Schedule

What is it?

The Schedule module is the tool that lets you create and manage your employees’ work schedules week by week. You see who’s working which day, at what time, and at which station. It’s a visual calendar where each column represents a day of the week.

What is it for?

This module lets you:

• Plan shifts for each employee for the week
• Create recurring shifts (same schedule every week over multiple weeks)
• See your coverage at a glance across the whole week
• Send the schedule by email to each employee (individual shift, week, or month)
• Track planned hours and detect contract overruns
• Estimate salary cost of a shift before creating it
• Delete shifts easily with confirmation

How does it work?

The Schedule Page

When you open the Schedule module, you see:

1. A header with the title, subtitle, and a blue “New Shift” button
2. A week selector with left/right arrows to navigate between weeks
3. A 7-day grid (Monday to Sunday) showing all planned shifts
4. An employee summary at the bottom showing who’s working this week and how many shifts

Navigating Between Weeks

1. Click the left arrow to go to the previous week
2. Click the right arrow to go to the next week
3. The displayed date updates in the center (e.g., “Week of Feb 14 — Feb 20, 2026”)

The Weekly Grid

The grid displays 7 columns, one per day. For each day:

• The day name is shown at the top (Monday, Tuesday, etc.)
• The day number and month are visible
• Planned shifts appear as colored cards

Each shift card shows:

Element	What is displayed
Initial	First letter of the first name in a blue circle
First name	The employee’s first name
Times	Start time — end time (e.g., 09:00 - 17:00)
Position	The assigned position (if provided)
Notes	Any notes (in italics)

Tip

Hover over a shift card to reveal the delete icon (trash can) in the top right corner.

Creating a Shift

1. Click the blue “New Shift” button at the top of the page
2. Select an employee from the dropdown
3. Choose between a single shift or a recurring shift
4. Fill in the times (start time, end time)
5. Optionally add a position and notes
6. Check the cost indicator showing hours and estimated salary
7. Click “Create Shift”

Single Shift vs Recurring Shift

Single Shift

A shift for one day only:

• Select the date for the shift
• Set the start time (default 08:00)
• Set the end time (default 17:00)
• The shift is created once for the chosen date

Recurring Shift

The same shift repeated over multiple weeks:

• Check the “Recurring Shift” box
• Select the days of the week (Mon, Tue, Wed, etc.)
• Set the start date and end date for the period
• The system shows: “X shifts will be created for this period”
• All shifts are created at once

Note

When creating a recurring shift, for example “From February 1 to 28, on Mondays, Wednesdays, and Fridays”, the system automatically creates all individual shifts for each matching day.

The Salary Cost Indicator

When creating a shift, a “Shift Salary Cost” panel appears with:

Information	Description
Already planned hours	Hours already assigned to this employee
This shift	Hours for this new shift
Total after	Total hours after adding the shift
Contract	Hours specified in the contract
Progress bar	Visual percentage of hours used

The bar changes color based on the situation:

Color	Meaning
Green	Hours still available
Amber	Warning, less than 10 hours remaining
Red	Overtime exceeded
Gray	No contract defined for this employee

If an hourly rate is configured, the panel also shows:

• Normal hours × rate = cost
• Overtime hours × premium rate (e.g., 150%)
• Net salary, gross salary, and total employer cost

Caution

The salary estimate is indicative. It’s based on the hourly rate and contributions configured in the employee settings. Check with your accountant for exact figures.

Deleting a Shift

1. In the weekly grid, hover over the shift
2. Click the trash icon that appears in the top right
3. A confirmation dialog appears: “Are you sure you want to delete this shift?”
4. Click “Delete” to confirm, or “Cancel” to keep the shift

Caution

Deletion is permanent. The shift will be removed from the schedule and cannot be recovered.

Sending the Schedule by Email

From an employee’s profile (Shifts tab), you can send the schedule by email:

Single Shift

Click the envelope icon next to a shift in the table. The employee receives an email with the shift details (date, times, position, notes).

Weekly Schedule

Click the “Send” button at the top of the shifts list. The employee receives a summary email with all their shifts for the week, grouped by day, with total hours.

Monthly Schedule

Switch to Month view then click “Send”. The employee receives all their shifts for the month with total hours and shift count.

Tip

The schedule email is sent to the email address configured in the employee’s profile. Make sure it’s correct before sending.

The Shifts Tab in Employee Profile

In the HR module, each employee has a Shifts tab that shows:

• A period selector (Week / Month) with navigation
• Statistics: total shift count and planned hours
• A detailed table with columns: Date, Times, Duration, Position, Notes, Actions

Duration is calculated automatically (e.g., a shift from 09:00 to 17:00 = 8h).

Buttons and Options

Button / Option	What it does
New Shift	Opens the shift creation page
Left / Right arrow	Navigates between weeks
Trash (on a shift)	Opens delete confirmation
Recurring Shift	Enables batch creation mode
Send	Sends the schedule by email to the employee
Envelope (in table)	Sends a single shift by email
Week / Month	Changes the displayed period
Cancel	Returns to schedule without creating
Create Shift	Validates and creates the shift(s)

Practical Examples

Example 1: Planning a full week for a waiter

1. Open Schedule and make sure you’re on the right week
2. Click “New Shift”
3. Select the employee (e.g., Marie Dupont)
4. Check “Recurring Shift”
5. Select Monday through Friday
6. Dates: Monday to Friday of this week
7. Times: 11:00 — 19:00
8. Position: “Dining”
9. Click “Create Shift” → 5 shifts created at once
10. Send the schedule by email from Marie’s profile

Example 2: Handling a last-minute replacement

1. An employee is absent on Tuesday
2. Go to the Schedule, find Tuesday’s shift
3. Delete it (trash → confirm)
4. Create a new shift for the replacement with the same times
5. Send them the notification by email

Example 3: Planning the full month for a part-timer

1. Click “New Shift”
2. Select the part-time employee
3. Check “Recurring Shift”
4. Select Tuesday and Thursday only
5. Dates: 1st to 28th of the month
6. Times: 09:00 — 13:00
7. The cost indicator shows hours vs contract
8. Click “Create Shift” → 8 shifts created

On the Tablet

Employees can view their schedule directly on the Capnio tablet in the establishment. The schedule appears in read-only mode: they see their upcoming shifts with dates, times, and assigned positions.

Note

Employees cannot modify the schedule from the tablet. Only the manager can create, modify, or delete shifts from the admin interface.

Frequently Asked Questions

How do I create a schedule for the whole team? Create shifts employee by employee. Use recurring shifts to go faster: an employee with the same schedule every week can be set up in a single operation.

Can I duplicate last week’s schedule? Not directly. Use recurring shifts over multiple weeks to reproduce a regular schedule.

Do employees get notified when a shift is created? Not automatically. Use the “Send” button to email them the schedule when it’s finalized.

What happens if I create a shift that exceeds the contract? The cost indicator turns red and shows overtime hours. The shift is still created — it’s a warning, not a blocker.

What language is the schedule email sent in? The email is currently sent in French. Dates and times are formatted according to the browser’s regional settings.

Can I export the schedule as PDF? Not yet directly. You can send the schedule by email to the employee, who can print it from their email.

Pro Tip

Tip

Use recurring shifts as much as possible. Instead of manually creating 5 shifts from Monday to Friday, create a single recurring shift in 30 seconds. It’s the fastest way to build a complete schedule.