Creating Shifts and Assigning Staff in Klyra
Build the weekly schedule, assign shifts to the right people and manage swaps quickly and safely.
Klyra’s planner lets you build the working week starting from the roles needed in each time slot. You can copy previous weeks, create recurring shifts, and assign people while considering their contract and declared availability.
Setting up the weekly grid
The planner shows a grid with days of the week as columns and people or roles as rows, depending on the chosen view. Switching between the per-person and per-role view instantly shows where coverage is missing.
For each shift you set start and end time, role, location and, if needed, an internal note. Shifts can be split to handle the double services typical of the restaurant business.
Assigning people to shifts
Klyra automatically flags the most common conflicts: overlap with another shift, an approved absence on the same day, or unavailability for that time slot. These warnings do not block shift creation, but require explicit confirmation.
You can bulk-assign multiple people to a recurring shift, such as "weekend waiters", and then customise exceptions week by week without rebuilding everything from scratch.
- Recurring shifts on a weekly basis or on specific days
- Multiple assignment filtered by role and location
- Duplicate the previous week in one click
Managing swaps and replacements
When someone cannot cover an assigned shift, they can propose a swap from the app: the system automatically suggests colleagues with the same role and compatible availability. The manager receives the request and confirms it before it becomes effective.
Cosa trovi in questa guida
- weekly planning
- shift assignment
- roles and duties
- coverage by time slot
- recurring shifts
- shift swap
Passaggi
- Open the planner and select the week to schedule
- Choose the per-role view to instantly see uncovered slots
- Create the shift with time, role and location
- Assign the person, checking conflict warnings
- Repeat for recurring shifts using weekly duplication
- Review overall coverage before publishing
Problemi frequenti
- A shift stays unassigned → no one with that role has matching availability → widen the search or adjust the shift time
- A shift shows as conflicting → the person already has an overlapping shift at another location → check the multi-site planner before confirming
- The person cannot see their assigned shift → the schedule has not been published yet → publish the week to send notifications
- A proposed swap finds no substitute → no colleague declared compatible availability → contact the team manually or review requested availability
Domande frequenti
Can I schedule multiple locations at once?
Yes, if you have access to several locations you can switch between them from the planner without leaving the screen, keeping the same selected week.
What happens if I assign a shift that conflicts with an approved absence?
Klyra shows a soft warning: you can still proceed but must explicitly confirm the conflict, which remains visible in the shift detail.
Do recurring shifts update themselves every week?
No, they remain a template you can apply quickly: each week you generate it from the template and then fix exceptions, keeping full control.
How can I instantly see uncovered slots?
Use the per-role view: it highlights in red the time slots without staff assigned compared to the minimum coverage set for that role.
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