Online Employee Scheduling Software

Getting Started


A Calendar is the core concept in ShiftExec. We use Calendars to organize and group together employees, managers, permissions, settings and more. Calendars can be used to represent any category to that you need to group your work schedule. The goal of categorizing shifts and time off with calendars is to ensure that every employee is assigned a suitable schedule that fits their availability and skillset. Through proper categorization, businesses can optimize their scheduling process, avoid mismatching skillsets, and improve overall productivity.

Types Of Calendars

ShiftExec comes with the following types of calendars:

Example Calendars

In a simple example of a small restaurant staff scheduling system we could create the following calendars:

We can assign employees to one or more calendars. For example, James can be linked to Barista and Waiter Shift calendars, and to Sick Leave and Vacation Time Off calendars. So when we are going to schedule some Barista calendar shifts, we'll be able to assign James to these shifts. But James won't be available for the Cook calendar shifts.

Calendar Relations

Setting up your calendars is the most important configuration step in ShiftExec. Furthermore, later on calendars should be related with other entities in ShiftExec such as Activities, Employees, Managers. Also each calendar has its own set of permissions.


An Employee is a user (person) who is available for shift assignments or can be scheduled for time off. To make a user employee you will need to link this user as employee to one or several calendars. You can link a user as employee to a calendar either from the user detail page, or from the calendar detail page.

Employee Relations

To make a user employee they should be linked to at least one Calendar as Employee.


Activities are used for identifying the different types and times of shifts, such as part-time, full-time, day, night, or weekend shifts, and grouping them accordingly. For Time Off calendars an Activity can represent various time and duration options for time off like Full Day Off or Half Day Off. Usually we suggest to use Activities to represent shift types for Shift calendars and time for Time Off calendars.

Activity Time and Duration

An Activity in ShiftExec may have one of the following time or duration options:

Example Activities

In our simple example of a small restaurant staff scheduling system we would create the following activities:

Activity Relations

Each activity should be linked to at least one Calendar.

Other Activity Relations

How to relate a certain activity to a certain employee? As with almost everything in ShiftExec, we need calendars for that. We link employees to calendars, and we link activities to calendars. Then an employee is available to all the activities that are linked to the employee's calendars.


A Shift is an assignment of an Employee to an Activity in a Calendar. To create a shift, we must first select a calendar, then we will be able to select an activity and one or several employees from those linked to the selected calendar. Also, as each calendar features its own settings and permissions, various actions and options will be available for the shift depending on the calendar settings.

Time Off

Technically a Time Off is a shift in calendars of the Time Off type. So the same flexible configuration settings available for shifts thanks to calendar options are available to time off too.