How to set up and manage a Microsoft Teams Shifts schedule for frontline and shift workers

Summary

This guide helps you troubleshoot and resolve: How to set up and manage a Microsoft Teams Shifts schedule for frontline and shift workers. Follow the steps below to fix the issue.

Common Causes

Microsoft Teams Shifts is a roster management tool designed for frontline and shift-based workers. It allows managers to build, share, and adjust schedules, while employees can view their shifts, request swaps, and clock in or out from the Teams app on their phone, tablet, or computer. This guide walks through setting up Shifts, creating a schedule, and managing day-to-day roster changes for your team.

Before You Begin

To use Shifts, your organisation needs the following in place:

• A Microsoft 365 subscription that includes Teams (Business Basic, Business Standard, E1, E3, E5, or equivalent)
• Microsoft Teams installed on each device, signed in with a work account
• The Shifts app enabled in the Teams admin centre by your IT administrator
• Appropriate licences assigned to frontline workers (F1, F3, or an E licence with a frontline worker add-on)

Set Up Shifts in Microsoft Teams

Step 1: Create a Team for Your Frontline Group

1. Open Microsoft Teams and click Join or create a team from the left-hand rail.
2. Select Create team, then choose From scratch or From a group of existing users.
3. Name the team after the workgroup, for example "Retail - Brisbane CBD" or "Warehouse Crew".
4. Add team members and assign the Owner role to the managers who will build the roster.

Step 2: Add the Shifts App

1. In the new team, click the plus icon (+) at the top of the channel to add a tab.
2. Search for Shifts and select it from the results.
3. Click Add, then choose the time zone your team operates in (for example, (UTC+10:00) Canberra, Melbourne, Sydney).
4. Click Save to install the Shifts tab.

Create a Schedule

1. Navigate to the team and click the Shifts tab.
2. Click Create schedule at the top of the page.
3. Choose the schedule start date and the schedule length (one week, two weeks, four weeks, or a custom period).
4. Select the time zone if not already set.
5. Click Create. The blank schedule grid will appear with your team members listed down the left and dates running across the top.

Add Shifts to the Schedule

1. Click an empty cell next to a team member's name on the day you want to roster them.
2. Select Add shift.
3. Enter the shift name (for example, "Morning", "Close", or "Day Off").
4. Set the start time and end time, including any unpaid break.
5. Tick Add activity if you want to assign specific tasks to the shift (such as "Stocktake" or "Front of house").
6. Add an optional theme colour to help differentiate shift types at a glance.
7. Add notes if needed, then click Save.

To copy a shift across multiple days, hover over an existing shift, click the three dots, then choose Copy shift. Select the days you want to apply it to and confirm.

Share the Schedule with Your Team

Once the schedule is ready, you need to publish it so employees can see it.

1. Click Share in the top-right corner of the Shifts tab.
2. Review the schedule for any conflicts or unfilled shifts.
3. Click Share again to confirm. Team members will receive a notification in Teams and on their mobile devices.

Manage Day-to-Day Roster Changes

Edit or Delete a Shift

1. Click on the shift you need to change.
2. Select Edit shift to modify the times, activities, or notes.
3. To remove it entirely, click Delete shift.
4. Click Save, then Share the updated schedule.

Approve or Decline Shift Swap Requests

1. Go to the Requests tab inside Shifts.
2. Select Swap requests from the left menu.
3. Review the request, including the proposed swap partner.
4. Click Approve or Decline, and add a comment if needed.

Approve or Decline Time Off Requests

1. Open the Requests tab.
2. Select Time off.
3. Review the dates and reason provided.
4. Click Approve or Decline.

Offer a Shift to the Team

1. Click on an empty shift slot and select Open shift.
2. Tick Offer to team and choose whether it is First come, first served or Approval required.
3. Click Save and share the schedule. Available employees can then claim the shift from their device.

Clock In and Out from a Mobile Device

Frontline workers can record their hours directly through Teams.

1. Open the Teams app on their phone or tablet.
2. Tap the Shifts tab at the bottom of the screen.
3. Select Clock in or Clock out at the start and end of their shift.
4. Tap Submit to record the entry. Managers can review all entries from the Time clock section of the Shifts dashboard.

Export the Schedule

If you need to print the roster or share it outside Teams:

1. Click the More options menu (three dots) in the top-right of the Shifts tab.
2. Select Export schedule.
3. Choose the date range and click Export. A spreadsheet file will download to your computer.

Troubleshooting

Shifts Tab Is Missing

• Confirm the Shifts app is installed by clicking the plus icon (+) at the top of the channel and searching for "Shifts".
• Ask your IT administrator to verify that Shifts is enabled in the Teams admin centre under Teams apps > Manage apps.
• Ensure each user has a licence that includes Shifts access.

Employees Cannot See Their Schedule

• Confirm the schedule has been Shared, not just saved.
• Check that the employee is a Member of the team, not just a guest of another team.
• Ask the employee to sign out of Teams and sign back in to refresh their view.

Clock In or Clock Out Is Not Working

• Ensure the Teams mobile app is updated to the latest version from the App Store or Google Play.
• Confirm the device's location services and notifications are enabled for Teams.
• Check that the employee has been rostered on for the current day.

Swap or Time Off Requests Are Not Appearing

• Review the Requests tab in Shifts to ensure the correct filter is selected.
• Confirm the request was submitted by the employee and not left as a draft.
• Check that the employee is assigned to the correct team and schedule.

Still Having Issues?