1. Start with the work that needs covering
Write down the operating hours, opening and closing tasks, and minimum role coverage for each location. A headcount alone is not a plan: three people may still leave a gap if none can handle a required task.
Separate recurring work from unusual demand. An inventory count, local event or delivery may need a different shift pattern. Give each required block a location, role, start and finish before choosing a person.
Keep this checklist handy
- Opening and closing responsibilities are covered.
- Busy periods and handovers have enough overlap.
- Each shift identifies its location and role.
2. Gather availability before assigning the week
Set a consistent point for employees to share availability and submit time-off requests. Distinguish a preference from an approved absence, and keep the decision in the scheduling record so managers work from the same information.
For shared staff, check the entire team’s assignments. A person who looks available in the North Store calendar may already be working downtown. Include the time needed to move between sites when reviewing adjacent shifts.
3. Use last week as a starting point
Copying a recurring pattern can save typing, but last week’s schedule should remain a starting point. Recheck absences, location needs and the employees assigned to each role. An open shift should stay visibly open until a suitable person is confirmed.
Look at the total hours and distribution of work across the team. Compare the draft with your staffing plan, and review your business’s applicable hours and break requirements separately. A clean calendar is not proof that every workplace rule has been met.
4. Run a short pre-publication review
Review the plan by location first, then by employee. The first pass finds missing coverage; the second finds overlaps and awkward sequences. Check overnight shifts with their actual dates, not just the displayed start and finish times.
For example, a shift from Tuesday 22:00 to Wednesday 06:00 belongs to two calendar dates. A separate Wednesday 05:00 opening shift creates an overlap even if the two assignments sit in different day columns.
Keep this checklist handy
- No employee is assigned to overlapping work.
- Approved absences and location eligibility are respected.
- Unfilled shifts are visible and have an owner to resolve them.
- The location and local time of each shift are clear.
5. Publish one version and close the loop
Publish after the draft has been reviewed. Tell staff where to find the current schedule and what to do when they cannot work an assignment. Sending several screenshots makes it harder to know which version is current.
When a shift changes, use the same review process again. Check the replacement person’s availability, location and other work. Treat a message offering to help as the start of a cover request, then confirm the assignment in the schedule.
6. Use last week’s exceptions to improve the next one
At the end of the week, review the gaps that took the most manager time. Were they caused by missing availability, a recurring busy period or an unclear cover process? Change the planning routine where the same problem keeps returning.
In Shift Hub, schedules, availability, cover requests and time records live in the same app. A useful demo is to walk through one representative week with a shared employee and a last-minute absence, using sample data.