Creating & Using Scheduling

Adding Schedules - Importing Schedules - Repeating Shifts - Rearranging Shifts
Managing Schedules from the Mobile App - Connecting to an External Calendar
Frequently Asked Questions

How to Add Schedules

1. Log into the web portal as an admin and navigate to the Scheduling page.
2. Click the orange Add Schedule button in the upper right.
3. Give the shift a title, assign it to an employee, or multiple - or even a group!
4. Enter the start and end date and time, and select if you want it to repeat (you can find out more about repeating shifts here).
   • The timezone will default to match the company's timezone, however you can select a different one if your employee is located somewhere else.
5. Once you're done, click "Save as Draft" if you're not ready to publish it yet, or click "Publish" to add it to the calendar.

Importing Schedules

If you need to import a lot of shifts all at once, you can use our handy formatted CSV to copy your schedule information into and then upload it.

1. On the Scheduling page of the web portal click the Import Schedule button in the upper right.
2. Download the template and open it in a spreadsheet editor.
   1. You can use your own template if you have one, just make sure that you have at least the required fields.
3. When adding information make sure that you do not reformat or rename the columns. 
4. Once you have finished filling out what you need, go back to the web portal and click the Upload Template button. 
5. Match your CSV columns with the correlating fields in Timeero. You can click the Map Common Fields button and it will try to match columns that have exact name matches, otherwise pick from the drop down menu. Fields marked with an * symbol are required fields. 
   
6. Click Start Import.

Repeating Schedules

When creating or editing a schedule, you can change it to a repeating shift by checking the box next to Repeat. Next you will chose a repeat type:

• Daily means repeat every single day.
• Weekly means repeat on specific days of the week.
• Monthly means repeat once every month.

Next select the date you want the repeating shift to stop and publish it to see the changes take effect. 

If you need to end a repeating schedule before the originally selected end date, you can do so by selecting one of the shifts and after clicking Update make sure to select "Yes" when it asks if you want to update all connected schedules. From there you can change the end date and hit Publish.

Rearranging Shifts

You can quickly rearrange or reassign shifts on the Scheduling page by switching to the Day or Week view. From there you can drag and drop shifts to assign them to a different user, or change what time (only available on day view) or day (only available on week view) they are scheduled for. 

Managing Schedules on Mobile

If you are an admin, or a manager or employee with permission to add/edit schedules, then you can also create and edit shifts from the mobile app. Open the Timeero app on your phone and click Schedule on the bottom menu. Click the + button in the upper right and then fill in the information just like you would on the website!

To edit a published schedule click on the shift you would like to modify from the Schedule page and then click the pencil icon in the upper right corner. You can also delete a shift using the trash can icon instead.

Connecting to an External Calendar

When you connect your Timeero schedule to an external calendar, it will allow any shifts created in Timeero to be added directly to your personal calendar, such as in Google or Outlook. The shared information will only contain the title and time period of your shifts, it will not include the description or location of the shift.

1. Navigate to the Scheduling page and then click the Subscribe button in the upper right.
2. Select if you want to have All Users, My User, or Specific Users imported to your personal calendar.
3. Copy the link and paste it into the calendar of your choice.
   1. For Google Calendar you can do this by clicking the + button next to "Other calendars" and select "From URL". Paste the link and click Add Calendar.
   2. For Outlook Calendar click Add Calendar and choose "Subscribe from web". Paste the link and then click Import.

Frequently Asked Questions

My user is in a different time zone, will the scheduled time show correctly for them?
When adding a shift it will automatically use the company's time zone, but you can change the selected timezone for a new or existing shift schedule to match the timezone that your employee is in instead.

Can I print the schedule?
Absolutely! On the web app on the Scheduling page, click the printer icon in the upper right corner. This should work for all views - day, week and month - however, you may want to adjust the scale to make sure it fits on your page properly. Going into More Settings > Scale > Custom and then setting it to "65" should help make sure it fits width-wise on the page. Depending on how many shifts you have, you may need to adjust further.

How do I tell if a shift has been accepted or declined?
You can easily see if an employee has accepted a shift from the Scheduling page, there will be a little thumbs up or thumbs down icon next to the scheduled start/end time for each shift. On mobile an accepted shift will have a light green background and a declined shift will be light red.