Job Scheduling: Must-Have Capabilities

Save time by utilizing these capabilities - 8 min read

Shoshana Fleischmann avatar
Written by Shoshana Fleischmann
Updated over a week ago

If you're using the Job Schedule feature regularly, you must know about these "killer" capabilities that can take your team to the next level. These job schedule top capabilities will help you save time by quickly and easily scheduling shifts in multiple ways. Create templates, shift tasks, or have users mark their availability, and so much more - helping you flawlessly manage your company's schedule.

The Top Capabilities are:

Limitations and Conflicts

Are you having issues with scheduled overtime? Are employees rejecting their shifts just before they are about to start? As a manager, you can set specific limitations both for users and for the entire schedule with the click of a button.

Whether you are a small or large company, setting schedule limitations is vital for your business to ensure the following:

  • Users can't reject or un-claim a shift too close to the start of a shift

  • You are aware of when users are scheduled for overtime

  • You are aware when users have too many shifts per day or week´

When you disregard the limitations that you have set for your schedule, there will be visual indicators as seen in the image above. Every time a limitation has been disregarded it will show up in the conflicts tab. This can be accessed by clicking on the red circle at the top right with an exclamation mark in the middle. Here you can see all your schedule conflicts.

💡Tip: To learn more about Limitations and Conflicts read the full article here. To watch a video tutorial about Limitations and Conflicts, click here.

Shift Tasks

Shift tasks allow you to set specific tasks for a shift that needs to be completed. They can be created for a single employee's shift, or for a team who is working the same shift hours. If the shift is assigned to multiple users, all users will have the ability to complete the tasks together making it a very useful tool for organizations that work in teams.

Adding tasks to a shift will also have a visual indicator on the schedule itself so that you can easily oversee execution.

💡Tip: To learn more about Shift Tasks, click here. To see a video about Shift Tasks, click here.


If you have shifts that are often recurring, using shift templates is a great way to speed up your scheduling and will save you tons of time.

Similarly, if all or most of your shifts repeat weekly, you are also able to create weekly templates. The templates can be loaded onto an empty week and instead of having to create a new week from scratch, you will be able to make the adjustments for the new week from there.

💡Tip: To learn more about Templates, click here. To watch a video tutorial about Templates, click here.

Quick Actions

The schedule is filled with quick actions to make your life as easy as possible. Let's take you through some of them:

View by Jobs / Users

You can easily swap between the user view to the job view to make sure you have the correct amount of people at the correct jobs.

Actions Menu

Depending on your view, (day/week/month) the actions menu will allow you to do several actions such as:

  • Saving and loading template

  • Copying the shifts over from the previous day/week/month

  • Clearing the current view from shifts

  • Unpublishing shifts

  • Unassigning shifts

  • Exporting the view to Excel

  • Printing

GIF of adding shortcut to shift in Connecteam's Job Scheduler admin dashboard

Multi Select & Editing Multiple Shifts

The multi-select option lets you avoid mistakes by making important changes in bulk. This is a crucial time saver! Instead of editing one shift at a time, you can easily select a few shifts and edit at once. By hovering over a shift and clicking on the three dots on the top right you can select multiple shifts and make changes with just one click.

Screenshot of multi select option in Connecteam's Job Scheduler admin dashboard
Screenshot of multi-select actions option in Connecteam's Job Scheduler admin dashboard

The actions you can take are:

  • Edit Selected Shifts

  • Publish

  • Unpublished

  • Unassign all users

  • Assign users

  • Allocate job

  • Multi Duplicate

  • Send a chat message

  • Create team chat

  • Deselect all

  • Delete

💡Tip: To learn more about Multi-select, click here.


By hovering over a shift and clicking on the three dots on the top right you can quickly duplicate, multi-duplicate, or delete shifts.

Screenshot of duplicate option in Connecteam's Job Scheduler admin dashboard

Drag and Drop

Using the schedule you can easily drag and drop shifts to reassign them to users if you are using the Users View or to specific jobs if you are using the Jobs View.

💡Tip: To watch a video tutorial about Templates, click here.


Do you ever find yourself reminding your employees to fill out their daily forms after they complete their shifts? Or perhaps, go over relevant training, and fill out a survey during or after their shift?

With our new schedule Shortcut capability, you can now insert an internal link through the user's shifts sending the users directly to the relevant content with a click of a button. Managers can use this capability both through the dashboard or on the go via the mobile app.

GIF of adding shortcut to shift in Connecteam's Job Scheduler admin dashboard

💡Tip: To learn more about shift shortcuts, click here.

Open Shifts

Open shifts are shifts that can be claimed by your employees - a major time saver that will help you build your scheduler faster. You can set shifts to be claimed on a first-come-first-serve basis or to require admin approval. Open shifts can be added as a single shift or, they can even be recurring.

Screenshot of open shifts option in Connecteam's Job Scheduler admin dashboard

💡Tip: To learn more about open shifts, click here.


A business must understand which of its employees are able/unable to work at any given time. Unavailability makes sure you never schedule employees when they're not available. You can set unavailability for your employees, or allow them to set it on their own. Moreover, unavailability can be set as reoccurring.

💡Tip: To learn more about unavailability, click here. To learn more about reoccurring unavailability, click here.

Additional Great Capabilities:

List View

To become truly proficient at scheduling, using the ListView is a must. Start by changing the date range that you are interested in gaining insights about, and proceed to select your view (Date, Users, Shift Title, or Job) as shown below to get an overview of your scheduling statistics that can be exported to Excel.

💡Tip: To learn more about the list view click here. To watch a video tutorial about the List View, click here.

Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.

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