The schedule page is your central hub for building and managing staff shifts. It displays a weekly grid of all staff members and their assigned shifts, with tools for manual scheduling, AI-powered generation, reusable templates, and geofence configuration.
Page layout
The schedule page has two tabs, visible to managers and admins:
- Schedule -- the weekly shift grid with navigation and creation tools.
- Geofences -- draw and manage location geofence boundaries on a satellite map (manager-only).
A Staff Portal URL is displayed at the top of the page. Share this link with your team so they can view their schedules, set availability, request time off, and initiate shift swaps from any device.
Weekly schedule grid
The grid shows one row per staff member and one column per day of the week (Sunday through Saturday). Each cell displays the shifts assigned to that person on that day.
Navigation
| Control | Action |
|---|---|
| Previous / Next arrows | Move back or forward one week |
| Today button | Jump to the current week |
| Staff count chip | Shows total staff members on the schedule |
| Shifts count chip | Shows total number of shifts for the visible week |
Reading the grid
- Shift blocks display the start and end times.
- Click any shift block to open the edit dialog where you can change times, reassign staff, delete the shift, or request a swap.
- When viewing All Locations, a location badge appears on each shift so you can distinguish assignments across sites.
- Today's column is highlighted for quick reference.
Creating a shift
- Click Add New Shift in the toolbar.
- Select a location (defaults to the currently selected location).
- Choose the staff member from the dropdown. Both Auth0 users and kiosk-only staff appear here.
- Set the start time and end time.
- Optionally enable Recurring and choose a recurrence pattern.
- Click Create.
The staff member receives a push notification when a new shift is assigned.
Editing and deleting shifts
Click any shift block in the grid to open the edit dialog:
- Edit -- change the assigned staff member, location, start time, or end time. The staff member is notified of the change.
- Delete -- remove the shift entirely. A confirmation dialog prevents accidental deletion.
- Request Swap -- initiate a shift swap request from this shift (see the Shift Swaps page).
AI schedule generation
Click AI Schedule in the toolbar to have RentalTide generate an optimized schedule for the selected week and location. The AI considers:
- Staff availability preferences and overrides
- Skills and certifications
- Historical booking demand patterns for the date range
- Labor rule compliance
Each generated shift is created as an individual schedule entry. Review the results in the grid, then edit or delete any shifts that need adjustment.
AI scheduling requires a specific location to be selected -- it is disabled when viewing All Locations.
Templates
Templates let you save a shift pattern and apply it to any staff member and week.
Creating a template
- Click Manage Templates in the toolbar.
- Enter a template name (e.g., "Morning Dock Shift").
- Set the start time and end time.
- Select the days of the week this template applies to.
- Click Create.
Templates are stored per location.
Applying a template
- Open Manage Templates.
- Find the template you want to apply.
- Select the staff member and start date (the beginning of the target week).
- Click Apply. Shifts are created for each selected day within that week.
Editing and deleting templates
From the Manage Templates dialog, click the edit or delete icon on any existing template. Editing a template does not change shifts that were already created from it.
Recurring shifts
When creating a shift, enable the Recurring toggle to have the shift repeat automatically. Set a recurrence pattern (daily, weekly, etc.) and the system will generate matching shifts.
Kiosk mode
Click Kiosk in the header to enable kiosk mode, which turns the current device into a self-service clock-in station. Staff members clock in using their PIN. Click Lock to secure the kiosk screen when it is unattended.
Kiosk staff members -- those who clock in via PIN rather than a full login -- appear alongside Auth0-authenticated users in the schedule grid. Their shifts and time entries are tracked identically.
Geofence tab
The geofence tab (manager-only) lets you define a geographic boundary for each location. This boundary is used to verify that staff clock in and out from the correct site.
- Select a location from the dropdown.
- Use the polygon drawing tool on the satellite map to outline your site boundary.
- Toggle Geofence Enabled to activate or deactivate enforcement.
- Click Save.
When a staff member clocks in or out from outside the geofence, the time entry is flagged for manager review.
Permissions
The schedule page requires the staff_schedule_access permission. Users with Admin or SuperAdmin roles have access automatically.
Use templates for recurring weekly patterns to save time during schedule building. Share the staff portal URL with your team so they can check their own schedules without needing admin access. The geofence feature works with the TideOps mobile app to verify staff location at clock-in.
Staff member not appearing on the schedule -- Verify they have been added in Staff Management and assigned to the correct location. Kiosk-only staff also appear if they have clocked in at least once.
AI Schedule button is disabled -- Select a specific location from the location picker. AI scheduling does not work in All Locations mode.
Template not applying shifts -- Confirm the selected days of the week match working days in the target week. Templates only create shifts on the days configured in the template.
Geofence not saving -- Draw a complete polygon (close the shape). The save button is disabled until a valid polygon exists on the map.