Purpose
Scheduling lets you build, publish, and manage employee shift schedules. It includes budgets, notifications, open shifts, and shift offers and swaps. It works together with Time Tracking: shifts tell employees when to work, and time entries record what they actually worked. This article covers how scheduling is enabled, where to find it, the two permissions that control it, who appears on the scheduler, and how scheduling connects to time tracking and payroll.
When to use this: you are turning scheduling on for the first time, deciding who on your team should build or view schedules, or working out why someone cannot see the Schedule page.
Who can do this: users with permission to manage schedule and time tracking settings and to manage employee schedules (typically the Employer Admin). Both permissions are described below.
Enable Scheduling
Scheduling is a subscription feature and requires Time Tracking. If you are already subscribed, no action is needed. If Schedule does not appear under Time Tracking in the left navigation for anyone in your company, the module is not enabled for your account. Contact UZIO Support at support@uzio.com to add it.
DSP note: On Amazon Delivery Service Partner accounts, scheduling is enabled for you by the UZIO/Amazon team.
Configuring Scheduling
Unlike Time Tracking, scheduling needs no initial setup once it is enabled. It works immediately with default settings. You can fine-tune notifications, clock-in rules, the start day of the schedule week, and default shift times under Time Tracking Settings > Schedule tab. See Schedule Settings and Notifications.
How to access scheduling
Log in to the employer portal. In the left menu, under Time Tracking, click Schedule. This opens the scheduler grid, where you create and manage shifts. For a tour of the page, see Scheduling Grid: Views, Filters, Budgets and Hours.
Related settings pages:
- Time Tracking > Time Tracking Settings > Schedule tab: notifications and clock-in rules.
- Time Tracking > Time Tracking Settings > Employees tab: who is enrolled in time tracking and scheduling (see Who appears on the scheduler).
Permissions
Two separate grants control scheduling. Both are set per role in Manage Users (see Managing Users and Roles). Any user whose role carries the grant can act; the grant is not limited to the Employer Admin role.
To grant either permission: open Manage Users from the left navigation, locate or add the role, and set the access level.
Who can manage scheduling settings: "Schedule and Time Tracking Settings" (Company Access)
| Level | What it allows |
|---|---|
| No Access | No access to manage schedule and time tracking settings. |
| View Access | Can view schedule and time tracking settings. Cannot add employees, manage overtime or break rules, manage geofence, or change schedule and time-tracking settings. |
| Full Access | Can add employees for time tracking and scheduling, manage overtime and break rules, manage geofence, and manage schedule and time-tracking settings. |
Who can create and manage shifts: "Employee Schedule" (Employee Access)
This grant is checked per employee. The user's employee scope (for example Direct Reports or specific locations) decides whose shifts they can see and change.
| Level | What it allows |
|---|---|
| No Access | Cannot view the employee schedule. |
| View Access | Can view the employee schedule. Cannot add, edit, delete, copy, import, publish, or approve shifts. |
| Full Access | Can view and add, edit, delete, copy, import, and publish shifts, and approve swap, offer, and open-shift claim requests. |
Approving a swap or offer requires Full Access to both employees involved. Approving an open-shift claim requires Full Access to the claiming employee. If you can see a request but cannot act on it, this is the reason.
Who appears on the scheduler
Everyone selected for Time Tracking, hourly and salaried, is visible in scheduling. You can create and manage shifts for any of them within your employee scope.
To add or remove someone, go to Time Tracking Settings > Employees tab:
- Select Employees adds an employee to time tracking and scheduling.
- Remove Employee (row action) removes an employee from time tracking and scheduling.
Adding or removing always applies to time tracking and scheduling together. You cannot schedule someone who is not in time tracking.
How scheduling fits with time tracking and payroll
A shift is a plan. It does not create hours or pay on its own.
- Employees see only published shifts. A shift you create stays in Draft until you publish it. Draft shifts are invisible to employees on web and mobile. See Managing Shifts.
- Clock-in can be tied to shifts. Two optional settings block punches: one blocks any clock-in on a day with no published shift, the other forces the employee to clock in to their assigned shift rather than "Unscheduled." Both are off until you turn them on. See Schedule Settings and Notifications.
- A shift's job is a default, not a lock. If a shift is tagged to a job, that job is pre-selected when the employee clocks in. The employee can still pick any other job assigned to them. See Managing Shifts.
- Time entries, not shifts, drive pay. Hours worked come from clock-ins and clock-outs on the timesheet. Payroll uses approved time entries. Deleting or changing a shift never changes recorded hours, and a shift with tracked time cannot be edited or deleted.
- Cost totals on the grid are estimates. They multiply scheduled hours by the employee's rate. They do not include overtime or premiums and are not used by payroll. See Scheduling Grid.
- Reporting. The Shift Assignment Report lists scheduled shifts by employee with date, start and end time, published or unpublished status, and notes. The grid's XLS download runs this report for the employees on screen.
What employees see
- Web (Employee Portal): Time Tracking > Schedule shows their published shifts and any published open shifts at their work location. The web view is read-only.
- UZIO Mobile App: Schedule shows their shifts, open shifts they can claim, and their swap and offer requests. Swap, offer, and claim actions are available only in the mobile app.
Details are in the employee article Viewing Your Schedule.
DSP note: For Delivery Associates, the system runs a work-hours compliance check when a shift is created and published, when a schedule is published, and when a swap, offer, or claim is approved. It warns when a shift would exceed the 12-hour daily or 60-hour rolling 7-day limit. Past days count worked hours; today and future days count published and unpublished shift hours. The same check also lists shifts that fall on a day the Delivery Associate has time off. Admins receive start-of-day notifications listing the previous day's 12-hour breaches and the prior 7 days' 60-hour breaches. Full rules: Working-Hour Limits for Delivery Associates.
Common problems
Why don't I see Schedule in the left menu?
Two different causes, two different fixes:
- Your company is not subscribed. Schedule does not appear under Time Tracking for anyone. See Enable Scheduling.
- Your role lacks access. The company has scheduling, but your role's Employee Schedule permission is No Access. Ask a user who manages roles to raise it in Manage Users. View Access lets you see schedules; Full Access lets you build them.
Why can I see schedules but not change anything?
Your Employee Schedule permission is View Access. Adding, editing, deleting, copying, importing, publishing, and approving all require Full Access. The fix is the same: Manage Users.
Why doesn't an employee appear on the scheduler?
Only employees selected for Time Tracking show up. Add them on Time Tracking Settings > Employees (Select Employees). They join time tracking and scheduling together. Also check your own employee scope: you only see employees your role gives you access to.
Does a shift count as hours worked?
No. A shift is the plan. Hours come from the employee's clock-in and clock-out. If an employee was scheduled but never clocked in, no time is recorded. If the No Show notification is enabled, you and the employee are told. Correct hours on the Employees Timesheet, not on the schedule.
Still stuck?
If Schedule is missing for your whole company, or a permission is set correctly but the page still does not open, please reach out to us at support@uzio.com or call +1-571-601-1752. Include your company name, whether you already use Time Tracking, the role name and its Employee Schedule level, and a screenshot of the left navigation.
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