FAQ
Quick answers to the questions owners and managers ask most, with links to the full guides.
Quick answers to common questions. Each links to the full guide.
Getting started
Which Shiftly app do I need?
Owners and managers use the Shiftly web platform for rostering, staff, timesheets and pay. Staff use the Shiftly Me app on their phone to see their roster, clock in and out, set their availability and request leave. If your venue has a Shiftly Kiosk tablet, staff can also clock on and off there with a PIN. See Which Shiftly app do I need?
Where do I start setting up?
Create your business, then set up your locations, positions, pay rules and team, and publish your first roster. See Set up your business from scratch for the order.
Do I have to use Xero?
No, Xero is optional. You can roster, onboard staff and run timesheets without it, export the hours for your payroll, and connect Xero later. See Connect Shiftly to Xero.
Staff
How do I add a staff member?
From People → Add new employee. You can add them yourself, send them an onboarding request to fill in their own details, or import a spreadsheet. See Add staff and invite them to Shiftly Me, or Onboard a new employee for every step in order.
Can I add a lot of staff at once?
Yes. Import them from a CSV or XLSX spreadsheet. See Importing staff from a file.
Why does an employee's pay rate show $0?
They haven't been classified yet. Classify them against their award, or set a rate by hand, and the rate appears. See Classify staff and set their pay rate.
A staff member can't sign in. What can I do?
Check the email on their profile matches the one they're using, then use the Access tab on their profile to email, text or create a sign-in code, send a password reset link, or set a new kiosk PIN. See Staff member can't sign in.
Can staff clock on at the venue instead of on their phone?
Yes, with a Shiftly Kiosk tablet. You add a kiosk from the Kiosk tab of a location, and staff clock on with a 6-digit PIN. Staff set their own PIN in Shiftly Me under Account → Access, or you can set one on the Access tab of their profile. See Set up a clock-in kiosk at your venue, and share Clock on and off at the venue kiosk with your staff.
How do I give someone manager access?
Invite them from Business settings → Manage access, or promote an existing employee with Promote to Manager on their row on the People page. Either way you choose which locations and areas they can access. See Inviting managers and Make a staff member a manager.
What happens when I remove a staff member?
Their future shifts are unpublished and their employment records are removed, and this can't be undone. If they're also a manager, their manager access stays. See Removing staff.
Rostering
Why can't my staff see their shifts?
You need to publish the roster. Staff only see shifts once they're published, and changes you make afterwards only reach them when you publish again. See Publishing a roster.
Can I publish several weeks at once?
Yes. Select Publish and choose Publish all unpublished weeks to publish every unpublished week from this week on, up to 12 weeks, in one go. See Publishing a roster.
Can my staff read the notes I put on shifts?
Only if you turn on Share shift notes in that location's settings. Then the person rostered on a shift can read its note in Shiftly Me, including notes written before you turned it on. Otherwise only managers can read them.
Can I leave a note on a whole day?
Yes. Add a day note from the day's heading on the roster, for things like a function or a delivery. Only managers see day notes.
Can I see labour cost against sales?
Yes. The Daily totals row under the roster shows each day's sales, labour cost and labour percentage, coloured against the location's Target labour percentage. You need permission to see sales figures or pay.
How do I leave a shift open for anyone to pick up?
Create it as an open shift (or mark an existing one open) and send it to staff to request. See Get a shift covered.
Can I reuse a week's roster?
Save the week as a template and load it onto another week. See Roster templates.
Can I export the roster?
Yes, as a CSV, a printable PDF or a calendar file. See Export or print your roster.
Time & pay
How do I approve timesheets?
Review and approve them from Time → Timesheets, one at a time or several at once. Entries close to the roster can be approved with Approve as scheduled. See Review and approve timesheets.
How do I fix a clock-in or clock-out time?
Edit the timesheet's times and breaks. See Fix times, breaks and pay on a timesheet.
Why is overtime counted from a different day to my roster?
Weekly overtime is counted across your business's pay week, set in Pay rules. Each location's roster week can start on a different day without changing overtime. See Customise your pay rules.
The pay on a timesheet looks wrong. Where do I start?
Check the rate, the breaks that were deducted, and the overtime settings. See Pay looks wrong on a timesheet.
How do I pay my staff?
Approve the period's timesheets, then post them to Xero or export them for your payroll. See Run a pay cycle.
Leave
How does leave build up?
It accrues automatically from the hours an employee works. See Set how leave builds up and Set up leave types and balances.
How do I approve or decline leave?
From the leave approvals area, where each request shows the dates, amount and what the employee will have left. See Approve or decline leave requests.
How do I stop leave being taken during a busy period?
Set a restricted leave block so requests in that window need your sign-off. See Stop leave during a busy period.
Your business
How do I delete a business I no longer use?
Open Business Settings from the account menu, then Business details. At the bottom, select Delete this business, then Delete to confirm. This can't be undone: Shiftly removes the business and everyone's access to it, and its timesheets can't be reached in Shiftly afterwards. Download anything you want to keep first, such as your rosters and timesheets. See Change your business name, ABN or award.