Shifts in Teams

Index

1. When to Use?
2. Add the Shifts app in Teams
3. Create a Shifts schedule
4. Manage and view a Shifts schedule

When to Use?

Shifts in Microsoft Teams is a schedule management tool that helps you create, update, and manage schedules for your team. 

Add the Shifts app in Teams

Note: You must be a Team owner in order to create a schedule in Shifts.

1. Log into the Teams desktop or web application.

2. In the navigation pane, click on the three dots.

3. Search for the Shifts application.

4.  Once added, right click to pin the application to the navigation pane.

5. Once pinned, click on the Shifts application to open it.

6. In the upper left corner, click on the three lines to open the Team schedules.

7. Select a Team to open an existing schedule or choose + New Schedule to build one from scratch.

 

Create a Shifts schedule

With Shifts in Microsoft Teams, create a schedule, assign shifts to your team members, copy and reuse shifts, and add open shifts.

Watch: Create a Shifts schedule

Schedules and groups

1. To create a new schedule:

   • Select Create a new schedule to build one from scratch.

   • Select View to choose an existing schedule.

   • Select Create on the team you want. You must be a team owner to create one. 

2. Select Add group to organize your schedule based on a job type or location. 

3. To name the group, select More options > Rename group, type a group name, and then select Save.

4. To add people to a group, select Add people, choose someone, and then select Add. 

Tip: When you rename a shift's group name, people are automatically assigned tags that match their schedule and shift. This lets you @mention anyone currently on your shift in a chat or channel of a team. See Using tags in Teams to learn more.

Create a shift for a team member

1. To create a shift for someone, select their row, and then select More options > Add shift.

2. Add or edit start and end times, a custom label, break times, shift notes, and activities, and then select Save.

Copy a shift

1. To reuse the same shift across your schedule, on the shift, select More options > Copy. Or, press CTRL + C. 

2. To include shift activities, turn the Always include shift activities when copying shifts toggle On, and then select Done.

3. To paste, choose an empty slot and select More options > Paste. Or, press Ctrl + V.

Add an open shift

• Choose a day, and then select More options > Add open shift.

• If you need to copy or switch to another schedule, select Copy schedule, or select the menu and then choose a shift to switch to.

Swap a shift

Here is how to swap a shift with a coworker.

1. Choose ... at the top right of the app screen.

2. Make sure you have selected the Requests tab.

3. Choose + New request above your list of requests.

4. A new page will appear. Select the Swap tab if it is not already highlighted.

5. Fill out the swap form.

6. Select Send request in the bottom right of the app screen, and your manager will receive a notification.

Offer a shift

Here is how to offer a shift to your coworkers.

1. Choose  ... at the top right of the app screen.

2. Choose + Add request.

3. A new page will appear. Select the Offer tab if it is not already highlighted.

4. Fill out the Offer form.

5. Select Send request in the bottom right of the app screen, and your manager will receive a notification.

Manage and view a Shifts schedule

Manage and view your team schedule with Shifts in Microsoft Teams. 

Watch: Manage and view a Shifts schedule

View a schedule

1. To switch between different calendar views:

   • Select Day to make sure there are no conflicts in a shift.

     • Add Day notes to share a message with team members assigned to a specific shift. Choose a day, and then type a message.

   • Select Week to see everyone's hours at a glance.

   • Select Month to view or schedule shifts bimonthly or monthly.

2. To view your schedule based on shift type, select View > Shift.

   • Select People to see everyone's availability.

   • Select Shifts to make sure you have enough coverage for a shift.

Manage requests

1. Select Requests to review requests from your team like time off, shift swaps, or offers.

2. Select a specific request to review and then choose a response.

Clock in and out

• Select Clock in to let your team clock in and out with a mobile device. 

Share a schedule

• When you are ready to share updates with your team, select Share with team, and then select Share.

Request time off

Here is how to request time off in the Shifts app.

1. Choose Requests at the top left of the Teams screen.
   
   

2. Choose + New request.

3. In the pop up, choose the Time off tab.

4. Fill out your time off request.

5. Click Send request and you manager will receive a notification.