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Plan and publish shifts

Use the Scheduler planning view to create, edit, copy, and publish shifts. You can adjust the planning horizon, filter employee rows, and add temporary employees without changing Scheduler configuration.

Who can use this?

Managers with Flair Scheduler Admin or Flair Scheduler Manager in Salesforce. flair Scheduler is a paid add-on.

Before you begin​

  • Create a Scheduler and configure its Resources and Target.

Open a Scheduler​

Choose one route to the planning view:

  • In the App Launcher (⋮⋮ grid icon), open flair Scheduler, then select a Scheduler.
  • On Schedulers, select a Scheduler record.
  • From a Target record, such as a Location, Department, or Project, click the configured Scheduler action when an Admin has added it to the page layout.

The planning view opens on the current week.

Change the planning horizon​

In the toolbar view switcher, select a range:

ViewScope
1 weekOne week with detailed shift information.
2 weeksThe upcoming two weeks.
4 weeksFour weeks at a glance.
1 monthOne calendar month.
Custom rangeAny start and end date, with no upper limit.

Use the navigation actions to move forward or backward without changing the selected view.

Filter the planning view​

Filters affect only your current view and do not change Scheduler configuration.

FilterEffect
EmployeesDisplays selected employees.
DepartmentsDisplays employees in selected departments.
SkillsDisplays employees with selected skills or certifications.
Custom raw queryApplies the advanced filter configured by an Admin on the Scheduler.

Create a shift​

  1. Click an empty time slot on the relevant employee row and day. Edit Shift opens.
  2. Enter the Start time and End time.
  3. Optional: Enter Break and Notes, or select a Predefined Shift.
  4. Click Save. The shift appears as a draft.

Create a shift from a Predefined Shift​

  1. Click an empty time slot.
  2. In Edit Shift, select a Predefined Shift.
  3. If needed, adjust the automatically filled start and end times.
  4. Click Save. The draft shift appears in the planning view.

Create recurring shifts​

  1. Create or open a shift.
  2. Open Recurrence.
  3. Select Repeat this shift.
  4. Select daily, weekly, or a custom pattern, such as specific weekdays.
  5. Select an end date, or leave it open.
  6. Click Save. The Scheduler creates one occurrence on each matching day.

When you edit or delete a recurring shift, select This occurrence only or This and all future occurrences. Past occurrences remain unchanged.

warning

Recurring and copied shifts include matching days with an absence or public holiday. The planning view highlights these days, but Scheduler does not skip them automatically. Review the results after a bulk action.

Edit or delete a shift​

  1. In the planning view, click a shift. Edit Shift opens.
  2. Change its start and end time, assignee, break, notes, recurrence, or Open Shift status.
  3. Click Save to keep the changes, or click Delete and confirm removal.

Employee visibility for notes depends on the configured notes setting. Delete confirmations protect recurring shifts from unintended removal.

Copy shifts from a previous period​

  1. Navigate to the destination period.
  2. In the toolbar, click Copy from previous period.
  3. Select any past source period and length.
  4. Choose which assignments to copy, including whether to copy Open Shifts.
  5. Confirm the copy. Scheduler creates drafts that you can review before publication.

Borrow an employee​

  1. In the planning view, click Add Employee or Borrow Employee.
  2. Search for the employee by name.
  3. Select the employee. A temporary row appears in the current view.
  4. Create shifts for the employee.

The row stays visible while the employee has shifts in the displayed period. It disappears in a period without their shifts.

note

Borrowing an employee does not add them to the permanent Resource list. To add them permanently, edit Resources Filter Raw Query on the Scheduler record.

Use the side panel​

The side panel displays context without leaving the planning view. For a Project Target, it can show milestones and total planned hours. Other Targets, such as Location or Department, show their relevant summary. Selecting an employee row opens a profile preview.

  • To gain more calendar space, collapse the side panel.

Publish shifts​

Draft shifts are visible to Managers but not employees.

  1. In the toolbar, click Publish.
  2. Select the period to publish.
  3. Optional: Select the option to publish only changes since the prior publication so employees receive notifications only for new changes.
  4. Confirm publication. Employees see their assigned shifts after they refresh the Employee Hub.

Small publications run synchronously. Large batches run in the background, so you can keep working. flair notifies you when processing finishes and identifies any shifts blocked by a validation rule or another error.

Publishing a shift also adds its scheduled minutes to that employee's workload for the day. Editing or deleting an already published shift updates the synced workload the same way, so the workload always reflects the current schedule.

This sync runs for schedulers whose target is a location, and for employees whose workload uses the Flexible workload model with Use Shift Planner enabled. Schedulers targeting projects or departments do not sync shifts into workloads.

Mark a day as a working day​

For employees whose workload uses the Flexible workload model with Use Shift Planner enabled, you can set a day's working status directly from the planning view, independent of any scheduled shift. Employees on a fixed workload model do not have this option.

  1. In the planning view, right-click a day cell on an employee's row. The schedule menu opens.
  2. Select Mark as working day or Mark as non-working day, depending on the day's current status.

flair updates the employee's workload for that day and refreshes the schedule. This option appears only for days that fall within a workload period synced to the shift planner.

  • In the toolbar, click Print. A print-ready version of the current view opens for printing or saving as a PDF.