Understand the Shifts Screen

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At a glance

The Shifts screen is the daily operational hub for running a shift in OneClick. It shows who is on the clock, what positions they are working, how long they have been on break, and whether they are on track to hit ratings and training targets. This article is the canonical reference for every element of that screen; separate How-To articles cover specific workflows (creating shifts, auto-scheduling, rotating buddies, copy and paste layouts).

Before you start

This is a reference article. Read it once to build the mental model of what each element on the Shifts screen is for, then come back for specific concepts when a gotcha or question comes up. Related How-To articles link here for vocabulary and focus on workflow.

Core reference content

What the Shifts screen is

The Shifts screen is where leaders track and control the team on a daily basis. It combines three views in one surface: the layout of today's positions, the roster of team members on those positions, and the shift-level stats that tell a leader at a glance how the shift is going. From this one screen, leaders assign team members, manage breaks, run the Auto-Scheduler, track rotating buddies, and push into related workflows (Checklists, Ratings, Moola).

The Action Bar

Across the top of the Shifts screen is the action bar. From left to right it contains:

1. Moola - opens the Moola award flow.
2. Prompts - opens the Ratings Prompts panel. A badge on the button shows the count of pending prompts.
3. Lists - opens the Checklists panel. A badge shows the count of active or incomplete lists.
4. Auto Schedule - triggers the Auto-Scheduler. An eye icon appears adjacent to this button. VERIFY: confirm exact label and eye-icon relationship (Q29).
5. Collapse All - collapses all layout sections.
6. Collapse Info - collapses the info/stats header area.
7. Layout Editor - opens the Layout Editor for the current template.
8. + Create Shift - opens the Create Shift modal to add a shift directly in OneClick.

FOH and BOH Areas

OneClick separates workflows into Front of House (FOH) and Back of House (BOH) to streamline operations. The FOH/BOH toggle at the top-left of the Shifts screen switches the view between the two areas. This same toggle applies across several other features in OneClick: Setups, Checklists, Training Ratings, Passports, and Team Member List. Switching FOH/BOH on one screen changes the active area on the others.

Stores with operations that do not fit neatly into two areas can have additional areas added (for example, a Driver area that carries its own positions and team members). Custom areas are configured by support; contact them to request an area beyond FOH and BOH.

Day Notes

The Day Notes block appears above the layout grid at the top of the Shifts screen. It is store-level content - all leaders on shift see the same Day Notes for that date. Notes can be expanded or collapsed inline. Day Notes are used for pre-shift communications, daily reminders, or store-wide announcements that do not belong in a specific area's checklist.

The Roster

The roster is the list of team members assigned to today's shift. Each roster card shows:

1. Name.
2. Shift time (start to end). If the shift time appears in red italics, the shift has been flagged - VERIFY: confirm the exact trigger condition for red italic shift-time (Q30, pending Jared).
3. Position assignment.
4. Training level tag based on the team member's ratings for the position they are in.
5. Break status (on break, due for break, break complete).
6. Minor age information. A capital M marks ages 16 to 17; a lowercase m marks ages 15 and under; no tag appears for ages 18 and older.
7. Birthday when applicable.
8. Late check-in badge. If a team member clocks in after their scheduled start time, a red "Past Nm" badge appears below their name on the roster card, where N is the number of minutes late.
9. First Day badge. Appears on the team member's roster card and in the Highest Position column when today is their first scheduled shift. Visible in both FOH and BOH views.

Additional indicators on the card flag team members who are closing today, new to the team, assigned a checklist, or designated as a trainer or trainee.

Shift Stats, Legend, and Indicators

Shift Stats appear at the top of the Shifts screen and give leaders a one-look status of the shift. The stats shown depend on the current FOH/BOH view.

FOH view - 5 stats: Team Members, Assigned, Shift Strength, Minors, Closers.

BOH view - 6 stats: Team Members, Assigned, Leader, New Recruits, Closers, Openers.

Shift Strength averages all the training ratings of the assigned team members for their assigned positions. A higher number means the team on the floor collectively has stronger training ratings.

Break Timing Icons sit in the same stats area. They help leaders see which breaks are coming up, which are in progress, and which are overdue. A team member who has gone over their scheduled break time is flagged in this area so leaders can address compliance gaps in real time.

Min-Number Signals

When a position has a minimum staffing requirement and that minimum is not met, OneClick surfaces two visual signals simultaneously:

1. A red triangle appears on the position card label in the layout grid.
2. Red dots appear on the area-header dot row for that area, making the shortage visible at the section level even if the specific position is scrolled out of view.

These signals clear as soon as the minimum is met via drag-and-drop assignment.

Assigning team members to positions (drag and drop)

Position assignment on the Shifts screen uses drag and drop. The same gesture covers several tasks:

1. Assigning a team member to a position for the first time.
2. Moving a team member to a different position.
3. Setting up rotating buddies (see below).
4. Initiating break management.

Team members can be assigned to multiple positions in a single shift. Drag from the roster onto one position to make the first assignment, then drag from the assigned roster onto additional positions to stack assignments for the same person.

Break toggle. A single tap or click on the break toggle on a roster card starts or ends a team member's break. No separate modal is required for standard break management.

Rotating Buddies

Rotating Buddies is OneClick's feature for tracking team members rotating between two or more positions during a shift. Two things happen with rotating buddies: the rotations themselves are tracked with a count-up timer, and the total number of rotations in the set is counted.

The concept is particularly useful for positions that benefit from regular rotation (drive-thru pulls, order taker and window, drinks 1 and drinks 2) where a leader wants to see at a glance how long the current person has been in their current seat and how many times the set has rotated.

Assigning leaders to FOH or BOH

Leader assignment to areas depends on HotSchedules job codes. Three common patterns:

1. Leaders with a single shared job code (for example, all leaders coded as "Leadership" or "Shift Leader"). These leaders appear in both FOH and BOH by default. OneClick does not try to distinguish which area they belong in.
2. Leaders with distinct area-specific job codes (for example, "FOH Leader" and "BOH Leader"). These leaders appear only in their designated area.
3. Administrative or office roles that should or should not appear on the schedule. Use an FOH or BOH Leader code to keep them on the schedule; use an Administrator code to keep them off.

Common job code to area mappings (contact support to add custom job codes):

• Leadership, Shift Leader, Team Leader - Both FOH and BOH
• FOH Leader - FOH area only
• BOH Leader - BOH area only
• Administrative (on schedule) - Use FOH or BOH Leader code
• Administrative (off schedule) - Use Administrator code

Adjusting team member areas in the moment

Leaders can override area assignments directly on the Shifts screen without going back to HotSchedules. Long press or long click on a team member's name, scroll to the person's schedule, press Edit, and force-assign them to FOH or BOH. The override applies to the current shift.

Auto-Scheduler

Auto-Scheduler is OneClick's one-click position-placement feature. Tap Auto Schedule in the action bar and it immediately reads every assigned team member's training ratings, then places them in the positions where their ratings suggest they will find the most success. There is no separate configuration modal; execution is immediate. The design principle is "Aces in their Places." The Auto-Scheduler output is a starting point, not a final decision; leaders can refine, adjust, and double up positions after the auto-run.

Layouts and time slots

The Shifts screen is built around time-slot layouts. Time slots appear as tabs across the layout area - one tab per time block. Tapping a tab switches the layout grid to that time slot's position assignments. Most stores have standard layouts for standard parts of the day (open, lunch rush, afternoon, dinner rush, close). The + button at the end of the time-slot tab row lets leaders add a new layout on the fly, which is useful for:

1. An unexpected rush that needs a different position mix than the standard layout.
2. A single-day staffing configuration that should not carry forward.
3. Testing a template layout to see how it would look before adopting it.

Copy and paste layout assignments let leaders replicate the shift pattern from one time slot to another. For example, when a leader finishes setting up the 9:00 am layout and moves to the 11:00 am layout, clicking Copy 9:00 replicates the assignments for team members whose shifts span both time slots, leaving only the new-arrival and shift-end adjustments to be made manually. Copy can pull from a later time slot as well; when setting up the 11:00 am layout, a leader can copy from the 2:00 pm layout by clicking Copy 2:00.

Collapsable sections

On mobile devices, long sections can collapse to keep the screen readable. When a leader drags a team member toward a collapsed section, the section auto-opens to accept the drop, then returns to its collapsed state afterward. This is designed so that mobile users can stay oriented on a long layout without losing drag-and-drop access.

Creating shifts directly

HotSchedules is the primary scheduling platform for most OneClick stores. When a team member is scheduled in HotSchedules, the shift syncs to OneClick within about ten minutes. For stores that do not use HotSchedules, or for quick additions (walk-in team members, last-minute coverage), the + Create Shift button in the action bar opens the Create Shift modal:

1. Set the start time (defaults to 11:00 AM).
2. Set the end time (defaults to 4:00 PM).
3. Select one team member from the Select Employee field. The Submit button is grayed out until an employee is selected; tap Submit to create the shift.

The modal does not include a date selector or area selector. The shift is created for today in the current FOH/BOH view. One team member per modal; repeat for additional shifts.

Editing shifts works similarly. Long press or long click on a team member's name in the lineup to open their profile preview, scroll to Schedule, press Edit on the relevant shift, change the employee, start time, end time, or area, then press Save All. Unchecking both FOH and BOH associations on a shift deletes the shift.

HotSchedules integration

Stores on HotSchedules get their team roster, shifts, job codes, and area assignments from HotSchedules automatically. Ten-minute sync cadence is typical. Changes made directly in HotSchedules (adding a walk-in, removing a no-show) flow into OneClick on the next sync.

Removing a team member from a specific lineup on the Shifts screen does not remove them from HotSchedules. It only crosses them out visually on today's lineup and pushes them to the bottom of the list. Click the name again to re-add them to the active lineup. For permanent schedule changes, use HotSchedules.

A team member who has no scheduled shifts in HotSchedules for an extended period has their OneClick account archived automatically. When they get scheduled again, access restores automatically. To keep a user active regardless of current scheduling (a Director who rarely has a coded shift but needs full access), use the Longterm Employee permission.

Customization

Shifts settings that can be adjusted per store include additional area names beyond FOH/BOH, custom job code to area mappings, and area-specific behavior for specific leader roles. Most of these go through support rather than self-serve settings; contact support to request customization.

Video

Video coming soon.

Common gotchas

The FOH/BOH toggle changed what I see everywhere, not just Shifts.

The toggle is global across features that have FOH/BOH separation (Checklists, Training Ratings, Passports, Team Member List, Setups). This is intentional: if you are looking at FOH operations, the whole product should reflect that context. Flip the toggle back when you want to see BOH or to review the other area.

A team member I added in HotSchedules is not showing up on the Shifts screen.

HotSchedules sync runs roughly every ten minutes. If the addition was recent, wait and refresh. If they still do not appear after twenty minutes, check that the shift was actually saved in HotSchedules and that the team member's email in HotSchedules matches the email they use to log in to OneClick. For last-minute coverage where ten minutes is too long, use + Create Shift directly in OneClick.

I scheduled someone in HotSchedules but their OneClick account looks archived.

Accounts auto-archive when a team member has no scheduled shifts. When they get scheduled again, access restores automatically on the next sync. If this pattern happens frequently for a specific person (for example, a GM who rarely has coded shifts), apply the Longterm Employee permission so their account stays active regardless of scheduling.

My leader appears in both FOH and BOH and I only want them in one.

This happens when the leader's HotSchedules job code is generic (Leadership, Shift Leader) rather than area-specific. Options: change the HotSchedules job code to FOH Leader or BOH Leader, or use Adjust Team Member Areas on the Shifts screen to force-assign for a specific shift. Long-term, changing the job code in HotSchedules is cleaner.

Auto-Scheduler put someone in a position they cannot actually work.

Auto-Scheduler reads training ratings. If the ratings do not reflect current training (for example, a team member has been retrained since their last rating but has not been rated again), the placement may not match reality. Re-rate the team member for the relevant position, or adjust the Auto-Scheduler output manually. Auto-Scheduler output is a starting point, not a final assignment.

Rotating Buddies set says the rotation has been running for four hours.

The count-up timer runs until a leader presses the arrows again to mark a new rotation. If the set has been running for four hours, the team member has not been rotated; start a fresh rotation by pressing the arrows. Rotating Buddies depends on leaders actively marking rotations, not on automatic detection.

I copy-pasted a layout from the previous time slot and the positions look wrong.

Copy and paste replicates position assignments for team members whose shifts span both time slots. Team members whose shifts ended between the two slots are not copied forward (correctly); team members whose shifts started between the two slots are not copied from a layout they were not in (also correct). Adjust manually for the new arrivals and positions that need coverage change.

I added a new layout but the wrong team members appear on it.

New layouts are created at a specific time, and the roster is populated from the team members scheduled to be working at that time. If you created the layout for 11:00 am, only team members scheduled to be on-shift at 11:00 am appear. Check the roster against HotSchedules if this looks wrong.

I want to remove someone from the lineup temporarily without removing them from HotSchedules.

Click their name in the lineup. They get crossed out and pushed to the bottom. Click again to re-add them. This is visual-only; it does not change their HotSchedules record.

Related articles

1. Create and Edit a Shift (How-To)
2. Use Auto-Scheduler (How-To)
3. Set Up Rotating Buddies (How-To)
4. Copy and Paste Layout Assignments (How-To)
5. Troubleshoot a Team Member Not Seeing Their Shift (Troubleshooting)
6. Understand Job Codes (Reference). Covers the HotSchedules job code to area mapping referenced in this article.
7. Assign a Checklist to a Position (How-To). Uses the same drag-and-drop position grid.
8. Answer a Rating Prompt (How-To). Uses the Prompts panel accessible from the Shifts screen.
9. Award Moola to a Team Member (How-To). Path A uses the Shifts screen Moola button.

Still stuck

If the Shifts screen is not loading, team members are not syncing from HotSchedules, or any of the workflows in this article are not behaving as described, submit a support ticket and include:

1. Your store number.
2. A screenshot of the Shifts screen showing the specific issue.
3. The team member and position involved if applicable.
4. Whether the store uses HotSchedules and when the last successful sync happened.
5. What you expected versus what you are seeing.

Support typically responds within one business day.

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Pre-publish checklist status

42 c13aa4f6-5130-450a-981e-8d9ae8c9978f complete All seven sections filled, adapted for Reference category.

43 9b762528-a6d7-4a6b-9b1c-7476d9ff72db complete No em dashes. UI paths use hyphens or prose.

44 e8ff8e20-722e-47a3-ba35-ce8f95d08a55 complete No hedge words.

45 67c1d8e6-ece2-4717-833a-68d378481400 complete Role references are permission-based.

46 009d4849-c3ff-4a2a-8479-6825fdebe28c complete No real identifying data in body or metadata.

47 76f99fed-1e1a-43dc-bbf9-ace005dca5f3 complete Phase 2 Core slot 19.

48 5183342c-18a5-4e89-be10-3d6b45dccd41 complete v2: 9 live-UI gaps added 2026-05-05. Action bar inventory, Day Notes, FOH/BOH-conditional Shift Stats, min-number signals, time-slot tabs, late check-in badge, First Day badge, red italic VERIFY, single-click break, Auto-Scheduler one-click, Create Shift singular.

49 1fe1304d-bb65-4404-986f-36aa79663a31 incomplete VERIFY Q29: Auto Schedule button - confirm exact label and eye-icon relationship.

50 510af101-b1fa-45b5-9ebb-8671d3e35e5d incomplete VERIFY Q30: Red italic shift-time - confirm exact trigger condition (pending Jared).

51 a33abb3d-f89c-4977-9eb8-00199337b339 incomplete VERIFY: Longterm Employee permission interaction with auto-archive.

52 df814861-2e5a-4add-9280-8861c2085f0a incomplete UI verified against Production (full pass).

53 21fe6b19-56da-4d15-9f8d-b87eb89cd924 incomplete Screenshots at decision points.

54 6ca736a8-9169-45d2-9085-f5010f4d4018 incomplete Related article links activated.

55 e27c9de1-a6f5-4776-9677-13220c036295 incomplete Primary search term tested in HubSpot KB search.

56 d7a907e3-f9e9-43cf-9000-255216092371 incomplete Reviewed by Jared.

57 e06b3066-6aba-4b6c-a9b4-ed7c460489b8 incomplete Reviewed by Kevin.

Source

Source of content is the existing kb.oneclickapp.com Shifts Overview article as uploaded to KBRW Turn 22 (April 24, 2026). v2 live-UI gaps sourced from the 2026-05-02 clickthrough log (store 99997), findings F-01 through F-NEW-17 and NIC series.