Configure Shifts, Weekly Offs and Schedule Overrides

Shifts define when staff are expected to work at a location. Assignments apply a shift or non-working day to a staff member over recurring weekdays or one specific date.

Permission required

Shifts allows viewing. Manage Shifts is required to create, update, deactivate and assign schedules. Only permitted locations and their active staff are available.

Create a shift

Create Shift Definition

1. Open Team → Shifts and select Create Shift.
2. Enter Shift name, a unique Short code and the Location. The location is fixed after creation.
3. Enter Starts at, Ends at and Break (minutes).
4. For an overnight shift, set an end time earlier than or equal to the start time; Yepsta treats the end as the following day.
5. Set Late arrival grace, Early departure grace and the Overtime threshold in minutes.
6. Confirm the location timezone, then select Create Shift.

Break minutes are deducted once from valid worked time. The overtime threshold determines operational overtime minutes; it does not create payment unless the staff compensation profile enables an overtime rate.

Editing or deactivating a shift affects future schedule resolution. Existing attendance keeps the shift details captured for that day.

Assign a recurring work pattern

Assign Staff Schedule

1. Select Assign Staff Schedule and choose the staff member.
2. Keep Non-working day off and Date-specific override off.
3. Select an active Work shift from the staff member’s location.
4. Select one or more Recurring weekdays.
5. Enter Effective from and an optional Effective to date.
6. Select Save Assignment.

Yepsta rejects active assignment overlaps for the same staff member, weekday and effective period. End or deactivate the older assignment before adding its replacement.

Add weekly offs or one-day overrides

To create a recurring weekly off, select Non-working day, choose the recurring weekdays and effective window, and save without a shift.

For one date only, enable Date-specific override:

• select a Work shift to replace the normal shift or make an off/holiday date a working day; or
• enable Non-working day to close an otherwise scheduled date.

The one-day override takes priority over recurring schedules, approved leave, a holiday or weekly off for schedule resolution. Use it deliberately and review affected appointments.

Troubleshooting

• Assignment conflict: an active rule already covers the same weekday/date; end or deactivate it first.
• Shift is not listed: it must be active, belong to the staff member’s location and be within your permitted locations.
• Overnight clock-out looks wrong: confirm the end time is earlier than the start time and that both clocks fall inside the shift window.
• Old hours still apply: a compatible availability fallback can remain until a recurring shift assignment takes priority.
• Appointment is blocked: check the effective date override, leave, holiday, shift time, service duration and existing bookings.

Warning

Before changing an effective schedule, review existing appointments and any draft payroll period that uses the affected attendance dates.

Important information

Do not rewrite a historical shift merely to change old attendance. Use an attendance correction with a reason, or a payroll correction when the date is locked.

Related guides

• Understand Attendance and Clock In or Out
• Manage Holidays, Leave and Appointment Conflicts
• Troubleshoot Appointment Availability
• Configure Staff Compensation

Last reviewed: 21 July 2026