Staff Schedule — Plan Shifts for Your Clock-In Team

Plan your team's week on a simple grid built around the same logins your staff punch in with. Set who's working each day, copy last week in one click, print the schedule for the break room, and see at a glance whether people actually clocked in when they were scheduled. Here's how it works.

Where to find it

There are two ways in:

• From Accounts — open the three-dot menu at the top-right and choose Staff schedule.
• From the admin menu — find Staff schedule under the Payroll group, right next to Clock in / out report.

Either way, you land on the same Staff Schedule page: one row per team member, one column per day (Monday through Sunday), with a running Hours total on the right.

Everyone who has a clock-in or staff account shows up automatically — there's nothing to set up first. Each name is tagged with its role: a scissors icon for Staff, a clock icon for Clock-in. If the grid is empty, you don't have any clock-in team members yet — add them under Accounts and they'll appear here.

1. Move between weeks

The pill at the top center shows the week you're viewing (e.g. Nov 3 – Nov 9, 2025). Use the left and right arrows to step back or ahead one week at a time. Click This week to jump straight back to the current week — today's column is highlighted in green so it's easy to find.

2. Add a shift

Hover over any day cell for a team member and click it. A popover opens where you set the shift:

• Quick presets — one tap fills a common shift: Open (7a–3p), Mid (11a–7p), or Close (3p–11p).
• Start and End — or set your own times directly.
• Note (optional) — a short label like "training" or "on call" (up to 60 characters).

Click Save shift and the shift appears in the cell as a green chip. That person's weekly Hours total and the day's coverage count update right away.

3. Edit or remove a shift

Click an existing shift chip to reopen the popover, change its times or note, then Save. To remove a shift, hover over it and click the small × in its top corner. The hours and coverage totals recalculate immediately.

4. Copy last week

Most weeks look a lot like the one before. Click Copy last week (top-right) and every shift from the previous week carries into the week you're viewing — then just tweak the exceptions instead of rebuilding from scratch.

5. Print or post the schedule

Click Print / post for a clean, printer-friendly version of the grid — no buttons, no menus, just the shifts. Print it for the break room or save it as a PDF to send to the team.

6. Read coverage and hours at a glance

• Hours column (right) — each person's total scheduled hours for the week.
• Daily coverage (bottom row) — how many people are scheduled each day, so you can spot a thin Saturday before it becomes a problem.
• Grand total (bottom-right) — everyone's scheduled hours added up for the week.

Scheduled vs. actual — did they clock in?

Because the schedule uses the same logins your team clocks in with, PawsAdmin compares the plan to what actually happened and marks each shift:

• On time (green) — clocked in when scheduled.
• Late (amber) — clocked in, but later than planned.
• No-show (red) — no clock-in recorded for a shift that has passed.

Use these badges to reconcile the schedule against real clock-in records at the end of the week.

Reading the grid

The legend under the table is your key:

• Green chip — a scheduled shift.
• Tan chip — a half or short shift.
• On time / Late / No-show badges — clock-in compared to the plan.

Pro tip

Build one solid week, then lean on Copy last week going forward — you'll spend a few seconds adjusting exceptions instead of rebuilding the grid every Monday. And check the No-show badges each week: they turn your schedule into a quick attendance audit with no extra bookkeeping.

See also: Set up clock-in accounts under Accounts, and Smarter Days Off — Custom Closed-Day Messages and One-Click Holidays.

Need help or have questions? Contact our support team at support@pawsadmin.com. We're always here to help you fetch success!