Schedule
The schedule links staff, date, hours, role, work location/project, and shift notes. Admins can create a single shift, use a template, duplicate, copy a week, reassign, delete, and export the schedule.
A good schedule gives staff one source of information before they work and helps Vasco detect clashes. Night shifts are supported. Approved leave requests raise a warning, but the admin still makes the final call on whether to continue if it's really needed.
Before you start
Have this ready
- Active staff have been created and their assignments are correct.
- The work location/project exists if the shift needs a location.
- Working hours and time zone have been agreed.
- Leave is approved and other schedules have been checked.
Done when
- Staff see the correct date, hours, role, project, and address.
- There are no overlapping shifts by accident.
- Changes and deletions can be traced in the audit trail.
Create a single shift
- 1
Choose Add schedule
Open Schedule and choose the action to create a new shift.
Result: The schedule form opens. - 2
Choose the staff member and date
Choose one active staff member and the correct business date. Staff is required.
Result: The shift is linked to the right person and day.If something goes wrong: If the staff member isn't listed, reset the Staff filter and check whether their profile is archived. - 3
Enter the start and end time
Enter the hours carefully. For a night shift, an end time earlier than the start time is read as the next day and marked +1.
Result: The duration and the change of day are clearly visible. - 4
Add the role, project/location, and notes
Fill in the context staff need to know, such as the position on the shift, the work spot, or special instructions.
Result: Staff see not just the hours but also the purpose of the shift. - 5
Save after reading the warning
If there is a clash, change the hours/date/staff member. If there is approved leave, check the reason before choosing to continue anyway.
Result: The shift is created with no unintended conflicts.To cancel / undo: Choose Cancel or close the form before Save to discard the draft. The leave warning offers a Cancel option; choose it if the schedule needs fixing.
Handle conflicts and leave warnings
| Warning | Meaning | Action |
|---|---|---|
| Overlapping schedule | The staff member already has a shift at an overlapping time | Change the hours/date, choose another staff member, or cancel; this conflict must be resolved |
| Approved leave | The staff member has leave on the shift date | Choose Cancel to fix it; only choose Continue anyway when the operational decision and the leave have been clarified |
| Shift +1 | The shift ends on the next calendar day | Make sure it's really a night shift and not a mistyped time |
| No location | The shift can be created but the staff member gets no address/work spot | Add a project/location if needed for operations or attendance |
Use and manage templates
- 1
Create a correct sample shift
Fill in the role, hours, and location you use often.
Result: The template's values come from a shift that has already been verified. - 2
Save as template
Give it a name that describes what it's for, for example “Warehouse morning shift”. A template saves the role, time, and location; staff and date are still chosen when you use it.
Result: Recurring schedules are faster to create without locking in people/dates. - 3
Use a template
Choose a template, then set the staff member and date. Read all the values before Save.
Result: A new shift is created from a consistent pattern.To cancel / undo: Close the form before Save to cancel the new shift. Deleting a template does not delete shifts that were created from it.
Duplicate a shift or copy a week
- 1
Duplicate a single shift
Open the shift and choose Duplicate. The next-day form is filled in; change the date or details if needed before saving.
Result: One new shift is created with the same starting values.To cancel / undo: Close the duplicate form before Save; the original shift does not change. - 2
Copy a week
Review the whole source week, then choose to copy it to the next week (+7 days) and read the confirmation.
Result: Schedules that don't exist yet are copied; detected duplicates are skipped.To cancel / undo: Choose Cancel in the confirmation. After the copy succeeds, check the result; wrong schedules need to be deleted or edited. - 3
Check the target week
Look for leave, holidays, staff moving projects, conflicts, and night shifts in the new week.
Result: The old pattern isn't applied blindly to new conditions.
Edit or reassign a schedule
- 1
Edit a single shift
Open the shift, choose Edit, change the data, then check for conflicts again.
Result: The shift is updated and the change is recorded in the trail.To cancel / undo: Close without Save to keep the previous values. - 2
Select several to reassign
Choose the shifts you want to move, choose the replacement staff member, then review the conflicts.
Result: Shifts that are safe to reassign are moved; shifts with clashes can be skipped.To cancel / undo: Leave selection mode or cancel the dialog before confirming. - 3
Notify affected staff
Once the change is saved, make sure both the old and new staff members check their schedule on their phones.
Result: The system change is also understood on the ground.
Delete schedules and use undo correctly
- 1
Delete a single shift
Open the shift, choose Delete, then confirm after checking the staff member, date, and hours.
Result: The shift is deleted and the Undo button is available for about 6 seconds.To cancel / undo: Choose Cancel in the confirmation. If it's already done, press Undo before time runs out. After that, recreate the shift if needed. - 2
Delete several shifts
Select all the target shifts, verify the count, then confirm the bulk deletion.
Result: All selected shifts are deleted.To cancel / undo: Cancel before confirming. Bulk deletion has no undo; the schedule must be recreated if it was a mistake.
Undo is only for deleting a single shift
Don't assume bulk deletion has an Undo window. For big actions, export or note down the list first and have a second person check.
What staff see
- The shift date and start–end hours.
- The +1 marker for shifts that end tomorrow.
- The role or assignment on the shift, if filled in.
- The project/location and address, when available.
- Operational notes added by the admin.
If a staff member's schedule is different
Ask the staff member to pull to reload or reopen the app. The admin should match the shift against the main list and make sure the change was saved.
Audit trail and export
The schedule records when a shift was created, updated, or deleted, along with who did it when that data is available. Use this trail to answer when a change was made and by whom.
- Use PDF for a view that's easy to read or to share formally.
- Use Excel for internal analysis and reconciliation.
- Export only the range and groups you need.
- A downloaded file is outside Vasco's control; store and share it securely.
Questions and answers
Are night shifts supported?
Yes. If the end time is earlier than the start time, Vasco treats it as ending the next day and shows +1. Always make sure that's intentional.
Why can a schedule still be created when the staff member is on leave?
Approved leave produces a non-blocking warning so the admin can still handle exceptions. Choose Cancel unless the rescheduling has been clarified.
Does deleting a template delete schedules?
No. A template is only a pattern for creating shifts; shifts that were already created stay.
How long is the Undo button available?
About 6 seconds after deleting a single shift. Bulk deletion has no undo.
Why weren't some shifts reassigned?
The system can skip shifts that cause a conflict for the target staff member. Check the result one by one and resolve the conflicts manually.