How do I log past shifts from the Schedule?

"Assign & log past shifts" lets an administrator add one or more profiles to shifts that have already ended and credit those users their hours in the same action. It is built for situations where check-in and check-out did not happen live, for example when you are recording attendance after the fact or someone forgot to check people in.

How do I open it?

1. Go to the Schedule page.

2. On the top right, click Actions.

3. Open the Assign shifts group and select Log past shifts.

This feature lets you assign users to past shifts that already exist so they appear on your calendar and their hours are logged. If the shift was never created, you can create the past shift first and then assign users to it.

How does the pop-up work?

It is a two-step process with a counter at the bottom that always shows how many profiles and how many shifts you have selected.

• Step 1: Select profiles. Choose one or more profiles from your user list. You can filter, sort, and use Select all. Click Continue when at least one profile is selected.
• Step 2: Select shifts. Choose the past shifts you want to log hours against, then click Save. You can use Back to return to Step 1 at any time without losing your selections.

How do I control which past shifts appear?

Step 2 includes a filter bar:

• Start date and End date set the window of past shifts shown. By default this is the last 7 days through now. You cannot select a future date.
• Opportunities limits the list to specific opportunities. It shows "All opportunities" when nothing is selected, or "N selected" once you choose.
• Regenerate appears once you change any filter away from its default. Click it to refresh the shift list using your current filters.
• Reset dates appears after a search has run. It restores the default date window and opportunity scope.

If you open this tool from inside a specific Opportunity Dashboard, the list is locked to that opportunity and the Opportunities filter cannot be changed.

What if the shift I need does not exist yet?

Use the Create shifts button (plus icon) in the Step 2 filter bar to create the past shift inline, then select it. You can also click the edit action on any shift row to adjust its number of spots, or click a row to open its full details.

How are the hours credited?

When you save, each selected user is enrolled in the shift in a checked-out state with the shift's start and end times applied, so they are credited the full duration of the shift as logged hours. If a user was already checked out of a shift, they are left as they are and are not logged or notified again.

Can I notify users that their hours were logged?

Yes. When you click Save, a confirmation window appears with the option "Notify each user that their hours have been logged", which is turned on by default.

• When it is on, each affected user receives the same notification they would get from a normal end-of-shift checkout. You can also add an optional custom message.
• When it is off, the hours are logged silently and no notification is sent.

Coordinators and watchers are never notified by this action.

Why were some shifts skipped?

After saving, you may see a "Some shifts were skipped" message. Shifts are skipped when:

• They have not ended yet. This tool only works on shifts whose end time is in the past.
• They conflict with a user's time off (PTO).

Skipped shifts are listed by reason so you know what to adjust.

What about spot availability?

A shift must have enough open spots for the number of profiles you selected. Shifts without enough spots are not assigned and show an insufficient-spots indicator. Use the edit action on the shift row to increase the number of spots before saving.

Do I need a paid plan or special access?

• This feature is available on paid plans. On the free tier, selecting Log past shifts shows an upgrade prompt instead.
• You also need create-shift access. Without it, the action and the inline Create shifts button show an access-restricted message.

What happens with very large batches?

If you are logging a large number of assignments at once, the request may be processed in the background. You will see a confirmation that it is processing, the schedule will refresh, and any skipped shifts are reported once processing finishes.

Users never see this process while it happens. The only thing an affected user may receive is the "hours logged" notification afterward, and only if you leave that option turned on.

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