job without exposing your full schedule architecture to every team lead.

3. Decide whether employees see the Scheduler in the Hub​

By default, once a Scheduler has published shifts assigned to an employee, that employee sees them in the Employee Hub under the Shifts menu, together with Open Shifts they can request and a Colleagues view.

If you want to roll the Scheduler out to managers first and only later open it up to employees, you can hide the Scheduler in the Hub via the Employee Hub Feature record:

  1. In Salesforce, open the App Launcher and search for Employee HUB Feature.
  2. Open the Employee HUB Feature record for your org.
  3. Scroll to the Features section.
  4. Tick Hide flair Scheduler.
  5. Save.

While this toggle is on, the flair Scheduler still works in Salesforce — only the employee-facing Hub menu entry is hidden.

Two independent toggles

The Hub has two independent toggles: Hide Shift Planner (for the legacy Shift Planner) and Hide flair Scheduler (for the new one). You can show one, the other, or both — useful when you are migrating customers from the old planner to the new one.

Verifying the setup​

Once the feature is active and permission sets are assigned, a manager should be able to:

  1. Open the App Launcher and search for flair Scheduler.
  2. Land on the flair Scheduler tab and see the list of Schedulers in the org.
  3. Open any Scheduler to access its planning view.

If you cannot see the tab, double-check:

  • The flair Scheduler feature is active on the License (contact flair).
  • The user has the Flair Scheduler Admin or Flair Scheduler Manager permission set assigned.
  • The Hub-side test: log in to the Employee Hub as an employee who has published shifts — they should see the Shifts menu entry.

Next steps​

You are now ready to create your first Scheduler. Head to Managing Schedulers to learn how.