One makes it easier to manage shifts and plan coverage in Shifts. You can create, edit, and swap shifts, build coverage for your team, and publish changes simply by describing what you need in your own words.
Overview
With One in Shifts, you can manage your team's schedule through a conversation instead of making each change manually in the planner.
You can ask One to:
- Create or edit shifts
- Swap shifts between two collaborators
- Create coverage based on your team's needs
- Apply coverage to multiple days
- Reuse the coverage from the previous week
- Change the hours for a specific day
- Remove days from a coverage plan
- Publish your changes, with or without notifying collaborators
One shows you the changes it plans to make and asks you to confirm them before applying them. Changes remain as drafts until you publish them, so you stay in control of your team's schedule.
When and why it should be used
Use One when you need to make changes to your team's schedule or plan coverage quickly, especially when the same change needs to be applied across several days.
For example, instead of manually adding shifts for each day, you can say:
"On Tuesday, I need two administrative staff working from 9:00 to 18:00."
You can then ask One to apply the same coverage to the rest of the week, adjust a specific day, or reuse the previous week's coverage.
How to use
Create or change shifts
- In your sidebar, go to Shifts
- Open One
- Describe the change you want to make in your own words. For example:
- "Create a shift for Thomas on Monday from 9:00 to 17:00"
- "Change Maria's shift on Wednesday to 10:00–18:00"
- "Swap Monday's shifts between Thomas and Maria"
- One shows you the changes it is going to make
- Review the proposed changes
- Confirm the changes
- The changes are saved as drafts in Shifts
- When you are ready, publish the drafts
Plan coverage
- Go to Shifts
- Open One.
- Describe the coverage you need
- For example: "On Tuesday, I need two administrative staff working from 9:00 to 18:00"
- One checks the information provided and asks for any details that are missing, such as the name or work area
- Provide the missing information
- Review the coverage One proposes
- Confirm the changes
- Ask One to extend the coverage to other days, reuse the previous week's coverage, change a specific day's hours, or remove days if needed
- Publish the changes when you are ready
Publish changes
- Review the shifts or coverage you have created or changed
- Confirm the proposed changes with One
- Ask One to publish the drafts
- Choose whether to notify the affected collaborators
- Confirm the publication
- You can publish your changes directly from the One conversation without leaving Shifts
One asks for additional information when it needs it to complete your request. For example, when creating coverage, it may need to know the name of the person or the work area. Provide the requested information and One will continue with the planning.
Changes made through One remain as drafts until you publish them. If you made a change but it has not been published, review the drafts and ask One to publish them when you're ready.
If you do not want collaborators to be notified yet, you can keep the changes as drafts and publish them later. When you publish them through One, you can choose whether to notify the affected collaborators.
If One did not make the change you expected, review the proposed changes before confirming them. If necessary, ask One to adjust the request and review the new proposal before confirming it.
Tips and best practices
- Describe what you need naturally: You don't need to use specific commands. Explain the change as you would to another person.
- Be specific when possible: Include the day, time, collaborator, and work area when relevant.
- Use One for repeated changes: If the same coverage applies across several days, ask One to extend it instead of creating each day manually.
- Reuse previous planning: Ask One to copy the previous week's coverage when the schedule is similar.
- Review before publishing: Changes remain as drafts until you publish them, giving you an opportunity to check the schedule first.
- Notify collaborators when appropriate: You can choose whether to notify affected collaborators when publishing changes.
FAQ
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Can I create shifts with One?
Yes. You can ask One to create shifts by specifying the relevant collaborator, day, and working hours.
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Can I edit existing shifts?
Yes. You can ask One to change existing shifts, such as modifying the working hours for a specific day.
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Can I swap shifts between collaborators?
Yes. You can ask One to swap shifts between two collaborators.
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Can One plan coverage for an entire week?
Yes. You can describe the coverage you need and then ask One to extend it to other days of the week.
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Can I reuse the previous week's coverage?
Yes. You can ask One to reuse the previous week's coverage and adjust it if needed.
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Are changes published automatically?
No. Changes remain as drafts until you publish them. One shows you what it plans to change and asks you to confirm before applying the changes.
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Can I publish changes from One?
Yes. You can publish your drafts directly from the One conversation without leaving Shifts.
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Can I choose whether collaborators are notified?
Yes. When publishing changes through One, you can choose whether to notify the affected collaborators.