Shifts, scheduling and shift swaps
Planning who works when, handling swaps, and the other tools on the Staff screen.
Where it lives
Open More → People → Staff. The tabs are Directory, Shifts, Scheduling, Time & Attendance, Certifications, Background Checks, Performance, and Workers' Comp if your plan includes it. On a wide screen they run down the left side.
Clocking in and out, and why it drives ratios, is in Time clock. Background checks are in Document expirations.
Who sees what
Teaching staff — the Teacher, Lead Teacher and Assistant Teacher roles alike — see only their own Timeclock on the Staff screen: not the tabs, the schedule, shift swaps, onboarding or reviews. Directors, assistant directors and admins see everything and are the only ones who can add, change or delete shifts.
Nothing is sent when a shift is added, changed or deleted, and teaching staff can't see the schedule in the app, so tell people their shifts yourself.
Adding shifts
On Shifts, tap Add Shift. Choose the Staff member — their own room fills in — then check the Room and set Start and End. The end has to be after the start. Shifts appear under Upcoming shifts with Edit shift.
The Room ratios card on the same tab counts who is clocked in, not who is scheduled. A shift is a plan; read it against your rooms yourself.
The weekly schedule
Scheduling shows Staff Scheduling a week at a time. Use the arrows to move between weeks and Today to come back. A dot under a day means it has shifts; tap the day to list them with their times, hours and room. Today's view also shows who is Currently clocked in, and Weekly hours totals each person's scheduled hours.
Add shift schedules someone for the selected day. The bin icon deletes a shift after Delete Shift? — This removes the shift from the schedule.
Shift swaps
Tap Shift Swaps on the Scheduling tab, then Request Shift Swap: My shift date, My shift time, Colleague name, and optionally the colleague's shift and a Reason. A request reads Awaiting Director until a director, assistant director or admin taps Approve or Decline. It can only be decided once. Whoever made the request can Withdraw Request while it's still waiting.
Approving records the decision and nothing else: it doesn't move either shift or tell anyone. Edit the schedule and speak to both people. The colleague is a typed name, so check it's who you think. Because teaching staff can't reach Shift Swaps, most centers use it as a record — enter the swap when someone asks, then decide it.
Onboarding a new hire
Tap Onboarding on the Scheduling tab, then + with Staff Name, Email (optional) and Start Date. Each packet is the same 14-step checklist, from Offer letter signed to Orientation complete, with a count of required steps done. Direct deposit is the only optional step. Tap a step to tick it off.
Some steps have their own button: Send offer letter (Emails the candidate a generated PDF with a 7-day download link.), Fill out W-4, Fill out I-9 § 1 and § 2, Set up direct deposit and Acknowledge handbook. Once a form is generated, Sign records a typed-name signature. The checklist includes Oregon's OR-W-4 whatever state you're in. Archive Record takes a packet off the list. Onboarding is director-level throughout — a packet holds offer terms, W-4 and I-9 details and bank details, so only directors, assistant directors and admins can open one or change it.
Performance and reviews
The Performance tab counts each person's shifts and clock-in entries. Written reviews are under Performance Reviews on the Scheduling tab: a review period, a status, ratings for Punctuality, Child Interactions, Parent Communication, Teamwork and Professionalism, up to three goals, Director notes (private) and an Acknowledgment. Reviews are director-level throughout: only directors, assistant directors and admins can read them, write them, edit them or delete them. Director notes (private) is private to that group.
Certifications and shoutouts
The Certifications tab lists what your center has recorded, with Add certification above it, and the expiring figure in the header counts the ones due within 60 days. Certifications on the Scheduling tab and More → Operations → Admin & compliance → Staff Training open the same records. How to add them and keep expiry dates honest is in Document expirations.
On Directory, director-level staff see Shoutout under each person. Pick a badge and your phone's share sheet opens with a message ready to send however you like. RoundUp doesn't send or keep it.
Not covered here
Request Sub and Time Off on the Scheduling tab save only to the phone they're made on, so a request never reaches anyone else and can't be approved. Keep handling cover and leave the way you do now.
More: All director guides