Schedule Calendar
Build and review schedules with month, week, day, and staff views. See shifts, time off, time cards, and shift trades together.
The Schedule page (Workforce home) is a shared calendar for your organization. Managers see scheduled shifts, approved time off, open time cards, and pending shift trades in one place.
Calendar views
| View | Best for |
|---|---|
| Month | Spotting coverage gaps across the whole month |
| Week | Day-to-day planning during a busy week |
| Day | Hour-by-hour detail for one date |
| Staff | One row per employee across the week |
Use the location and employee filters in the toolbar when you run multiple sites or a large team.
Event types on the calendar
| Kind | Meaning |
|---|---|
| Scheduled shift | Shift with start, end, location, and optional role label |
| Time off | Approved or pending PTO, sick, unpaid, or other absence |
| Time card | Actual clock-in from the staff portal, dashboard, or POS |
| Shift trade | Pending or in-progress trade offer on a scheduled shift |
Click any event to open the detail sheet. Time card events show clock-in time, location, status (open, closed, or adjusted), and any soft flags such as early or late.
Publishing shifts
Staff only see shifts in the portal after those shifts are published. Draft shifts stay visible to managers but not to floor staff.
Shifts must fall within each location's opening and closing hours. Set organization defaults under Settings → Organization, and override per location when creating or editing a venue. New shifts default to that location's operating window.
When you publish or update a published shift, staff with portal access and an email on file can receive a notification. Changing the start time re-arms the automatic "starting soon" and missed clock-in reminders for that shift.
Reassigning a shift to another employee also re-arms reminders so the new person gets the heads-up.
Automatic reminders
GreenSails sends reminder emails for published shifts when the employee is active, has portal access, and has an email on file:
| Reminder | When it sends |
|---|---|
| Shift starting soon | Within about an hour before start (including late publishes that still fall in that window) |
| Missed clock-in | About 15 minutes after start if the shift is still ongoing and no overlapping time card exists |
Times in those emails use your organization timezone.
Manager clock-in
Managers with workforce:manage-timecards can clock staff in from the dashboard when someone forgets their phone. Open the calendar or time card tools and use the clock-in action for the selected employee and location. Manager clock-in requires a short reason for the audit log.
Staff should still use the portal for normal day-to-day clock-ins so hours stay accurate. Manager clock-in can skip GPS and location-assignment checks that apply to staff self-service.
Permissions
| Action | Typical permission |
|---|---|
| View calendar | workforce:view |
| Create or edit shifts | workforce:manage-schedule |
| Manager clock-in | workforce:manage-timecards |