Use case: Seeing staff availability and assigning shifts to staff members

Scenario: A small business needs to fill one morning shift and one afternoon shift every weekday from a team of staff members with varying availability. 

What needs to be done

• The manager needs to schedule staff members to all open shifts for the upcoming weeks.
• Staff members need to share their availability so the manager knows when they can be scheduled.
• Staff members need to see their assigned shifts for each week. 

Calendar structure and access

Sub-calendars

• One sub-calendar for each shift: morning (AM) and afternoon (PM).
• One sub-calendar for each staff member, organized in a folder.

Sharing

• The manager has full modify access to all sub-calendars. 
• Each staff member has modify access to their own sub-calendar and read-only access to the shift calendars. 

How it works

Staff members update their own sub-calendars with travel plans, vacations, or other times when they are unavailable for shift assignments. 

The manager can view the staff members' calendars side-by-side with the shift schedules. It's easy to see who is unavailable for a day and who is available and can be assigned to an open shift. The manager can assign each shift to both the appropriate shift calendar and the assigned staff member's calendar: 

Staff members can view shift assignments for the week ahead so they know their work schedule and can plan accordingly. Here's the view staff member Lucille has on Teamup's mobile app. Lucille can only see her own calendar and the shift calendars. 
Since staff members can only view the shift sub-calendars (not modify them), they can't remove or change any of their assigned shifts. This limitation ensures that any schedule changes to planned shifts go through the manager.

Try it out and learn more

• Try out a live demo with Scheduler view
• Join the public beta
• Learn more about expanded Scheduler view
• Learn more about scheduling work with Teamup