WHAT SCHEDULING DOES (AND DOES NOT DO)
Scheduling does:
Create a weekly schedule per location
Estimate scheduled hours and gross pay (based on staff hourly rates)
Publish schedules to staff (portal + POS)
Scheduling does not:
Automatically clock staff in/out
Replace time tracking (reports still reflect actual clock activity)
BEFORE YOU SCHEDULE
Make sure your staff exist in Shopify (Shopify Admin staff settings).
Make sure your locations exist in Shopify (Shopify Admin > Settings > Locations).
(Recommended) Set a timezone override for each location in POS Time Tracker (POS Time Tracker > Locations > Location Settings).
(Recommended) Set Week starts on in POS Time Tracker (POS Time Tracker > Settings). This controls schedule week ranges.
Tip: Set hourly rates for staff in POS Time Tracker > Staff. Scheduling uses rates to estimate gross pay.
CREATE A SCHEDULE (DRAFT)
Open POS Time Tracker in Shopify Admin.
Go to Schedule.
Select a location.
Select a week (use the week picker or next/previous arrows).
Add shifts:
Click a day for a staff member to add a shift
Set Start and End times
(Optional) Add Notes
(Optional) Duplicate the shift to other days in the same week
Save your draft schedule (use the save bar when changes are detected).
POS Time Tracker prevents overlapping shifts for the same staff member.
Draft changes are not visible to staff until you publish.
PUBLISH A SCHEDULE
Publishing makes the schedule visible to staff and sends notifications.
In Schedule, confirm the correct location and week are selected.
Click Publish schedule.
Confirm Publish.
Result:
The schedule becomes available in the staff portal and on POS devices.
Staff with shifts (and an email on file) receive an email notification.
UPDATE A PUBLISHED SCHEDULE
If you need to make changes after publishing:
Edit the draft schedule (add/edit/delete shifts).
Save the draft.
Publish again to update what staff see.
COPY FROM A PAST WEEK
To reuse an earlier schedule:
Open Schedule for the target location and week.
Click Copy.
Select Copy From Past Week.
Pick a past week and click Copy Schedule.
Copying replaces the current draft schedule for that week.
PRINT SCHEDULES
Open Schedule for the target location and week.
Click Print.
Choose one:
All Staff (Single Page)
Per Staff Member (Separate Pages)
SHARE THE STAFF PORTAL
Staff can view their upcoming published shifts in a browser using the staff portal.
How to get the link:
Open Schedule.
Click Copy.
Select Copy Staff Portal Link.
Staff login:
Staff enter their email and receive a magic link to sign in.
The magic link expires after a short time. If it expires, request a new link.
Staff must have an email address on their Shopify staff account.
Invited users and collaborators are not supported for staff portal login
(OPTIONAL) ASSIGN SCHEDULE LOCATIONS TO STAFF
You can restrict which staff appear for each location in the scheduler.
Go to Staff in POS Time Tracker (Shopify Admin).
Select one or more staff members.
Choose Assign Schedule Locations.
Select the location(s) they should appear in.
Tip: Leaving all locations unselected means the staff member can appear on schedules for any location.
TROUBLESHOOTING
I can’t publish or save a schedule
Check for validation errors (for example, overlapping shifts or invalid time ranges).
If you see a plan limit error, upgrade your plan before adding more scheduled staff.
A staff member is missing from the schedule staff list
Confirm they exist in Shopify staff settings.
If you’re using “Show staff assigned to this location only”, confirm they’re assigned to the selected location.
Staff didn’t get the schedule email
Confirm the staff member has a valid email address in Shopify.
Confirm they are not an invited user or collaborator.
Confirm the schedule was published (not just saved as a draft).
Times look wrong
Check your store preferred timezone (Settings).
Check the location timezone override (Locations > Location Settings).