This article describes the Booking module.
The booking module integrates effortlessly with all parts of the solution, including the Employee Portal, Employee mobile app, Company Portal, and other staffing modules.
The booking module is packed with powerful features:
- Booking creation: Customers can now log into the Company Portal and create bookings directly, complete with shifts, attachments, and all necessary details. Staffing admins can quickly set up bookings on behalf of customers just as easily.
- Shift management: Create shifts, add employees, and check their availability - all in one place. The system even suggests relevant employees for each shift, and with one click, you can request them to accept or decline.
- Custom tabs: Add multiple tabs and choose whether each tab should show shifts or bookings. Each tab remembers its own filters, grouping, and sorting—giving you instant access to your preferred setup every time.
- Auto-assignment: There is no need for manual follow-ups. Employees who accept shift requests can be automatically assigned, cutting down on management overhead.
- Secure team communication: Seamlessly integrated with the chat, allowing your team to communicate securely and encrypted with employees about shifts and bookings - no extra costs, no SMS fees, just efficient, built-in messaging.
- Enhanced communication: Leave notes and project details for employees, ensuring they have everything they need to succeed. Customers also benefit from transparent booking status updates.
- Access control: Robust permissions ensure customers and employees only see what they need to, keeping sensitive information secure.
- Integrated solution: The module syncs directly with employee calendars and the log work module, creating a unified workflow.
- Flexible staffing: Request anyone from your employee database to take on a shift, even before the job is fully created.
- Overview: A centralized screen lists all active bookings or shifts, with filtering options to track their status at a glance.
Overview
Once you access the Booking module, you will see a table with existing bookings. The different columns showcase various booking details, such as the name of the booking, due date, period, project, etc. At the top of this table, you will see options to add new bookings and speed up your search by applying filters or typing into the search bar.
Filters
Use filters to quickly locate existing bookings.
Activity section
The activity section appears on the right side of the booking overview. It improves visibility and collaboration across Shifts and Bookings. It allows you to track all actions performed on a booking, including shift creation, assignments, and status changes. You can see who did what and when, with clear user attribution as well as leave comments directly within the activity feed.
Creating a booking
When creating a new booking, you can specify all necessary details, add files, configure shifts, and select employees. The address field in both Projects and Bookings gives you better location context and flexibility when managing on-site work. When creating a Booking, the address will be automatically prefilled from the Project, saving you time. However, you can easily tailor the address to match the specific location of that Booking.
Creating shifts
In the Shifts tab, you can add new shifts and assign employees to them.
The scheduling interface supports a full-screen view, allowing users to manage shifts across the entire schedule at once, rather than adding them individually. Predefined shift types—such as "Day Shift" or "Evening Shift" – can be set up with default hours and optional breaks, and selected during scheduling to auto-fill shift details.
Shifts can be added quickly using an interactive date picker. Clicking on a date assigns a shift instantly; clicking multiple times assigns multiple shifts to the same day. National holidays are displayed directly in the calendar view, helping users plan around key dates without switching screens.
Recurring shift patterns can be created by selecting a time range and applying shift types across multiple days. Visual indicators, such as icons for overnight shifts crossing midnight, provide additional clarity during scheduling.
There are two modes available: regular and shift schedule. In regular mode, you can add a shift type that will automatically populate the fields or indicate details manually. Read more about custom shift types here.
For the second option – shift schedule mode, the shift schedules have to be initially added in the Staffing settings. For more information, see Setting up a shift schedule.
Click the Settings button to choose how you want to add breaks to a shift.
You can select one of two options:
- Break as Quantity (Minutes) – Specify the total duration of the break as a number of minutes (for example, 30 minutes).
- Break as Time Interval – Enter the exact time period for the break (for example, 12:00–12:30).
This lets you decide whether to track breaks by total duration or by specific start and end times.
Once the shift has been created, you can select it and assign it to available employees or request availability.
Employees can be searched by typing their names or applying filters such as team, availability status, attributes and more.
When sending requests, employees will be notified on the web and in the mobile app, where you can, in addition, notify them by SMS, email, or both.
The shift tab also offers access to different functions through right-click: