Recurring shifts and copying

Use a repeat when planning several dates with the same shape of support. Use a copy to start from a saved shift. Each result is a separate unpublished draft: creating the series does not publish it or ask workers to accept it.

Before you start

You need Scheduling Add permission to create or copy shifts, and Scheduling edit access for publication. Repeat shifts must be enabled under Account > Features > Scheduling to show the repeat controls. Check participants, active agreements and supports where billing is enabled, and approved worker availability for every intended date.

New repeats span at most 120 calendar days, including the first date. This limits the date range, not the number of shifts. Existing longer series remain available; the current limit does not truncate them.

Create a repeat from Add shift

1. Open Schedule > Scheduling > Add shift. Set the type, participant or participants, Acceptance, starting date and time, finish and location. See Create a shift.
2. In Time, select Repeat.
3. Choose Frequency: Daily (every day), Daily (weekdays), Daily (weekends), Weekly, Fortnightly or Monthly.
4. Set End date, within the permitted 120-day range. Read the occurrence preview and check the first date, last date and number of dates before saving.
5. Select Create shift once. Repeat creation continues in the background. Watch its progress notification, then open the results to check coverage.

Choose the recurrence deliberately

Field or choice	Check before creating
Starts at / Ends at	These set the first occurrence and elapsed duration. A two-hour first visit creates two-hour visits, including where a later date crosses a timezone change. Inspect each displayed date and finish.
Frequency	Weekly uses the first occurrence’s weekday; Fortnightly leaves a week between occurrences. Daily weekday/weekend choices include only the selected kinds of day.
End date	This bounds the series. Read the preview’s N planned shifts and the actual Repeat dates, not just the date field.
Include assignments on a copy	Selected means reuse the saved assignment setup where the worker remains eligible. Clear it to start with unassigned shifts. It does not copy publication, attendance or delivered work.

For four Monday visits, start with the first Monday’s visit, choose Weekly, and set End date to the fourth Monday. The preview should list four Mondays with the intended start and finish. If it lists the wrong dates, change the first date or frequency before creating. A Tuesday public holiday or one worker’s leave still needs its own per-date setup check.

Monthly repeats stay anchored to the original day of the month. Invalid or ambiguous repeating start times around a daylight-saving change can block creation. Correct the date or time in the message before trying again.

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Check creation results

The progress notification shows Creating N of N repeat shifts. When it finishes, select Click here to view. on the result notification to open Repeat shift creation. Read every row’s date, details and status:

Status	What to do
Created	Check the saved draft on the roster and complete assignment and publication.
Skipped	The participant already had overlapping support on that date. Resolve the roster deliberately before arranging a replacement.
Failed	Read the error, fix the cause and use Retry failed dates when offered.
Needs review	Open the saved shift on the roster and inspect its contents before changing or publishing it.

A partial result is not a promise that every date is covered. Completed dates remain saved during retry. Do not create the whole series again to replace a failed date, as that can create duplicate drafts. Closing the results drawer closes the view; the completion notification has its own close control.

If progress cannot load, creation can still continue in the background. Restore the connection and check the progress and roster before starting another series. If a foreground save instead shows Retry remaining shifts or Start new attempt, use the same attempt to continue where possible. Starting again retains already saved drafts.

Copy a saved shift

1. Save any changes you want copied. Open the source shift and select Copy shift in its footer. The copy reads the latest saved shift, so unsaved changes are excluded.
2. In Copy this saved shift?, set Start date and Start time. These start from the source’s saved start, so choose the intended new slot rather than leaving an overlapping duplicate. The saved duration carries across, including overnight work.
3. Check Include assignments. It starts selected. Leave it selected to copy worker assignment details; clear it when you want to arrange new assignments yourself.
4. To create several copies, select Repeat shift, then set Frequency and Repeat end date. The title becomes Repeat this saved shift? and the same 120-day limit applies. Without this choice, the source’s repeat membership does not make the copy repeat.
5. Select Create shift, or the Create N shifts action shown for the selected repeat. Check the resulting drafts and any creation results before publishing.

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Copies retain planned details such as participants, location, notes and Acceptance. Included assignments start unpublished with fresh worker responses and no copied clocks, notes or approvals. Available workers remain assigned. A worker who is unavailable or has a conflicting booking is left unassigned on that date; there is no extra unassignment checkbox. Review the draft for gaps.

A single copy shows Copied until publication advances its workflow. A No-show can be copied to arrange replacement work while the original remains locked and keeps its own cancellation or archive outcome.

Publish dates in a series

1. Open an occurrence from the Planner or Table. A repeat icon identifies series membership.
2. Select View series beside Repeat series. The list includes the saved dates across the series, including dates outside your current roster window. Use its pages to inspect the full range.
3. Read Shift ID, Date, Time, Status and Workers. Complete any missing assignments and supports on the individual shifts first.
4. Select the eligible dates you intend to publish and check the selected count. Select Publish selected dates.
5. Read the per-date results. Publication rechecks each date’s saved availability, overlaps and required setup. Use Retry remaining dates after correcting failures. Dates already published do not need publishing again.

Required acceptance applies independently to each published occurrence. A worker accepting one date does not accept the series.

Archive unused dates

Open an occurrence and select Archive. In Shifts to archive, choose This shift, This + future or Whole series. Read the range, to archive count and kept count, then confirm Archive only when they match your intention.

Cancelled shifts, recorded work and existing billing records are kept. If the scope changes before confirmation, review the updated counts and confirm again. Refresh preview retries a failed preview; do not infer that no shifts exist while it is loading. Archive hides eligible unused shifts and their assignments from the roster. Use Cancel a shift when recording a cancellation or assessing a cancellation charge.

You cannot edit the repeat rule after creation. Edit the relevant independent occurrence, or archive the eligible future dates and create the replacement series deliberately. Check what remains before adding another series.

Correct one date without duplicating the series

Open the occurrence whose date is wrong, compare its reference and planned time, correct that independent shift where editing is allowed, and save. Changing it does not change every other occurrence. Check the worker’s availability and any renewed Required acceptance. For several unwanted future dates, preview This + future in Archive and compare the kept count before confirming, then create replacement dates only after checking what remains.