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Scheduling

Scheduling

Scheduling helps you publish coverage, enforce assignment rules, and produce reliable time records for billing and payroll.

Last updated February 2026

Overview

When to Use This

  • You need weekly or recurring coverage across multiple client sites.
  • You need conflict checks before assigning officers.
  • You need approved time entries for billing and downstream pay processing.

Model

Core Concepts

Scheduling uses the following objects and relationships as its operating model.

Site

Belongs to an organization and contains one or more posts.

Persisted Data
Address, timezone, geofence settings.
State Changes
Active or archived.

Post

Belongs to a site and defines where work happens.

Persisted Data
Post type, staffing requirements, authorization constraints.
State Changes
Available, restricted, or inactive.

Shift

Belongs to a post and defines when work must be covered.

Persisted Data
Start and end time, recurrence, required headcount.
State Changes
Draft, open, filled, in progress, completed.

Assignment

Links an officer to a shift slot.

Persisted Data
Assigned officer, pay profile, conflict checks at assignment time.
State Changes
Pending, confirmed, released, replaced.

Time Entry

References an assignment and stores actual worked time.

Persisted Data
Clock events, breaks, approvals, geolocation validation.
State Changes
Open, submitted, approved, locked.

Role Requirements

  • Schedulers create and edit shifts.
  • Supervisors approve time entries and manage call-offs.
  • Officers can claim shifts only when claim permissions are enabled.

Side Effects

  • Assignment changes update coverage metrics and open-shift counts.
  • Approved entries can lock billing calculations.
  • Every create, edit, and approval action writes an audit trail entry.

Notifications

  • Officers receive assignment and reminder notifications.
  • Supervisors receive call-off and unfilled-shift alerts.
  • Managers receive overtime threshold warnings.

Automation Hooks

  • Conflict engine prevents overlapping assignments by default; users with override permission can force-assign.
  • Rest-period and overtime checks run during assignment and approval.
  • Geofence validation can enforce or warn on clock events.

Flow

How It Works

  1. 1

    Create or select a site and post with required staffing rules.

  2. 2

    Publish one-time or recurring shifts in local site timezone.

  3. 3

    Assign officers or open the shift for qualified claims.

  4. 4

    Capture clock-in and clock-out events into time entries.

  5. 5

    Approve entries to finalize downstream billing inputs.

Walkthrough

Example

Scenario

A logistics client needs two overnight officers at North Gate every Friday and Saturday.

Walkthrough

  1. 1

    Scheduler creates a recurring post shift: 22:00 to 06:00, required headcount 2.

  2. 2

    System creates eight shifts for the next four weekends.

  3. 3

    Two officers are assigned after conflict and certification checks pass.

  4. 4

    One officer calls off; the shift opens for claim and replacement is auto-notified.

  5. 5

    Supervisor approves both final time entries Monday morning.

Outcome

Coverage remains complete, all changes are audited, and billing receives approved hours.

Watch Out

Edge Cases / Gotchas

  • Site timezone controls schedule rendering and recurrence generation.
  • Editing a recurring series does not typically retroactively update completed shifts.
  • Unapproved time entries do not flow to invoice generation.
  • Restricted posts require both assignment permission and post authorization.