Microsoft Shifts Overview

What is Microsoft Shifts?

• A schedule management tool available in Microsoft Teams.
• Allows creation and management of schedules.
• Useful for various industries such as retail and healthcare.

Use Cases for Microsoft Shifts

• Managing employee schedules in retail locations.
• Scheduling on-call staff in hospitals or tech companies.

Getting Started with Microsoft Shifts

1. Accessing Microsoft Shifts

   • Click on the ellipses in the left rail of Microsoft Teams to find and launch Shifts.
   • Optionally, pin Shifts for quicker access.

2. Setting Up a Team Schedule

   • Must be the owner of the team to create a schedule.
   • Confirm the time zone when creating a schedule for a specific location (i.e. New York City).

Adding Groups and Employees

• Create groups for different roles (e.g. Service Staff, Kitchen Staff).
• Add employees to each group by selecting them from the team.

Adding Notes and Shifts

• Utilize the Day Notes section to communicate important information (e.g. Michelin reviewer visit).
• Add shifts for individual employees by double-clicking in the schedule and filling out shift details including:
  • Shift timings
  • Breaks
  • Shift notes
  • Activities (specific tasks for the shift).

Creating Open Shifts

• Instead of assigning shifts directly, create open shifts for employees to claim.
• Set the number of slots available and add relevant details.

Viewing and Filtering Shifts

• Switch between weekly, daily, and monthly views of shifts.
• Apply filters to view shifts by employee or group.

Managing Requests and Settings

• Employees can submit requests for time off or to claim open shifts.
• Managers can approve requests and manage settings like:
  • Time zone configuration
  • Time clock setup (with location detection).

Copying and Sharing Schedules

• Schedules can be copied for future weeks to avoid recreating shifts.
• Share the schedule with the team to enable shift claiming.

Employee Perspective

• Employees can view their specific schedules and request shifts or time off.
• Clock in and out using the app, which can be accessed from both desktop and mobile.

Additional Features

• Recall shared schedules if changes are needed.
• Import/export schedules using Excel templates.
• Access Shifts via mobile devices using the Teams app.

Conclusion

• Microsoft Shifts is a powerful tool for managing schedules efficiently within teams.
• Encouragement to engage with the video for more insights and to leave feedback for future topics.