How to use Microsoft Teams Shifts

In this step-by-step tutorial, learn how to use Microsoft Shifts that comes as part of Microsoft Teams. Shifts in Microsoft Teams is a schedule management tool that helps you create, update, and manage schedules for your team.
⌚ Timestamps
0:00 Introduction
0:50 Launch Shifts
1:41 Create new team schedule
2:08 Confirm time zone and closest city
2:31 Main interface
3:30 Add and rename group
4:16 Add people
5:12 Add note that is visible to staff
5:47 Add shift
7:10 Add activity to shift
8:36 Add open shift
9:50 View by day, filters, and Views
11:45 Requests
12:10 Settings
12:49 Time clock
14:00 Copy schedule
14:28 Share with team
15:09 Team members' perspective
15:51 Request a shift
16:02 Request time off, swap & offer shift
16:51 Clock in
17:21 Approve requests
17:52 More options
18:28 View all schedules & create new schedules
18:55 Mobile experience
19:17 Wrap up
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[@KevinStratvert]

⏭ Here's a playlist of all my videos on Teams: kzbin.info/aero/PLlKpQrBME6xJ4Mxv00syl8iOSgL-GVLMG

[@auntiedot2869]

Hi Kevin - i would like my team to view any changes i made within their shifts - some sort of notification to be forwarded to them - is it at all possible within the SHIFT app - thank you - also how can i delete the whole month of shifts in one go - just delete them.

[@migueltyga31]

This is really what I need. I’m going to be a manager soon for a small business that needs a better set up, and by far this is a better alternative. Thank you!

[@paulolaraofficial]

Excellent tutorial! Thank you for putting this together so neatly!

[@owenvideo1]

This was very helpful. Never heard of Microsoft Teams before this video! Thank you

[@TheMegasta]

This was easy to follow and filled with alot of relevant information. Thank you.

[@NinjaPrimeProductions]

You are my go to channel for this type of thing, kudos to you!

[@kimtarshiavanmeter]

Awesome Easy To Understand Video!! One of the best by far. Thank You

[@tructhithuyle4018]

Love it! More video for business administration if you can Kevin 😁 Many thanks.

[@bchiarut]

Thanks for sharing this tutorial. Very interesting. Regards from Paris, France

[@davelittle2741]

Great video Kevin. What would you recommend we use to track holiday planning only that would be visible to the whole team?

[@stefandjordjevic9]

Simple and perfect tutorial. Thanks

[@meghalchokshi5612]

Very detailed. Well explained. Thanks, Kevin.

[@jeremiahclark5682]

Thanks for the amazing video. Remember to smile AT customers!

[@fdomain1]

Great video Kevin! Thank you, and just one note re a problem i was having with the view by shift. It just shows # assigned, there should be a way to see WHO those people actually are. I was going to use shifts to create a support 2 week calendar for my company with 20 people splitting about 60 shifts, but there wasnt a nice clean way to actually just see the calendar with people's names, it's all numbers once you're in that view (week and by shift) I really hope in the future they offer the option to actually show the names and not just how many people are assigned. @Kevin maybe if you still have friends on the office team you can suggest:)

[@sudhijithin6879]

Great video!! Can you also show how to do a duty swap among staff in a shift?

[@LuisLascanoValarezo]

Awesome tutorial! Microsoft should hire you!!!

[@thegrumptastic]

You explain everything perfectly

[@kaelamorlandt5839]

Hi! Thanks so much for these videos I have learned so much from you. I am working on converting our team schedule to Shifts, but I keep running into errors when I try to remove someone from a group or try to add someone to multiple groups. We have 4 offices and 10 staff that all visit each office regularly so I do need to be able to push and pull them from group to group. I have tested the upload file and it works great, my only issue is the groups, according to forum chat I'm not the only one. Have you heard anything about this?

[@paul4866]

Great overview video, Kevin. Thanks

[@binuv]

Great video Kevin. Could you update the video to show what the reporting looks like - after a shift is over, if the person was away from computer etc.?

[@dagmarvanuum9438]

Thank you for your pretty good videos. We use shift for a while now and I have some questions about it. My collegues are asking me for more opportunities in the desktop-version. At the moment they only could check in and out and pause. They asked me for a view of their worked times and to add notices like it is possible in the mobile-App. My boss want to document the done things in the notices, so it would be good if the employees could manage it on their desktops. Another question: Would you manage the holidays/ freetime with shifts or would you recommend another app with better/more features like to see how many days left and so on? I hope you could find the time to answer me. I would be very happy about it. Thanks in advance.

[@synajo]

Great video, I really like your content.

[@sriramsubramanian2385]

Very descriptive... Thanks for sharing..

[@wallyrodriguez2230]

Hello, thank you for your thorough tutorials. Is there a tool to do this with resources (like rooms), instead of people? Thanks!

[@2ballous]

This was a real kindness, thanks!

[@lindaenciso1905]

Excellent, thank you!

[@toppanam611]

Hi Kevin, thanks for the great intro. Could you share how do I use the Shifts to capture the over time hours on the schedule? Thanks

[@firmanardi4008]

thx kevin for detail and clear explanation :D

[@jenishabidari5746]

Thankyou for the info.

[@punit45232]

Good video! Really helpful.

[@damethmann]

Hey. Thanks for your videos. I have a specific question here… How can you use teams + shifts to calculate salaries. Do you have a workflow for this?

[@cjk1956]

Kevin I love your videos. You are so easy to understand. I have a question if you ever see this comment. I have my employees using the Time Clock in Shifts. When staff for gets to clock in or out it's a nightmare. I cannot seem to locate a place to make a correction except in the Time Clock report Excel spreadsheet. Of course if they forget to clock out and I can't correct it in the system then when they clock in the next day it looks like they worked all night. I have spent a few days searching for info on the Shifts time clock with no luck. Do you have a video explaining the ins and outs of the Time Clock portion of Shifts. TY

[@yenehetassefad4692]

Thanks for the lesson. But what if we want to differentiate employees within each day as teleworking and on site. We also want to filter by these two fields. Thanks

[@lamkwaymer2153]

Thanks for the videos. Yours are some of my favs. When I created a schedule, how do I as an owner select an open shift? The supervisors will be owners. I notice when I tried to request the open shift nothing happened.

[@paragsoni5250]

Hello Kevin, This is really informative video and thanks for your effort on this. My quick point to learn is, If I wants to setup Admin rights for someone within my team to enter group shift timing. is that possible to do and how. As a Team leader< I don't want to add timing for each and individual and has to give that responsibility to someone within team. Please suggest.

[@pclissa]

Hi Kevin, I work for a chemical company and we are looking for options to convert our paper operator logbook to something in MS Teams. We have had great success with the channel chats to keep operators and management tied together to share the status of the plant, issues at the plant, etc. Our current operator logbooks are where the operators capture data critical to plant operation as well as comments. Could you possibly provide suggestions on how to include go about getting this done in Teams? Thanks in advance for any guidance you can provide.

[@livinglifetoday9171]

Hi Kevin - these are really great vids - and has helped me alot especially as I have had to become comfortable with Shifts duirng working (some of the other people that do vids like this have such annoying voices - its always nice to get someone that's clear!). Do need to ask though - I can see this video is more for the 'owner' as opposed to the 'member' have you done any videos that would look at it from a 'member' point of view - my set up has 7 owners and 30 members that see the schedule once published - but its all very new to them too too - it would be good if they could see what they can do in a concise video. One more, my page has defaulted to a 6 day week - can I make it a 5 day week?

[@irlsolidspace]

HI, another great video. Do you know if there is a way to customise the scheduling cards? I need an employee to be assigned for a shift but I also need to assign a backup, or I have a list of specific tasks/jobs/clients... it would be great to draw from specific lists (stored in SharePoint?)

[@Chanakya50BC]

Is there a way to schedule a Class time table for the whole school?

[@efrainfranco8922]

Thanks a lot, really helpfull.

[@lisawaechter9725]

Just curious if there is a way, as an employee, to view previous clocked-in hours, or update/adjust if you miss a clock-in or clock-out? Our team just started using this today and one member didn't clock in on time, and another had a split shift and couldn't see hours from the first shift after clocking out and clocking back in later in the day.

[@matt_iles]

How to push the shift into the member's Outlook calendar?

[@zeroseed2010]

SUPER USEFUL !!!

[@jessaleneetcobanez6818]

Hi Kevin! Thank you for the video. Is there a way for me to filter the activities assigned to the team?

[@brownliquorish]

Very help tutorial thanks. In Shifts, how can I delete a previously approved “Vacation” request that my employee no longer needs?

[@raams5063]

Great Video! Is that possible to integrate shift data with power BI?

[@carmencolon697]

Excellent.

[@garrettmyer4019]

Awesome video.

[@wq2746]

Hello Kevin, 🤔 How to view how many staff already clock in/clock out? Or is there such view/ function? 😅

[@athindriyasarukkai448]

Awesome keep it up Kevin

[@uneek5336]

Grt video! Question Can a thumb drive get a virus???

[@Gorganahfikark]

Excellent video Kevin, one again. We are thinking of using Shifts but realized that it does not integrate with outlook for some reason. I find it strange this functionality isnt there. Is there something I am missing or is there something in power automate that can at least allow for shifts notifications. Anyway great video

[@bjf5392]

I am trying to figure out how to use this program but it doesn't seem to be able to notify employees. You can share with your team but it does not email or ping them. Have you had the same experience?

[@RD-gp1mu]

HI Kevin, great video. Is there a way to synch the Shifts calendar with the outlook calendar. Some of our staff don't have a business mobile yet so rely on outlook more but there's no way to synch the times

[@sonyaschneiter4466]

Thank you Kevin. How can you allow other members in an organization to see a schedule without them being part of a team? example: I have a radiology team who needs to see a nursing schedule but they are not on the clinical team. Is this possible?

[@eaglenest3709]

Is there a way to create a block of 4 weeks in the schedule? Our OT is calculated over a 4 week (28 day) period and it would be great to be able to distinguish blocks of 4 weeks. Super helpful video, I picked up a couple new things on one video! thanks!

[@WillieTheAutomaton]

It's most likely not done this way on shifts due to the FLSA requiring overtime to be calculated weekly. If you haven't already, you may want to consult a payroll specialist or cpa to ensure the way you're calculating doesn't violate FLSA or you could end up with fines as well.

[@michaelrees9443]

Please help Kevin. Shifts will be perfect for me but there is a problem. I can’t add it to my local team calendar so when I add a holiday etc it alerts everyone in my company. Love the videos!

[@thowheedh]

Please create a tutorial on How to Use Microsoft Flow, Thank you

[@AlexFrezCorrea]

you meant flow?

[@thowheedh]

@@AlexFrezCorrea Yes

[@AlexFrezCorrea]

@@thowheedh good. What you want to learn about exactly? I was looking for content about ms flow and found a lot of.... You have to try: Power automate + software you want to automate

[@gdr_91]

And it is called power automate

[@thowheedh]

@@AlexFrezCorrea Thank you I found some videos and I got What I was looking for

[@ryanfrizzell736]

Great. Now I know more about scheduling shifts and thus I can work more efficiently, effectively, and maximize my income.

[@ntethemachobane6752]

Thank you for the video. I've started using Teams shifts but I've noticed that employees have access to edit/add their clock ins and outs manually. And when they do, it doesn't show their initial clock in/out before the edit was done. Is there a way to block this setting from members?

[@garimaagarwal8955]

Hey! Thanks for the video. Is there a way to remove the request option for an open shift on the teams schedule? I just want my team to be able to claim the open shifts without them having to request it or me approving it. Thanks!

[@pauladasilva6901]

Wondering the same thing! Anyone have any luck with this? Please share!

[@butchadling4187]

Excellent Tutorial! Did you create the people(testusers or People Placeholders) or were they real people? My issue with Shifts is I cannot add Guest Users to Shifts. If I can add People Placeholders with employees names this would allow me to use Shifts. Until they either let me make People Placeholders or Guests I can't use this for the largest company in the world.

[@kelvd4real]

Thanks for this video. Please, how do I generate Reports to see things like Time Offs, Call-Outs, Vacations, etc.?

[@shonilcha]

Is the restoration of deleted schedules still an issue in Shifts? could you please confirm? If yes, could you please point me to the methods to restore?

[@sheffieldhallamdigitalskil2263]

Great video. Struggling to turn on notifications of shifts being assigned to users or new open shifts available. Would be useful for notifications to come through via email, desktop and mobile app. Currently can only get notifications through mobile app, but only shows once the app is open and not directly pinged as a notification to the phone (android and apple). Anyone found solutions to notifications?

[@angienriquez4221]

Hi Kevin- i was wondering i noticed you said that if people are at the predetermined location they would not "get credit" for clocking in. does that mean we wouldnt see the clock in or? is there a way to let people be wherever they are to clock in?

[@trodsboyz3]

Hello Kevin Thank you for a very informative video. I did have a question. I copied a shift and pasted it into another persons schedule, I then deleted of the original users shift but within the box of the copied shift a small asterisk shows up in the box in the top left corner I know it has something to with sharing with team but I have no clue as to remove the asterisk. Can you please help me with this?

[@vivanitsa]

Cool video! How does it look like on mobile phone ?

[@ushareddy7838]

Hi Kevin, When I make a change or swap shifts in teams, it creates an additional line below the persons shift that is blank except for the asterisk. Is there any way to remove the extra blank line and the asterisk?

[@toglou3051]

Nice maybe a tutorial with Air traffic controller shift management?

[@cherylcalingasan8207]

Hi Kevin, Nice Video! :) I have a question. How to change the assigned person to approve my request time off because it is not going into the right person to approve. It's like I'm the one requesting and I'm also the one approving and I don't know where to find that setting of how to change the approver in shifts. thanks!

[@jkirman6816]

Hi Kevin do you know if there are any plans to add an Annual Allowance tracker to Shifts so it knows I have say 20 days to take from April to March and doesn’t let me book too many.

[@MissCherryBombSinger]

I really would like to know how you can ammend clock in times, for instance if you forget to clock out, i cant find this information anywhere :(

[@carlsimpson9088]

Never used this before, so can I share shifts individually with each team member only seeing their schedule. I run a staffing agency so looking for a system that will suite my needs? Thanks

[@roderickempalmado2322]

Hello Kevin, I love your tutorial. Just need to know why the team members can't view my shared shifts. Can you please help. Thank you

[@goleafsgo9999]

Hi Kevin, does Microsoft Shifts work for users external to the organization. Our company has a group of casual staff that do not have company emails but work often with us for certain events or projects. We would love to use MS Shifts for them but I am not sure if it's feasible or if it has the capabilities for external users?

[@MrPileggi86]

Is there any way of being able to create open shifts, but then only make them available/ open for staff to select from a certain time? Essentially making a 'fair' system allowing as many staff as possible the same chance of grabbing a certain shift, who may otherwise be restricted if they're at work and away from their phones or computers etc. e.g. those on night shift would have lesser chance of selecting a shift if it was made available in the evening as they'll be busy working, while the day shift crew have their evenings free to grab the best shifts.

[@narakang7982]

I'd like to know if there is any way to set the reminder for upcoming shift.

[@leonghz]

Hi, how we include activities when exporting the time sheet report?

[@boniwe]

Hi Kevin, thanks for the explainer! Have you made any videos on the exported time reports. I seem to be getting scheduled times , clock in and out times, and actual clockin and out times not lining up on the right date row in the excel sheet.. For example individual 1 may have 3 shifts in that week, but the actual clock in and out date will be on a different date row from the recorded clock in and out date, say Jan 3 instead of Jan 2. When there are several individuals it gets pretty messy. Any thoughts on this?

[@AC-tg4qd]

Hello Kevin, would it be possible for a team owner to request open shifts? for example currently We have one manager who's responsibility is to approve open shifts/overtime meaning if other owners would also like to do any open shifts they would have to email the manager responsible for approving open shifts - it would be much quicker if we were just able to request on teams.

[@1052365]

Is there a way to see live updates regarding whether or not your employees have clocked in yet for the day? I did see you can export the shift data to excel, but is that the only way?

[@vlike550]

Hi Kevin, I very much like your videos and of course subscribed for the new content! However, watching this video and all of your other videos, I was not able to figure out, in Shifts Calendar how people within the shared calendar group can also edit at their end? I won't be able to enter all the holidays times for my team and there is a large number of people but I would rather them doing it... Could you please help with that? Many thanks Vlad

[@shirleya4510]

Thanks!

[@KevinStratvert]

Thanks so much Shirley! Much appreciated 🙏

[@Matt-gf4gd]

Poor Nestor has to work a hectic 9 hour shift with only a 30 minute unpaid break.

[@marionmartiniv7583]

Hi, Sorry for sending you too many notifications. How do I find the "Just Me" chat on MS Teams?

[@stannywang]

Hi Kevin, can we cancel an approved request? e.g. if I approved a leave request earlier, but in the end the person decided to cancel it.

[@mienamira1264]

Hi kevin, is there a way to assign admin to other people or we can make it as 2 admin?

[@user-ve7gd2zy3x]

Hi, Thanks for the video and tutorial, I would like to know how I could set up two administrators? I would like my partner to have access to the configuration and reports as well. Thanks

[@dast_uk]

Kevin, if I used shifts would they show up with an Outlook calendar? (like how bookings do?)

[@dast_uk]

I tested this, from what I can tell Shifts calendar is just that and not accessible outside of Shifts.. annoyingly!

[@k1ll0raffe]

@@dast_uk that would´ve been my question too... so the way i understand it: you have to manually input appointments into the day notes to keep a better overview when designing the shifts? our team and the overhead organisation is transitioning to ms teams and i´m kinda disappointed in microsofts shift solution :/

[@juanmillan8764]

Would this help to create a digital team board based on members online status?

[@markwayne7686]

Hi Guys thanks for this tutorial - does anyone know how to track changes in shifts

[@spinfx007]

How do you create rotating shifts for a year? We have 2 crews of people that work 4 days on, 4 days off. When one crew is on the other is off. How do i generate this schedule for the next year, as its not just a simple copy to each month as the shift move a day each week, as its essentially an 8 day rotation.

[@carlosallanofficial]

Hi Kevin, one question, does every employee have to have a Microsoft user or can I use Shifts with the free Team app? Thanks you

[@sachin1234100]

Is there use case for shifts to use it on call schedule

[@tanvirussen9792]

Hi, please also make one video on how to translate paragraph in different languages with no grammatical mistakes. Waiting for your next video. Thanks 👍

[@KevinStratvert]

The following works pretty well: kzbin.info/www/bejne/mouvpqJtm9Kkd6c

[@mr5039]

Tough question... if I have set up vacation requests with Microsoft Forms, is there a Flow that I can create that will automatically populate a calendar?

[@KevinStratvert]

You should be able to connect Forms with Calendar as both are available within Power Automate. I can add to my list.

[@mnori1044]

Is there any way to change the start/end times to 10 minute increments instead of just 15 minute increments? My staff need to start 10 minutes before the first patient, not 15.

[@riddlemaster882]

Is there any option where we can collect all the information time off for the employees

[@angelobautista4746]

Does it have a real time notification/visibility once the employee clock in and out or take a break? or only in the excel report?

[@JakeLimRA9]

is there an option to edit the clock in for a team member?

[@bsiderecording5212]

Hiya, I can’t even find the app for shifts. It just does not come up! Did this happen for you?