Shifts and templates

A shift is one block of working time belonging to one driver. It is the record the clock, the hours-of-service rules and the no-show detector all hang off, so everything on this page eventually shows up somewhere else in the product. The roster lives on the Shifts screen in the admin dashboard.

Every shift is either scheduled or ad-hoc, and the difference is not cosmetic: it decides whether the shift can be planned in advance, whether it can be missed, and whether it counts in the no-show figures.

The Shifts screen is a grid of drivers down the side and time across the top. A period control switches it between daily, weekly, monthly and a custom range; the range you pick is what gets queried, so a wide range is slower and warns you when it passes 31 days. Blocks are coloured by status, and a legend under the filters says which colour is which.

Above the grid:

• A status strip — the count of scheduled, active, completed, missed and cancelled shifts. Each cell is also a filter: click one to narrow the roster to that status, click the total to clear it.
• Four measures — late start rate, no-show rate, average lateness and overtime hours. They are computed against your tenant’s own grace and overtime settings, not a fixed number.
• Filters — driver and status, plus any custom fields you have defined on shifts, plus quick views for On duty, Scheduled and Missed.

Clicking a block opens it for editing. Clicking an empty slot opens the create form with that driver and time already filled in. A second tab, Compliance Log, shows the hours-of-service events behind the numbers — see Licences and compliance. Export CSV and Export PDF both act on the shifts currently loaded, so the export follows the period and filters you are looking at.

A template is a named pair of times — an early shift of 06:00 to 14:00, say — with an optional description and an active flag. It carries no driver and no date. Its only job is to stop you retyping the same hours, and to give the roster something to group by: the shift stats can break down by template, so naming your shift patterns is what makes "which pattern runs late" answerable.

Both times must be HH:MM, and the start must be earlier than the end, which means a template cannot currently describe a shift that runs past midnight. Deactivating a template hides it from the pickers without touching the shifts already created from it.

There is no dedicated screen for managing templates. They appear as a picker in the create form and in the bulk scheduling wizard; creating, renaming and deactivating them is done through the API or by asking the assistant.

Only a shift still in scheduled status can be edited, and only its times, notes and custom fields. Once a driver clocks in, the shift is a record of what happened rather than a plan, and the product stops letting you rewrite it. Deletion is narrower still: a shift can be deleted only while it is scheduled or cancelled. A shift that ran, or one the no-show detector marked as missed, stays on the roster permanently.