What is Shifts?
Shifts in Microsoft Teams is a schedule management tool that helps you create, update, and manage schedules for your team.
- Schedules – Create a schedule from scratch or import an existing one from Excel. A Shifts schedule displays days at the top while team members appear on the left. And if you’re an owner of multiple teams, toggle between different Shifts schedules to manage them.
- Day Notes – Add notes to share important news and reminders for a specific day.
- Groups – Name a group like a job function or location to keep your groups organized. Then, add people to a group.
- Shifts – Choose a slot to assign a shift. Create it from scratch, or copy from an existing one — and don’t forget to add activities like training or a specific task. Add open shifts to your schedule that anyone can request. If you need to review shift coverage, view your schedule by people or shift type.
- Requests – Review requests for time-off, shift swaps, or offers.
- Time Clock – Turn on Time Clock to let your team clock in and out of a shift with a mobile device. Enable location detection to ensure team members clock in from a designated work site.
- Share – As you edit a schedule, it’ll save automatically but your team only sees the updates when you’ve shared it out.
- Export or Copy – Look at your schedule in a spreadsheet by exporting it to excel. If you need to re-use a Shifts schedule, copy it to the date range you want.
Create a Shifts schedule
With Shifts in Microsoft Teams, you can easily create a schedule and assign shifts to your team members.
Schedules and groups
- In Teams, select Shifts. You can:
- Select Create a new schedule to build one from scratch.
- Select View to work with a team’s existing schedule.
- Select Add group to type in a name for your new group.
- Select Add to add team members to the group. Added team members appear on the left of a Shifts schedule.
Add a shift
- Select More options > Add shifts.
- Add details to your shift like a theme colour, start and end time, label, breaks, or notes.
- Select Add activity to include specific tasks, and then select Save.
- When you’re done updating the shift, select Done > Save.
Copy a shift
- To copy, select More options > Copy.
- To paste, choose an empty slot and select More options > Paste.
Re-use a schedule
- Select Copy schedule.
- Choose a date range to copy from, and a date range to copy to.
- Select details to include in your copied schedule.
- Select Copy.
- To undo this action, select More options > Undo copy schedule.
Create an open shift
- To copy, select More options > Add open shift.Note: If you don’t see an open shift row in your schedule, go to Settings, and select Open shifts > On.
Share your schedule
- Select Share with team.
- Choose to send your schedule to your entire team, or just affected team members.
- Select Share