On the Operations Calendar, you can assign staff and resources to departures and create shifts for your staff. Dispatchers and office staff use it to plan who works on each tour.
Open the Operations calendar
Go to Operations > Calendar. The Operations Calendar page opens on the Operations tab.
Assign staff and resources to a departure
A departure shows the slots of its assignment template, for example Bus, Guide and Driver. A departure without a template shows No template.
Click a resource slot on the departure, for example Bus. A list opens with the matching resources at the top, under Matching Resources. Click the resource to assign.
Click a staff slot, for example Guide. A list opens with the staff members for this position. To find a staff member, enter a name in the search field.
Under Existing shifts, click a staff member who already has a shift. The shift keeps its time and location.
Under Create new shift, click a staff member to create a new shift for this departure. To create the shift as a draft, turn on Save new shifts as draft. A draft shift is hidden from Enroute until you publish it.
A staff member who is not employed on the departure date cannot be selected. The list shows this staff member at the bottom, with the reason, for example Not employed after 4 Oct 2026. If a staff member is already assigned on a date outside their employment period, a warning icon shows next to the name.
Do the same for each other slot, for example Driver. When all slots are filled, the departure shows All set.
Create a shift on the Employees calendar
Click the Employees tab.
In the row of the staff member, click an empty space on the date of the shift. The Create shift panel opens with the staff member filled in. If needed, change the Start and End time.
Click Select location and select a location. The list shows your static locations and the products that have a shift location. Products with departures on the selected day show first, with the number of departures. See Shift settings.
Click Select position and select a position, for example Guide. The positions of the staff member show first, under Employee Positions.
To create the shift as a draft, turn on Save as draft. Draft shifts stay hidden from Enroute until published. The default comes from the Default new shifts to draft setting. See Shift settings.
Click Create shift. The message Shift created successfully shows, and the shift shows on the calendar.
Create a shift in a location row
A location row on the Operations calendar has a plus icon on each date. Use it to create a shift in that location. To show a location row, see Operations Calendar.
On the Operations tab, go to the row of the location. Click the plus icon on the date of the shift. The Create shift panel opens. Location shows the location of the row. Start and End show the date that you clicked.
Select the Position. If needed, select a staff member, change the times, or turn on Save as draft.
Click Create shift.
See who is not employed on the Employees calendar
If a staff member has an employment period, the Employees calendar shows the days outside this period as Not employed blocks.
Click a Not employed block to see the reason, for example Not employed before 1 May 2026.
You cannot create a shift for the staff member on a day when they are not employed. When you click an empty space on that day, PaxFlow shows the reason.
A shift outside the employment period shows a warning icon. Put the pointer on the shift to see the reason.
The Hide not employed switch above the calendar is on by default. It hides staff members who are not employed on any day in the dates on the screen. A staff member who has a shift in these dates always shows. To show all staff members, click the switch to turn it off.
