Creating and managing Shift Boards and Shift Rotations using the Scheduler

Introduction

Keka’s Scheduler add-on helps organizations manage employee shifts more effectively. It ensures shifts are covered, workloads are balanced, and scheduling runs smoothly.

The Scheduler includes two tools:

• Shift Board – Assign employees to existing shifts and manage staffing coverage.

• Shift Rotation – Automatically rotate employees across multiple shifts on a weekly or custom schedule.

This guide explains how to configure and use both.

Access the Scheduler

1. Go to Time & Attendance → Shifts/Weekly Offs & Holidays → Scheduler.

Create a Shift Board

1. In the Shift Board section, click +Add Shift Board.
   

2. Enter the Name and Description.

3. Configure board rules:

   • Restrict board managers to predefined shifts or weekly offs.

   • Limit managers to employees in their Business Unit, Location, or Department.

   • Assign specific Board Managers.
     

4. Click Save.

Your new shift board will appear in the list.

Assign Employees

1. Open the board → click +Add Employees.

2. Filter by Department, Location, Business Unit, Shift, or Weekly Off.

3. Select employees → click Add Employees.
   

Employees will now be visible on the board with their assigned shifts.

Update Assignments

• To update a shift or weekly off for a specific employee, click the three-dot menu → Update Shift or Update Weekly Off.

• Enter details and add a note.
  
  
   

• Click Publish Changes.

Bulk Updates with Excel

1. Click Import Shifts & Weekly Offs.

   

2. Download the template with current assignments.

   

3. Update assignments using predefined codes:

   • WO = Full Day Weekly Off

   • WOF = First Half Weekly Off

   • WOS = Second Half Weekly Off

     

4. Save and upload the file.

5. Click Publish Changes to apply.

Create a Shift Rotation

1. In the Shift Rotation section, click +Add Shift Rotation.

   

2. Enter the Name and Description.

3. Add the number of shifts in the rotation → set Name and Icon for each.

4. Assign Weekly Offs and Shift Timings for each shift.

5. Click Continue.
   

Configure Shift Pattern & Teams

1. Set “For how many weeks does each shift last?”

2. Select the rotation start date.

3. Review the sample rotation pattern.

4. Update team names and descriptions if needed.

   

Click Save to finalize.

Assign Employees to Rotation

1. Go to the Employees section.

2. Click Manage Employee Allocation.

   

3. Choose:

   • Move employees within the rotation

   • Move employees from another rotation

   • Pick employees not yet assigned to a rotation

4. Select the Effective Date.

5. Filter and select employees → click Move n employees.

6. Click Save.

   

Employees will now follow the rotation schedule starting from the effective date.

Next Steps

With Shift Boards and Shift Rotations, Keka’s Scheduler gives you powerful tools to manage workforce schedules and ensure fair coverage.