Overview: Administrators can manage shifts directly from the schedule on the Buddy Punch website or mobile app by editing, deleting, or clearing them as needed. These tools offer flexibility in maintaining accurate and up-to-date schedules.
Important! Scheduling is included in the Pro and Enterprise plans and is available as an add-on to the Starter plan for $1 per user/month.
Web Instructions:
App Instructions:
Edit an Individual Shift (Web)
1. To edit shifts, start by navigating to the Schedule page:
2. Once there, click the shift you want to edit:
3. You can edit details, including:
Who the shift is assigned to
Shift start time
Shift end date
Shift end time
Break duration
Shift color
Job codes
And the note
If your shift is not part of a repeating series, you'll be taken back to the schedule after clicking Save:
Important! If the Delete or Save buttons are greyed out, this means the shift has been punched into by an employee. Please follow the steps here to edit a shift that's been punched into.
4. If the shift is part of a repeating series, you'll be presented with two editing options, which include:
This shift (Only updates the shift you clicked into)
This and following shifts (Updates the shift you clicked into, along with any future shifts in the series)
Make your selection and click Save when done:
5. You'll be taken back to the schedule page, where your shifts with changes will be in draft:
Note: In the example above, one of the changes made to the shift was changing the color associated with the shift. Shifts with changes made to them are not automatically displayed in a different color; however, unpublished shifts will always show as an outline, while published shifts are displayed in a solid color.
Edit a Shift That's Been Punched Into (Web)
1. If you click on a shift and find that the Delete and Save buttons are grayed out, this means that the shift in question has already been punched into by an employee and cannot be deleted or edited:
2. To fix this, you'll have to break the association between the employee's punches and the scheduled shift. Start by navigating to Time Cards --> View All:
3. And then click View next to the name of the employee in question:
4. Once you're on their time card and have found the shift you need to make changes to, click the small pencil icon:
5. Here, you can unassign the shift from the punches by choosing either No Shift or any other available shift and clicking Save once done:
Important! Don't see the No Shift option? Information on how to enable the No Shift option is available here.
6. Now that the shift is no longer associated with work hours, you can head back to the schedule to make the necessary shift edits. Save your changes when done:
7. You'll be taken back to the schedule, where you'll find your newly edited shift in draft as indicated by the outlined shift. Click the Publish button to set the shift live:
8. As a final step, head back to the employee's time card and click Assign Shift to re-associate the employee's punches with the scheduled shift:
Delete an Individual Shift (Web)
1. To delete an individual shift, start by navigating to the Schedule page:
2. Once there, click the shift you want to delete:
3. You'll find the Delete option at the bottom of the shift creation box:
Important! If the Delete or Save buttons are greyed out, this means the shift has been punched into by an employee. Please follow the steps outlined here covering how to delete a shift that's been punched into.
4. If your shift is not part of a repeating series, you'll be taken back to the schedule after clicking Delete.
5. If the shift is part of a repeating series, you'll be presented with two delete options, which include:
This shift (Only deletes the shift you clicked into)
This and following shifts (Deletes the shift you clicked into, along with any future repeating shifts in the series)
Make your selection and click Delete when done:
6. Once deleted, you'll be taken back to the schedule, where you'll find the shift has been removed from the schedule view.
The shifts will be automatically removed from the employee's view as well once they've been deleted. However, since changes were made to the schedule, you'll see the option to Publish in order to send an alert about the change.
Delete Multiple Shifts (Web)
1. To delete multiple shifts from the schedule at once, start by navigating to the Schedule page:
2. You will then want to click the Options dropdown, followed by Clear Shifts. You will be able to choose whether you want to clear Unpublished shifts only or All shifts:
Important! Shifts will be cleared based on your view. You can use filters or switch to the Day or Month view to clear only specific shifts.
3. As a final step, you'll be asked to confirm the action by clicking Yes, clear the shifts:
Delete a Shift That's Been Punched Into (Web)
1. If you click on a shift and find that the Delete and Save buttons are grayed out, this means that the shift in question has already been punched into by an employee and cannot be deleted or edited:
2. To fix this, you'll have to break the association between the employee's punches and the scheduled shift. Start by navigating to Time Cards --> View All:
3. And then click View next to the name of the employee in question:
4. Once you are on their time card and have found the shift you need to make changes to, click the small pencil icon:
5. Here, you can unassign the shift from the punches by choosing either No Shift or any other available shift and clicking Save once done:
Important! Don't see the No Shift option? Information on how to enable the No Shift option is available here.
6. Now that the shift is no longer associated with work hours, you can head back to the schedule to Delete the shift in question:
7. Once deleted, you'll be taken back to the schedule, where you'll find the shift has been removed from the schedule view.
The shifts will be automatically removed from the employee's view as well once they've been deleted. However, since changes were made to the schedule, you'll see the option to Publish in order to send an alert about the change.
Edit an Individual Shift (App)
1. To edit a shift, start by clicking Schedule in the bottom navigation. (Left image below)
2. Once on the schedule page, click the shift you want to edit. (Right image below)
3. You can edit details, including:
Who the shift is assigned to
Shift start time
Shift end date
Shift end time
Break time
Shift color
Job codes
And the note
And then click Save once done. (Left image below)
4. You'll be taken back to the schedule page, where you'll see the newly edited shift in draft status. Click Publish to finalize the changes. (Right image below)
Important! If you don't see the Delete or Save button, this means the shift has been punched into by an employee. Please follow the steps outlined here covering how to edit a shift that's been punched into.
Edit a Shift That's Been Punched Into (App)
1. If you click on a shift and find that there are no Delete and Save buttons, this means that the shift in question has already been punched into by an employee and cannot be deleted or edited:
2. To fix this, you'll have to break the association between the employee's punches and the scheduled shift. Start by clicking Time Cards in the bottom navigation. (Left image below)
3. And then click the arrow next to the name of the employee in question. (Middle image below)
4. Once on their time card, click the punch where the shift is assigned. (Right image below)
5. At the top of the punch details page, you'll find Shift details. Click that to change the option to No Shift. (Left image below)
6. You can now head back to the shift in question to make changes as needed and Save once done. (Middle image below)
7. You'll be taken back to the schedule page, where your shift with changes will be in draft mode, waiting to be published. Click Publish to finalize the changes. (Right image below)
Delete an Individual Shift (App)
1. To delete a shift, start by clicking Schedule in the bottom navigation. (Left image below)
2. Once on the schedule page, click the shift you want to delete. (Right image below)
3. And then click the Delete button. (Left image below)
4. You'll be taken back to the schedule page, where you'll see the newly deleted shift in draft status and pending a final deletion. The shifts will be automatically removed from the employee's view once they've been deleted, however, since changes were made to the schedule, you'll see the option to Publish in order to send an alert about the change. (Right image below)
Delete a Shift That's Been Punched Into (App)
1. If you click on a shift and find that there are no Delete and Save buttons, this means that the shift in question has already been punched into by an employee and cannot be deleted or edited:
2. To fix this, you'll have to break the association between the employee's punches and the scheduled shift. Start by clicking Time Cards in the bottom navigation. (Left image below)
3. And then click the arrow next to the name of the employee in question. (Middle image below)
4. Once on their time card, click the punch where the shift is assigned. (Right image below)
5. At the top of the punch details page, you'll find Shift details. Click that to change the option to No Shift. (Left image below)
6. You can now head back to the shift in question to Delete it. (Middle image below)
7. You'll be taken back to the schedule page, where you'll see the newly deleted shift in draft status and pending a final deletion. The shifts will be automatically removed from the employee's view once they've been deleted, however, since changes were made to the schedule, you'll see the option to Publish in order to send an alert about the change. (Right image below)
Video
FAQs
Q: Why are the Delete and Save buttons grayed out?
A: If the Delete and Save buttons are grayed out, it means an employee has punched into the shift. You'll first need to unassign the shift from the employee's punch via the time card in order to make any changes to that shift. Steps for this can be found above, here for the website and here for the app.