In Shifts, you plan when your staff work. You can create a shift for a staff member, create unassigned shifts, create shifts that repeat over a date range, and block time off with an unavailability.
Open the Create shift panel
Go to Operations > Shifts.
Click Create shift.
The Create shift panel opens with Shift and One-off selected. Use the tabs at the top to create an Unavailability instead, or to make Recurring shifts.
To open the panel from a location row on the Operations calendar, see Operations Calendar.
Create a shift
In Start and End, select the date and the time of the shift.
In Location, select where the shift is. At the top of the list are the products that have departures on the selected day. Your static locations and other products are in Other locations. To choose which locations are in the list, see Shift settings.
If you select a product, its tour times on that day show under Tour times on this date (optional). To use the start and end time of a tour, click the tour time. Start and End then show from tour. To enter your own times, do not click a tour time.
In Position, select the role for the shift.
In Staff member (optional), select the staff member. To create a shift without a staff member, select Unassigned.
If necessary, enter a note in Note.
To keep the shift hidden from staff, turn on Save as draft. Staff do not see a draft shift in Enroute until you publish it.
If you selected a staff member and the shift is not a draft, select or clear Notify staff. When it is selected, PaxFlow sends the staff member an email about the shift.
Click Create shift.
The default of Save as draft and Notify staff comes from your company's shift settings. See Shift settings.
A staff member who is not employed on the shift date cannot be selected and is at the bottom of the list. The list shows the reason, for example Not employed after 4 Oct 2026. To set the employment dates of a staff member, see Edit User.
Create several unassigned shifts
Use this when you need more than one person for the same shift, and you assign the staff later.
Fill in Start, End, Location, and Position as for one shift.
Turn on Multiple copies.
Enter the number of shifts, from 2 to 25.
Click Create 2 shifts. The button shows the number that you entered.
When Multiple copies is on, you cannot select a staff member. All the shifts are unassigned.
Create recurring shifts
In the Create shift panel, click Recurring.
In Date range, select the first and the last date. The range can be 90 days or less.
Select the Location and the Position.
If necessary, select a Staff member (optional). PaxFlow puts the same staff member on every shift.
Set the times. If the location has tours in the date range, select each tour time that you want to staff in Tour times. Each selected time makes one shift on every matching date in the range. To use the Monday times on all weekdays, click Copy to weekdays. To add time to every shift, enter Prep before and Wrap after in Buffer time.
If the location is in Other locations, or has no tours in the date range, turn on each day of the week that has a shift in Days. Enter the start and end time for each day.
To keep the shifts hidden from staff, turn on Save as draft.
Click Create shift.
If the staff member is not employed on one or more of the dates, PaxFlow does not create the shifts. An error message shows these dates. Change the date range or select a different staff member.
Create an unavailability
An unavailability blocks time when a staff member cannot work, for example a vacation or sick leave.
In the Create shift panel, click Unavailability.
In Start and End, select the date and the time.
If necessary, enter the reason in Title.
In Staff member, select the staff member.
If necessary, enter a note in Note.
Click Create unavailability.
For an unavailability that repeats, click Recurring. Select the Date range, then turn on the days and enter the times in Days. To keep the unavailability with no end, leave the end date empty.
Notes
If Shifts is gray in the Operations menu, your company does not have shifts, or your user group does not have access to shifts. To turn on shifts, ask PaxFlow support. To get access, ask an admin in your company to change your user group in Settings > User groups.
A shift does not put the staff member on the departure. To assign staff to a tour, use the departure.
If the staff member is not assigned to the selected location, a warning shows in the panel and you cannot create the shift. Select a different staff member or location.
If you change the date of a shift and the selected staff member is not employed on the new date, a warning with the reason shows in the form. PaxFlow does not save the shift until you select a different staff member or date.
If the staff member already has a shift or an unavailability at the same time, PaxFlow can warn you or stop the shift. This depends on the conflict setting in Shift settings.