Create a shift schedule in Microsoft Teams: Step-by-step guide

Initial setup of the Shifts app in Microsoft Teams

If you're already using Teams, you can add the Shifts app by following these steps. Make sure right from the start that you are logged in with your Microsoft account.

Find and add layer app

• Windows Desktop/Web-App: Click on Apps or Add more (depending on your settings, the icon might be “...”). Search for Shifts and select the app to add it to your Teams.
• Android/iOS: Tap on More (usually three dots) and look for Layers. Tap on Add.

Select a team group

As soon as you have opened the layers app, select the desired team from the list. If you manage multiple teams, check to make sure the shift scheduling is set up for the correct team.

Check permissions

By default, team owners have the ability to create and manage shifts. Make sure you have the role of team owner or at least the corresponding permissions. Otherwise, ask your IT admin or the existing team owner for the necessary access rights.

Create & manage shift schedules in Teams

Once the shift app is set up and you have all the permissions, you can create the first shift.

Create new schedule

Desktop/Web:

• Click on the top right to create a schedule.
• Select the time period or time zone, if necessary.
• Confirm with Create.

Android/iOS:

• Tap at the top (or in the context menu) on Create schedule.
• You may need to select the team first, then set the desired time period.
• Tap on Create.

Create layers

In the layer view, you see a calendar-like representation. Select the desired day in a row (employee) and a column (date) on which you want to add a shift.

• Desktop/Web: Right-click on the respective field or click on “+” (plus symbol).
• Android/iOS: Tap on the date and the employee's name and use the '+' symbol to create a new shift.

Give the shift a name, choose start and end times as well as break times. You can optionally add notes.

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Use Templates & Repetitions

If shifts repeat weekly or monthly, you simplify your work by using templates.

• Desktop/Web: Click on Copy after completing a shift and paste it into the following days.
• Android/iOS: Tap on an existing layer, select Copy, go to the desired day and tap on Paste.

Assign employees to the shift schedule & make changes

Once the shift is created, you can assign employees to it. This is the final step to fully set up the shift in Teams.

Add employee

• Desktop/Web: Click on Add team members, select names or email addresses from your organization.
• Android/iOS: In Settings or in the Overflow menu (three dots) you can find the option Manage team or Add team members.
• Add the users who should be integrated into the shift planning.

Assign layers

• Create or select a layer and click/tap on Assign.
• Desktop/Web: Select employees from the existing team.
• Android/iOS: Tap on the layer, select Assign employee or add the name directly.

Inform the team about shift changes

Everyone assigned to the shift schedule will receive a notification in Teams when changes occur or new shifts are added.

• Desktop/Web: You can also send a message directly through the Teams channel to explain the changes.
• Android/iOS: Additionally, a push notification may appear on the smartphone.

Enter vacations or absences into the shift schedule

Microsoft Teams lacks the feature for absences and vacation tracking. This means: you can schedule shifts, but you can't see who has requested or already been approved for vacation during the planned time. Other types of absences, such as training sessions, cannot be directly entered into Teams either. There are two solutions for this:

• Workaround: Create an additional layer named Vacation. This serves as a temporary solution, but other features such as vacation requests, confirmations, reasons for absence, etc., are still missing.
• Retrofitting vacation and absence in Teams: Just like the app Shifts, you can also add absentify to Teams. This gives you a simple, yet comprehensive vacation and absence management system for free.

Manage vacations and shifts together with absentify

The app absentify is installed in just a few clicks directly into Teams and thereafter is indistinguishable from the familiar interface. Alongside the shifts, your team can now enter all vacations, vacation requests, and absences.

When planning new shifts, you can see the approved leaves and absences of your team members. The system uses this information to correctly calculate the amount of leave to be deducted from the leave entitlement. It takes into account whether a day within the approved leave period is a working day. Non-working days (such as weekends) are not deducted from the entitlement.

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