Staff Scheduling
Plan the week.
Look after your team.
Working hours, desk coverage, skills and PTO in one place. Give managers one plan to work from and staff a clear view of their week.
Available without people-counting hardware. Included with people counting at no additional fee. Explore scheduling for libraries.
Start with a rhythm.
Make room for real life.
Reuse regular working hours and one-, two- or four-week rotations. Plan alternating Saturdays as easily as a regular weekday.
Reuse the work you’ve already done
Generate shifts from recurring patterns, or copy an authored day or week forward. Adjust the next plan before publishing.
Plan the whole working day
Arrange desks, other duties and breaks together. Keep break time separate from working-hour totals.
Bring the whole team into view
Organize staff, part-time colleagues and volunteers by group and branch, including people without a login.
Build a working week
Alex’s two-week rotation
Working-hour pattern · Central Library
- Week 1
- Monday–Friday9:00 am–5:00 pm
- Week 2
- Tuesday–Saturday9:00 am–5:00 pm
Start with the hours you already know.Generate shifts from the pattern, then arrange desks, other duties and breaks.
Recurring hours create shifts. Desk assignments are planned separately or copied from an existing day or week.
Every desk.
Every half hour.
Set the people each desk needs and the windows when they’re needed. See exact gaps, even when most of the day is covered.
Know who can cover
Record qualifications by desk and branch. Review suggested colleagues with skills, availability and workload together.
Keep availability distinct from hours
Record when someone could work alongside their usual working hours. Include dated extra availability as plans change.
Make workload visible
Review scheduled hours, contracted hours and desk-hour targets. Configured hour and break limits advise the planner; specific overlap checks are separate.
Find the exact gap
Reference desk
Tuesday, October 6, 2026 · 3:00–3:30 pm
- Required
- 1 person
- Assigned
- 0 people
1 person shortAlex’s assignment ends at 3:00 pm; Morgan’s starts at 3:30 pm. The half hour between them needs coverage.
Scheduled coverage, not a record of attendance.
Leave requests.
Balances you can explain.
Manage full- and partial-day time off with requests, approvals and history. Give staff a view of their own leave and PTO account.
Use your PTO policy
Configure fixed-cycle accrual, a percentage of annual entitlement or an upfront annual grant. Apply no carryover, a cap or all unused hours.
Follow each balance change
Set opening balances, make explicit adjustments and see accrual, approved leave and eligible refunds in the account history.
Keep the plan connected
Review approved absence and the coverage it affects. Reconcile PTO movements so managers can explain how the closing balance adds up.
Alex’s PTO account
Balance · October 6, 2026
- Available balance
- 24 hours
- October 9 request
- 8 hours
- Opening balance
- 16 hours
- Accrued since opening
- +16 hours
- Earlier approved leave
- −8 hours
- October 9 request
- Pending · No debit
A request leaves the balance unchanged.Pending requests do not reserve hours. Approval records the leave debit.
Make changes with care.
Publish with confidence.
Prepare changes in a draft, review coverage and workload, then publish the schedule your team will see. Undo recent edits or discard unpublished changes when the plan needs another pass.
Staff can check their published schedule, request leave, see PTO balances and history, and manage availability where employee editing is enabled.
When the week changes
Alex Rivera
Tuesday, October 6, 2026
- Welcome desk9:00 am–noon
- Covered by Alex
The desk has its required coverage.Alex covers the full window. Try a change to see its effect on the plan.
Share the working week
Print a published schedule or subscribe to a read-only personal calendar feed. Bring people and shifts in with imports that you preview before confirming.
See where scheduled time goes
Report on hours by person, assignment point, employment type and group. Review desk-hour targets, distribution and coverage, and export the detail.
More support for the working day.
Connect scheduled hours, recorded time and day-to-day responsibilities.
Time clock tracking
Record clock-ins and clock-outs from a phone or desktop, or a shared PIN kiosk. Give managers a review queue for missed punches and staff correction requests, with reasons and change history.
Compare recorded time worked with scheduled time. A roster shows the plan; time entries provide the worked-time record.
Smarter schedule drafts
Start with people placed in an unpublished draft. Reuse patterns and familiar assignments, distribute desk time fairly and keep unfilled slots visible.
Make manual adjustments or review proposed changes from Ask FacilitySight before applying them. Review the finished plan before publishing.
Background duties alongside desk coverage
Show duties such as Phone or Shelving alongside a primary Reference desk assignment, with shared coverage context and no double-counting of scheduled hours.
A few practical questions.
Can we buy Scheduling without people counters?
Yes. Staff Scheduling and Work Items can be purchased without counting hardware. Both are included in the standalone pilot, free for the first year. Then $120/year. One flat rate for your whole organization, locked in for pilot partners. Staff Scheduling and Work Items are included with people counting at no additional fee. Book a demo or join the pilot waiting list.
How are skills used when choosing coverage?
Record a person’s qualifications at each desk, grouped by branch. Suggested coverage brings qualified colleagues forward and labels experience-based candidates separately, with availability and workload context. A manager reviews and saves the assignment. A missing qualification record does not prove someone lacks the skill.
Do scheduling warnings prevent changes?
Configured hour and break limits are advisory warnings, so planners can review the context. Specific conflicts, including overlapping assignments, have separate blocking checks. Ordinary availability edits do not delete existing work. Approved time off can affect the schedule; withdrawing it does not restore removed assignments.
FacilitySight Next pilot
Start with your team.
Your first year is free.
Scheduling and Work Items, on their own
Use both modules without people-counting hardware. Then $120/year. One flat rate for your whole organization, locked in for pilot partners.
Join the pilot waiting listWe’ll follow up with pilot details and next steps.
Included with people counting
Staff Scheduling and Work Items are included with people counting at no additional fee. Bring your coverage needs, staff patterns and PTO policy to a demo.
Book a demoExplore Work Items