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The Schedule surface is where you plan and manage all employee work events. You can create individual shifts, run the auto-scheduler to generate a full proposal, publish reviewed drafts to make them visible to employees, and handle coverage requests when someone needs a replacement. Open it by selecting Schedule from the admin sidebar or navigating to /admin?tab=schedule.

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Schedule views

Yrka gives you several views of the same schedule data. Switch between them to match the task at hand.
The calendar layout shows shifts in a monthly, weekly, or daily grid. Use it for a high-level picture of coverage across dates. Select any event to open its detail panel without leaving the calendar.
  • By-hour view — shows the timeline of shifts for a single day, useful for spotting gaps in hourly coverage.
  • Selected-day detail — focuses on one day’s assignments, maker slots, and coverage counters.
  • Stack and split views — arrange multiple employees or roles side by side for comparison.

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Coverage labels

Every shift carries a coverage label that tells you its current state at a glance.

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Create and edit shifts

1

Open the new event dialog

Select New or Add Event in the Schedule header. To edit an existing shift, select it in the calendar or list view.
2

Fill in the shift details

Enter the title, event type (shift, meeting, training, time off, or other), job, location, start and end time, required employee count, required hours, and any role requirements. Add a description and maker notes if the shift has context other admins should know.
3

Add shift slots (optional)

Use Shift Slots to define distinct coverage windows within one event — for example, opener, mid, and closer slots with different times and staffing counts.
4

Assign employees

Assign one or more employees directly in the event dialog, or use the Scheduler to drag from the staff pool. The details panel shows each employee’s availability, role fit, and coverage posture before you confirm.
5

Set up recurrence (optional)

Enable recurrence only when the pattern is intentional. Set the repeat days and repeat end date. When you need to change a single occurrence later, edit it as an override so the base event stays intact.
6

Save as draft

Save the event as a draft while it still needs review. Drafts are not visible to employees.
If you edit the base event of a recurring series, all future occurrences inherit the change. Use overrides to modify individual dates without affecting the rest of the series.

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Shift templates

Apply active shift templates to seed a draft schedule for the selected week. Templates preserve time, job, location, coverage requirements, maker slots, and weekly rotation rules, so alternating patterns can be applied without manual copy-and-paste. Manage templates from the Schedule header controls.

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Auto Fill (auto-scheduler)

Auto Fill generates a draft proposal from your existing schedule events, current assignments, employee availability, role requirements, and target-hour settings. The proposal is always saved as a draft — it is never published automatically.
1

Open the auto-scheduler setup

Select Auto Fill from the Schedule header to open the setup dialog.
2

Configure the proposal parameters

Review and set the date range, company jobs, departments, teams, job roles, employees, target hours, availability constraints, coverage requirements, conflict posture, overtime approach, break and geofence policy risk, and schedule-window posture.
3

Generate the proposal

Select Generate. Yrka creates a draft proposal and flags any policy-sensitive warnings — including break review risks, geofence concerns, overtime approach signals, and schedule-window conflicts — before you review the output.
4

Review warnings and assignments

Inspect each proposed assignment. Availability windows that blocked a proposal appear as warnings. Adjust employees, slots, jobs, or dates as needed.
5

Accept and publish

Once the proposal looks correct, publish the reviewed shifts using the Publish action. Employees assigned to already-confirmed shifts receive the same in-app schedule notification used by manual publish paths.
The auto-scheduler is a proposal tool. Review its output before publishing. It never publishes shifts or notifies employees on its own.

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Publish and return to draft

Use Publish to confirm reviewed draft or ready shifts as visible to assigned employees. Use Publish ready to confirm only the covered, eligible drafts and leave underfilled drafts for further review. Use Draft to return published shifts to draft status before employees rely on them. When a published shift is edited, Yrka sends in-app schedule notifications to affected employees.

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Shift marketplace and coverage requests

When an employee needs someone to cover their shift, they submit a coverage request through the shift marketplace. As an admin, you review and approve or deny these requests before any schedule change takes effect.
1

Open the Marketplace Review panel

When coverage work items are waiting, the Marketplace Review panel appears in Schedule. You can also review coverage items from Admin > Messages > Inbox.
2

Inspect the request

Review the request title, requester, offered replacement employee, and the suitability signals — including role fit, availability, time-off conflicts, target hours, max hours, and payroll-period lock status.
3

Approve or deny

Select Approve when the replacement is correct and the shift remains covered. Select Deny when the request should not change the schedule.The Approve button stays unavailable until a valid replacement employee has been offered. The server blocks approval when hard suitability checks fail.
4

Confirm the schedule update

After approval, the schedule assignment updates, the original assignee and eligibility evidence is preserved on the request, and Yrka notifies the requester, the selected replacement, and any non-selected offerers.
Employees cannot approve their own replacements or transfer schedule authority directly. All marketplace changes require admin review.

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Company holidays

Manage company holidays from Schedule or from Settings > Scheduling. Both destinations write to the same holiday set, which is used by schedule planning, timekeeping, and payroll-prep context. Keeping holidays current ensures paid non-work context is consistent across all surfaces.

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Common issues

Resolve underfilled coverage, conflicts, missing employee assignments, or draft status on the affected shifts before publishing.
Confirm the shift is published and the employee is assigned. Draft shifts are not visible to employees.
Check the employee’s active status, job and team context, and schedule permission grants.
The request may not yet have a valid replacement employee, or hard suitability checks — such as availability conflicts or payroll-period locks — may be blocking approval.
Check for a date-specific override before editing the base event. Editing the base event changes all future occurrences.
Publishing confirms operational schedule visibility. It is not payroll approval and does not guarantee labor-law compliance. Schedule planning warnings — including overtime approach signals and coverage gaps — support review but do not make compliance decisions.