---
title: How to use the Schedule
description: How to organise and share shift schedules, track working hours, swap shifts, and manage absence/vacation with Ziik's Schedule module.
---

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# How to use the Schedule

## How to organise and share shift schedules, track working hours, swap shifts, and manage absence/vacation with Ziik's Schedule module.

### Topics in this Article

**💡 [Permissions and what you can do in the Schedule](https://help.ziik.io/how-to-use-the-schedule#Permissions)**  
        [Schedule shifts](https://help.ziik.io/how-to-use-the-schedule#permissions-schedule-shifts)  
        [Correct working hours](https://help.ziik.io/how-to-use-the-schedule#permissions-correct-hours)  
        [Track working hours](https://help.ziik.io/how-to-use-the-schedule#track-working-hours)  
        [Swap shifts](https://help.ziik.io/how-to-use-the-schedule#permissions-swap-shifts)  
        [Manage vacation and absence](https://help.ziik.io/how-to-use-the-schedule#permissions-manage-absence)

**👩‍💻 [How to navigate and use the Schedule on desktop](https://help.ziik.io/how-to-use-the-schedule#how-to-use-the-schedule-desktop)**  
        [Overview](https://help.ziik.io/how-to-use-the-schedule#schedule-overview-desktop)  
        [How to schedule shifts](https://help.ziik.io/how-to-use-the-schedule#schedule-shifts)  
        [How to correct working hours](https://help.ziik.io/how-to-use-the-schedule#correct-hours)  
        [How to add absence categories](https://help.ziik.io/how-to-use-the-schedule#absence-management)  
        [How to register or request absence](https://help.ziik.io/how-to-use-the-schedule#how-to-register-absence-desktop)  
        [How to view and answer Absence requests](https://help.ziik.io/how-to-use-the-schedule#how-to-view-absence-requests-desktop)  
        [How to use available shifts and shift swapping](https://help.ziik.io/how-to-use-the-schedule#available-shifts-and-swapping-desktop)  
        [How to use templates](https://help.ziik.io/how-to-use-the-schedule#using-templates)

**🤳 [How to navigate and use the Schedule on the app](https://help.ziik.io/how-to-use-the-schedule#how-to-use-the-schedule-app)**  
        [Overview](https://help.ziik.io/how-to-use-the-schedule#schedule-overview-app)  
        [How to schedule shifts](https://help.ziik.io/how-to-use-the-schedule#schedule-shifts-app)  
        [How to correct working hours](https://help.ziik.io/how-to-use-the-schedule#correct-hours-app)  
        [How to use available shifts and shift swapping](https://help.ziik.io/how-to-use-the-schedule#available-shifts-and-swapping-app)  
                 [How to make your shift available to colleagues](https://help.ziik.io/how-to-use-the-schedule#open-shift-for-trade-app)  
                 [How to apply for or take available shifts](https://help.ziik.io/how-to-use-the-schedule#apply-for-shift-app)  
                 [How to approve shift swaps](https://help.ziik.io/how-to-use-the-schedule#approve-shift-swaps-app)  
        [How to register or request absence](https://help.ziik.io/how-to-use-the-schedule#request-absence-app)  
        [How to answer absence requests](https://help.ziik.io/how-to-use-the-schedule#answer-absence-requests-app)

### 💡 What can you do in the Schedule?

**Role** **permissions** determine what tools users have access to in the Schedule module. Determining what users can do in the module, is set up by a platform administrator under [Roles](https://help.ziik.io/roles-and-permissions?hsLang=en).

#### **Schedule shifts**

Scheduling shifts can be used to keep track of who is working when and where.

- Users with the permission “Can manage all shifts” can schedule, edit and delete shifts for users in their own unit and sub-units. The permission also provides access to reports on shifts and worked hours of users in their own unit and sub-units.
- Users with the permission “Can manage own shifts” can schedule, edit and delete their own shifts. If certain employees set their own schedule, this permission lets them do this, without allowing them to manage other users’ shifts.

#### **Correct working hours**

“Corrected working hours” allows users to register corrections to the hours scheduled in shifts. If you use the module for timekeeping, you can let chosen roles correct the hours in everybody's shifts or only in their own.

- Users with the permission “Can manage all corrected hours” can register corrections to shifts scheduled for users in their own unit and sub-units. This permission enables managers to register that an employee worked more or less than the scheduled time.
- Users with the permission “Can manage own corrected hours” can register corrections to their own shifts. This permission enables employees themselves to register that they worked more or less than the scheduled time.

#### Track working hours

Shift scheduling and corrected working hours are two tools that can be used to register and track how much employees have worked during a given period.

- For full-time staff and recurring shift schedules you can **use templates** to streamline the scheduling process.
- Let selected roles register their own hours by giving them the permission "Can manage own shifts".<https://help.ziik.io/shift-schedule?hsLang=en#schedule-shifts>
- Allow for deviations from the scheduled hours to be registered by letting employees correct their own hours with the permission “Can manage own corrected working hours”, or let managers correct any users’ hours with the permission “Can manage all corrected working hours”.
- Users with the permission “Can manage all shifts” or "Can manage all absence" get access to the **Reporting tab**, providing them an overview of shifts and hours worked by each user in their own unit and sub-units during a given period. To access data on shifts and hours for a certain period, click the Reporting tab, choose unit, and define the time span. Click a user to view all their shifts. In the top right corner, click Export to download a CSV file with the data.
- All users without the permission “Can manage all shifts” can access data only on their own shifts and hours during a defined period. For an overview of your own shifts and hours in a given period, click **My hours.**

   
**Swap shifts**

- Users with the permission “Can open own shifts for swaps” can choose to make their own shifts available for their colleagues.
- Users with the permission “Can manage all shifts” can schedule non-assigned available shifts.
- Users with the permission “Can apply for shifts” can register their interest in open and available shifts.
- Users with the permission “Can approve shifts” can see the list of users that have applied for an open or available shift, and assign the shift to one of them.
- Users with the permission “Can take shifts without approval” can directly take open and available shifts, without approval.

#### **Manage vacation and absence**

Let managers register vacations or absence or allow staff to request time off.

- As a **site admin**, you can set up custom **Absence Categories** covering common reasons for time off, such as "Home with illness", "Working remotely" or different types of leave.
- Users with the permission “Can register absence for everyone” can register absence for any user in their own unit or sub-units.
- Users with the permission “Can register own absence” can register only their own absence, without needing approval.
- You can allow users to submit approval requests absence by giving them the permission “Can request absence”.
- If you allow absence requests, someone needs permission to answer the requests. Users with the permission “Can answer absence requests” can approve or decline absence requests made in their unit and sub-units. Users with this permission will receive a push notification if the request is made by a user in their own unit. A push notification will also be sent to the requesting user, about whether the request was approved or denied.

 

### 👩‍💻 How to navigate and use the Schedule on desktop

#### Overview

![Screenshot 2024-05-30 at 14.01.22](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-30%20at%2014.01.22.png?width=688&height=267&name=Screenshot%202024-05-30%20at%2014.01.22.png)

Blue = Assigned shift

Yellow = Available shifts and shifts opened for trade

Grey = Holidays

#### How to schedule shifts

Each user has its row where all their shifts and absences appear.

To assign a person a new shift:

1\. Place your cursor on the box that covers the right day on that person’s row

2\. Press the + icon that appears. A new window will open where you depending on your permissions may be able to decide whether to create a shift or vacation.

3\. Click shift, and set the hours.

You have the opportunity to add **notes** that are only visible for planners (those with the permission "Can manage all shifts" - see [permissions](https://help.ziik.io/shift-schedule?hsLang=en#Permissions))  and **comments** that all users can see.

To save the shift press the blue button on the lower right corner of the window.

![Screenshot 2024-05-30 at 14.58.02](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-30%20at%2014.58.02.png?width=191&height=200&name=Screenshot%202024-05-30%20at%2014.58.02.png)

#### How to correct working hours

To register deviations to scheduled hours

1\. Click an existing shift followed by the three dots in the top right corner

2\. Click **Correct working hours**

In the example below, Bob worked 2 hours longer than scheduled, so he corrected his working hours. In the overview, you can see both the scheduled hours and the corrected ones.

![Screenshot 2024-05-30 at 15.45.02](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-30%20at%2015.45.02.png?width=359&height=150&name=Screenshot%202024-05-30%20at%2015.45.02.png)![Screenshot 2024-05-30 at 15.41.36](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-30%20at%2015.41.36.png?width=254&height=150&name=Screenshot%202024-05-30%20at%2015.41.36.png)

![Screenshot 2024-05-30 at 15.42.30](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-30%20at%2015.42.30.png?width=234&height=150&name=Screenshot%202024-05-30%20at%2015.42.30.png)![Screenshot 2024-05-30 at 15.43.52](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-30%20at%2015.43.52.png?width=357&height=55&name=Screenshot%202024-05-30%20at%2015.43.52.png)

How to add absence categories 

**"Vacation"** exists as an absence category by default.

**Site admins** can add other categories by following the below steps:

1\. On the web app, click the admin cogwheel in the top right corner, then **Categories**

2\. Under "Absence", add any types of absence you want to be able to register in the schedule. You can add translations to different languages yourself, so that your users see the Category name in their preferred language. 

3\. Click **Create**

![](https://help.ziik.io/hs-fs/hubfs/image-png-Jul-09-2025-08-07-41-7620-AM.png?width=341&height=193&name=image-png-Jul-09-2025-08-07-41-7620-AM.png)

3\. The categories are ready to be used in the schedule for those with permission.

#### **How to register/request absence**

To register or request absence, you must have the appropriate permission as described in under [permissions](https://help.ziik.io/how-to-use-the-schedule#Permissions).

1\. Go to the Schedule

2\. Hover your cursor over a day and user in the schedule and click the plus sign that appears

3\. Depending on your permission, click "Create absence" or "Request Absence"

4\. Choose days and select one of the created Absence Categories

5\. Add an optional note

6\. Click save

#### **How to view and answer Absence requests**

To view and answer absence requests, you must have the appropriate permission as described above.

1\. Go to the Schedule

2\. Click "Absence Requests" to view all unanswered requests

3\. Click one of them

4\. Click "Approve" or "Decline"

#### **How to use available shifts and shift swapping**

Users with the permission “Can open own shifts for swaps” can choose to make their own shifts available for their colleagues:

1\. Click one of your own shifts

2\. Click **Make available for colleagues**

**![Screenshot 2024-05-31 at 11.49.12](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-31%20at%2011.49.12.png?width=246&height=150&name=Screenshot%202024-05-31%20at%2011.49.12.png)**

 

Users with the permission “Can apply for shifts” can register their interest in open and available shifts. 

1\. Click an available or open shift marked yellow

2\. Click **Apply**  
![Screenshot 2024-05-31 at 13.29.23](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-31%20at%2013.29.23.png?width=227&height=150&name=Screenshot%202024-05-31%20at%2013.29.23.png)

 

Users with the permission “Can take shifts without approval” can directly take open and available shifts, without approval. 

1\. Click an available or open shift marked yellow

2\. Click **Take**

![Screenshot 2024-05-31 at 13.31.56](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-31%20at%2013.31.56.png?width=234&height=150&name=Screenshot%202024-05-31%20at%2013.31.56.png)

#### How to approve shift swaps

Users with the permission “Can approve shifts” can see the list of users that have applied for an open or available shift, and assign the shift to one of them.  If you have permission to approve shifts, you will see a dot on a shift that has applicants.

1\. Click an available or open shift marked yellow that has a dot on it

2\. **Approve** one of the applications

![Screenshot 2024-05-31 at 13.41.35](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-31%20at%2013.41.35.png?width=297&height=150&name=Screenshot%202024-05-31%20at%2013.41.35.png)  
![Screenshot 2024-05-31 at 13.43.43](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-31%20at%2013.43.43.png?width=169&height=150&name=Screenshot%202024-05-31%20at%2013.43.43.png)

#### How to create available shifts

Users with the permission “Can manage all shifts” can schedule non-assigned available shifts. The shift will appear as a yellow shift in the "Available" row. Depending on their permissions, users in that unit can apply for or to take an available shift.

1\. In the "Available shifts" row, click a day to create an available shift

2\. Set the time, and click **Create**

![Screenshot 2024-05-31 at 13.50.02](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-31%20at%2013.50.02.png?width=478&height=100&name=Screenshot%202024-05-31%20at%2013.50.02.png)

#### How to use templates

If you have recurring weekly schedules you can save these as templates to avoid having to put in the shifts every week. To create a template:

1\. Assign all the shifts for that week

2\. View the options by clicking the three dots in the top right**,** then **Save current week as template**

3\. Give the template a name, e.g. "odd weeks" or "full time staff"

Once you have saved it you can apply it to an upcoming week:

1\. Go to the week on which you want to apply the template

2\. Click the three dots, then **Apply template to current week** and then choose the template you wish to apply.

![Screenshot 2024-05-31 at 13.54.14](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-05-31%20at%2013.54.14.png?width=688&height=200&name=Screenshot%202024-05-31%20at%2013.54.14.png)

 

### 🤳 How to navigate and use the Schedule on the app

#### Overview

See an overview of the schedule on the image below:

1\. See all unanswered requests

2\. Create new shift or absence

3\. View all shifts in your unit(s) in the selected week

4\. View all your own shifts in the selected week

5\. See any available shifts in your unit(s) in the selected week

- Slide the date bar to browse between weeks

![IMG\_3FF017A460A0-1](https://help.ziik.io/hs-fs/hubfs/IMG_3FF017A460A0-1.png?width=468&height=1014&name=IMG_3FF017A460A0-1.png)

#### How to schedule shifts

1\. Click the "+" button in the top right corner

2\. Depending on your permissions, you may choose between creating a shift or a vacation

3\. Click "Create shift"

![IMG\_CD9D32D75740-1](https://help.ziik.io/hs-fs/hubfs/IMG_CD9D32D75740-1.jpeg?width=487&height=1055&name=IMG_CD9D32D75740-1.jpeg)

 4\. Select in what unit and for what user you wish to schedule a shift

- - To create a non-assigned "Available" shift, leave the user field empty
    - If you have the permission "Can manage own shifts" but not "Can manage all shifts", your own name will be locked in

5\. Set date and time

6\. Comments can be viewed by all users, Notes can only be seen by planners i.e. users with the permission "Can manage all shifts"

7\. Click Save

#### How to correct working hours

The feature “Corrected working hours” allows users to register deviations to the hours scheduled in shifts.

 1\. Click the shift you wish to correct hours on

![IMG\_405836EAD28B-1](https://help.ziik.io/hs-fs/hubfs/IMG_405836EAD28B-1.png?width=337&height=438&name=IMG_405836EAD28B-1.png)

 2\. Click Correct working hours

![IMG\_1996](https://help.ziik.io/hs-fs/hubfs/IMG_1996.png?width=367&height=571&name=IMG_1996.png)

 3\. Set the corrected time

![IMG\_A708AD48DDF9-1](https://help.ziik.io/hs-fs/hubfs/IMG_A708AD48DDF9-1.png?width=318&height=681&name=IMG_A708AD48DDF9-1.png)

 4\. In the overview you can see both the scheduled time and the corrected time,

![IMG\_A33C39D4508E-1](https://help.ziik.io/hs-fs/hubfs/IMG_A33C39D4508E-1.png?width=544&height=235&name=IMG_A33C39D4508E-1.png)

#### **How to use available shifts and shift swapping**

Shift swapping is managed through a number of permissions.

You may be allowed to:

- Make your own shifts available to colleagues
- Apply for open and available shifts
- Take available shifts without approval
- Approve shift swaps

Let's cover these one by one.

 

#### **How do I make my shifts available to colleagues?**

1. Click the shift you want to open for swapping  
   ![IMG\_AF66D5AACD58-1](https://help.ziik.io/hs-fs/hubfs/IMG_AF66D5AACD58-1.png?width=428&height=253&name=IMG_AF66D5AACD58-1.png)
2. Click "Make available to colleagues"
   
   ![IMG\_2002](https://help.ziik.io/hs-fs/hubfs/IMG_2002.png?width=322&height=526&name=IMG_2002.png)  
   ![IMG\_2003](https://help.ziik.io/hs-fs/hubfs/IMG_2003.png?width=329&height=480&name=IMG_2003.png)
3. Your shift will be marked yellow, and users with permission to can now apply for or take your shift
   
   ![IMG\_F6ED552465C0-1](https://help.ziik.io/hs-fs/hubfs/IMG_F6ED552465C0-1.png?width=485&height=127&name=IMG_F6ED552465C0-1.png)

#### **How do I apply for or take available shifts?**

Shifts that are [non-assigned](https://help.ziik.io/shift-schedule?hsLang=en#non-assigned-shifts) will appear as green and shifts that colleagues have [opened for swapping](https://help.ziik.io/schedule?hsLang=en#open-shift-for-trade) will be yellow in the overview. You can navigate to "Available" in the bottom menu to see all shifts that are either available or open for swapping.

![IMG\_D52FE420A261-1-1](https://help.ziik.io/hs-fs/hubfs/IMG_D52FE420A261-1-1.png?width=340&height=395&name=IMG_D52FE420A261-1-1.png)

If you have permission to apply for available shifts:

1. Click an available shift  
   ![IMG\_7F0275644007-1-1](https://help.ziik.io/hs-fs/hubfs/IMG_7F0275644007-1-1.png?width=288&height=600&name=IMG_7F0275644007-1-1.png)
2. Click apply  
   ![Screenshot 2024-06-04 at 11.37](https://help.ziik.io/hs-fs/hubfs/Screenshot%202024-06-04%20at%2011.37.png?width=249&height=516&name=Screenshot%202024-06-04%20at%2011.37.png)

3\. A manager will be able to view all applicants and either assign the shift to one of them or deny the shift swap

 

**If you have permission to take available shifts without approval:**

1. Click an available shift  
   ![IMG\_7F0275644007-1-1](https://help.ziik.io/hs-fs/hubfs/IMG_7F0275644007-1-1.png?width=230&height=479&name=IMG_7F0275644007-1-1.png)
2. Click take  
   ![IMG\_2006-1](https://help.ziik.io/hs-fs/hubfs/IMG_2006-1.png?width=232&height=466&name=IMG_2006-1.png)
3. The shift is yours  
   ![IMG\_B41C1C7ADC82-1](https://help.ziik.io/hs-fs/hubfs/IMG_B41C1C7ADC82-1.png?width=238&height=503&name=IMG_B41C1C7ADC82-1.png)

 

#### How to approve shift swaps?

If you have the permission "Can approve shift swaps", you will receive a push notification when a user has applied for a shift. You can find an overview of all the requests by clicking the button highlighted below.

![IMG\_A246C804A4BB-1](https://help.ziik.io/hs-fs/hubfs/IMG_A246C804A4BB-1.png?width=309&height=281&name=IMG_A246C804A4BB-1.png)

Shifts with applicants will be viewed

![IMG\_D287647A91BE-1](https://help.ziik.io/hs-fs/hubfs/IMG_D287647A91BE-1.png?width=326&height=295&name=IMG_D287647A91BE-1.png)

Click a shift to view shift details and the applicants 

![IMG\_CCB0A6C008E9-1](https://help.ziik.io/hs-fs/hubfs/IMG_CCB0A6C008E9-1.png?width=267&height=551&name=IMG_CCB0A6C008E9-1.png)

Assign the shift to one of the applicants by clicking the check mark, or reject them by clicking the X

 

#### How to register or request absence

To schedule or request absence: 

1\. Click the plus in the schedule overview

![IMG\_E2097B6A994A-1](https://help.ziik.io/hs-fs/hubfs/IMG_E2097B6A994A-1.png?width=437&height=316&name=IMG_E2097B6A994A-1.png)

2\. Depending on your permissions, click request or register absence

![IMG\_3565](https://help.ziik.io/hs-fs/hubfs/IMG_3565.png?width=324&height=702&name=IMG_3565.png)

3\. Choose the person you are registering absence for

> If you have the permission "Can manage own shifts" but not "Can manage all shifts", your own name will be locked in

4\. On Category, select the type of absence

![IMG\_3566](https://help.ziik.io/hs-fs/hubfs/IMG_3566.png?width=369&height=799&name=IMG_3566.png)

4\. Define the time, add a note if you wish, and click save

![IMG\_2050](https://help.ziik.io/hs-fs/hubfs/IMG_2050.png?width=399&height=491&name=IMG_2050.png)

4\. Users in your unit, with permission to answer absence requests, will be notified

 

#### How to answer absence requests

If you have the permission "Can approve vacation requests", you will receive a push notification when a user in your unit requests absence.

To view any vacation requests:

1\. Open the schedule and click the button highlighted below.

![IMG\_A246C804A4BB-1](https://help.ziik.io/hs-fs/hubfs/IMG_A246C804A4BB-1.png?width=329&height=300&name=IMG_A246C804A4BB-1.png)

2\. Click a request to see the details.

![IMG\_2052](https://help.ziik.io/hs-fs/hubfs/IMG_2052.png?width=192&height=300&name=IMG_2052.png)

3\. Choose to accept or reject the request. The user will be notified.

 

 

- [Getting Started](https://help.ziik.io/getting-started?hsLang=en#main-content)

    - [Introduction to Ziik](https://help.ziik.io/getting-started?hsLang=en#introduction-to-ziik)
    - [Getting-Started in 5 Steps](https://help.ziik.io/getting-started?hsLang=en#getting-started-in-5-steps)
- [Been invited to join Ziik?](https://help.ziik.io/been-invited-to-join-ziik?hsLang=en#main-content)

    - [Login](https://help.ziik.io/been-invited-to-join-ziik?hsLang=en#login)
    - [Profile setup and personal settings](https://help.ziik.io/been-invited-to-join-ziik?hsLang=en#profile-setup-and-personal-settings)
- [How to use Ziik](https://help.ziik.io/how-to-use-ziik?hsLang=en#main-content)

    - [How to use Ziik on desktop](https://help.ziik.io/how-to-use-ziik?hsLang=en#how-to-use-ziik-on-desktop)
- [Organisation & Permissions](https://help.ziik.io/organisation-permissions?hsLang=en#main-content)

    - [About Permissions](https://help.ziik.io/organisation-permissions?hsLang=en#about-permissions)
    - [Manage Units & Roles](https://help.ziik.io/organisation-permissions?hsLang=en#manage-units-roles)
    - [Manage Users](https://help.ziik.io/organisation-permissions?hsLang=en#manage-users)
- [Site Admin Settings](https://help.ziik.io/site-admin-settings?hsLang=en#main-content)

    - [Admin Panel](https://help.ziik.io/site-admin-settings?hsLang=en#admin-panel)
    - [Handling Billing and Invoices](https://help.ziik.io/site-admin-settings?hsLang=en#handling-billing-and-invoices)
    - [Integrations](https://help.ziik.io/site-admin-settings?hsLang=en#integrations)
- [FAQ](https://help.ziik.io/faq?hsLang=en#main-content)

    - [Common questions](https://help.ziik.io/faq?hsLang=en#common-questions)
    - [Troubleshooting](https://help.ziik.io/faq?hsLang=en#troubleshooting)

## Ziik

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