Scheduling shifts

Shifts are the heart of Weqly. This guide covers assigning shifts, setting up recurring schedules, and editing or removing them, including what happens to shifts that are already in the past.

One-off shifts

To assign a single shift to someone:

1. Open the Schedule or Manage view.
2. Pick the person and the day.
3. Set the start and end time.
4. Save.

The person is notified by email (unless the shift is in the past, see below).

Recurring shifts (rules)

Most schedules repeat. Instead of adding the same shift every week by hand, you create a rule: a recurring pattern that generates shifts automatically.

A rule defines:

• Who the shift is for (a person, or a whole team)
• What time it starts and ends
• Which days it repeats on
• How long it repeats (an end date, or ongoing)

Once saved, Weqly fills the schedule with shifts that match the rule. Change the rule and future shifts update to match.

Times and timezones

Shift times are shown in your effective timezone. When you set 9:00 AM, your team sees 9:00 AM in their view. Overnight shifts (ending the next morning) are supported.

Editing and deleting

How an edit behaves depends on whether the shift is in the future or the past.

Future shifts and rules

• Editing a rule updates all its upcoming shifts.
• Deleting a rule removes its upcoming shifts.

Future changes notify the affected people by email.

Past shifts

History is preserved. Weqly never silently rewrites what already happened.

• A single past shift can still be edited or deleted (for example, to correct a record). Deleting it also removes its associated history log (reversibly).
• Editing or deleting a rule that already has shifts in the past doesn’t erase that history. Instead the rule is ended. It stops as of yesterday. Past shifts stay on the record; only future shifts change.
• To change one day of a recurring rule in the past, drop just that occurrence for the affected person and add a corrected shift in its place.

Past-dated changes never send notification emails. Nobody gets alerted about a shift that already happened.

Templates

If you assign the same kind of shift over and over (e.g. “Morning 9-5”), save it as a template so you can reuse it in one click. See Shift templates.

Managing a whole team’s schedule

Managers get a dedicated drag-and-drop view for building and balancing schedules across everyone. See Managing schedules.

Need help?

Reach our support team at help@weqly.com. We’re happy to help.