User GuideShift Management

Shift Management

Schedule shifts at your job sites, see who is on site, and pay for the hours people really worked. Workers clock in and out with the TeamTrackin mobile app. You run everything from the web app.

Job Sites, Scheduling, Attendance, Live Map, Swaps, Payroll

Table of Contents

Overview & Plans Who Works Shifts Job Sites Scheduling Attendance Live Map Shift Swaps Shift Settings Notifications App Health Reports & Payroll Privacy

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User GuideShift Management

Overview & Plans

Shift Management is for teams who work at job sites, not at a desk. You create job sites, schedule shifts and publish them. Workers get the shift on the TeamTrackin mobile app and clock in when they arrive. You see attendance and a live map in the web app. Worked hours flow into reports and payroll.

In the web app sidebar, all pages sit under the Shift Management section:

ScheduleAttendanceLive mapSwapsJob sitesApp healthShift settings

Plans and pricing

Shift plan

$4.99per user / month

Yearly: $53.89 per user / year (10% off)

A standalone plan for shift-only teams. Every user can work shifts.

Shift add-on

$3per shift seat / month

Yearly: $32.40 per seat / year (10% off)

Add shifts to Basic, Standard or Premium. You pay only for Field and Both seats.

Turning it on

Only the owner can change the plan.

Open Plan overview

Go to your billing area and open Plan overview.

Click “Add Shift add-on”

Confirm the add-on. The Shift Management section appears in the sidebar.

Pick who works shifts

Give the right people a Field or Both seat. See the next section.

On the standalone Shift plan, Shift Management is already on. You don't need the add-on.

Who Works Shifts

Each user has a seat type. The seat type decides which app they use and whether they can be scheduled.

Seat type	Uses	Can be scheduled?
Desktop	Desktop agent only. Normal time and productivity tracking.	No
Field	Mobile app only. Works shifts at job sites.	Yes
Both	Desktop agent and mobile app.	Yes

Who works shifts? — seat picker

Ali Raza

DesktopFieldBoth

Sara Khan

DesktopFieldBoth

John Miles

DesktopFieldBoth

Maria Lopez

DesktopFieldBoth

Where to change it — Shift Management → Shift settings → Manage workers, or the Users page.

Billing on the add-on — Field and Both seats are billed on the Shift add-on. Desktop seats are not.

Billing on the Shift plan — Everyone is billed on the Shift plan.

Only Field and Both workers appear as rows on the Schedule. If someone is missing, check their seat type first.

Job Sites

A job site is a place where shifts happen. Each site has a pin on the map and a geofence circle around it. The app uses the geofence to tell if a worker is on site.

Shift Management → Job sites → New site

◎ Use my location

Site name

Harbour Warehouse

Geofence radius

150 m

Timezone

Europe/London (auto)

Address

12 Dock Rd

Open Shift Management → Job sites

Click to add a new site.

Drop a pin

Click the map where the site is. If you are standing at the site, click “Use my location”.

Set the geofence radius

Choose between 50 and 2000 metres. The default is 150 m. Make it big enough to cover the whole site and car park.

Check the timezone

The timezone is detected from the pin. You can pick a different one by hand if needed.

Save

The site is now ready to use on the Schedule.

GPS on phones can drift by 20–50 m, more indoors. A radius that is too small causes false "off site" flags.

Scheduling

Open Shift Management → Schedule. You see one week. Each row is a worker and each column is a day.

Shift Management → Schedule

Week of 14 Sep2 drafts

Copy last weekPublish week

Mon

Tue

Wed

Thu

Fri

Open shifts

08:00–16:00 · 1 short

Ali Raza

08:00–16:00

22:00–06:00 ☾

08:00–16:00 · draft

Maria Lopez

12:00–20:00

12:00–20:00 · draft

Click a day in a worker's row

A shift form opens for that worker and day.

Fill in the shift

Pick the job site, start and end time, unpaid break and headcount. If the end time is before the start time, it becomes an overnight shift that ends the next day.

Save as a draft

Drafts are only visible to admins. Workers are not told yet.

Publish

Click “Publish week” to publish every draft in the week at once. Workers get a push and an email.

Feature	What it does
Draft vs published	Drafts are private to admins. Published shifts show on the worker's app and send notifications.
Overnight shifts	A shift that crosses midnight, e.g. 22:00–06:00. It belongs to the day it starts.
Headcount & Open shifts	Set how many people a shift needs. Unfilled places show in the Open shifts row with a “short” badge.
Copy last week	Copies all shifts from the previous week into this week as drafts.
Repeat every week	Makes the shift repeat. The next 4 weeks are created straight away.
Cancel	Keeps the shift on record as cancelled and tells the worker. Use this for published shifts.
Delete	Removes a draft that nobody has seen yet.

Times and timezones

Site time — Shift times are always shown in the job site's timezone.

“Your time” line — If you are in a different timezone, a small line under the shift shows the time where you are.

Shifts without a site — These use the company timezone from Shift settings.

Publishing notifies workers right away. Check the week before you click Publish week.

Attendance

Open Shift Management → Attendance to see every shift for a day and what happened with it.

Shift Management → Attendance

Scheduled

On site

Late

No-show

Ali RazaHarbour Warehouse08:00–16:0008:03On siteAdjust

Maria LopezNorth Depot08:00–16:0008:17LateAdjust

Tom HaleNorth Depot08:00–16:00—No-showAdjust

Sara KhanHarbour Warehouse14:00–22:00—UpcomingAdjust

Status	Meaning
Upcoming	The shift has not started yet.
Not clocked in	The shift has started but the worker has not clocked in.
On site	The worker is clocked in.
Completed	The worker clocked out.
No-show	The worker did not clock in before the no-show time.
Late	The worker clocked in after the late threshold.

KPIs — The tiles at the top count scheduled, on site, late and no-show shifts for the day.

Filters — Filter by date, job site, worker and status.

Adjust — Fix a clock-in or clock-out time. A reason is required. The row then shows an “Edited” tag.

Record for a worker — Clock someone in or out for them when they have no phone or their phone died.

Route link — Opens the worker's route for that shift on the Live map.

Every edit is saved with who made it, when and why. The original times are kept.

Live Map

Open Shift Management → Live map to see everyone who is clocked in right now. The map updates every 30 seconds.

Shift Management → Live map

Harbour Warehouse

Arrived 07:58

Left —

Marker	Meaning
Green	Inside the job site's geofence.
Red	Outside the geofence.
Grey	The shift has no geofence (no job site).
Faded	No signal from the phone for 10 minutes or more.

Click a worker to see their route for the shift and the times they Arrived at and Left the site.

Shift Swaps

Workers can ask a teammate to cover a shift from the mobile app. You have the final say.

Worker asks a teammate

In the app, the worker taps “Can't make it?” on the shift and picks a teammate.

Teammate accepts

The teammate gets a notification and accepts or declines.

Admin approves or declines

Open Shift Management → Swaps. Approve to move the shift to the teammate, or decline to keep it as it is.

Shift Management → Swaps

Ali Raza → Maria Lopez

Thu 17 Sep · 22:00–06:00 · Harbour Warehouse

Teammate accepted

DeclineApprove

You can't approve a swap after the shift has started. Deal with late requests on the Attendance page instead.

Shift Settings

Open Shift Management → Shift settings. These rules apply to the whole company.

Setting	What it does	Default
Outside the site	Allow & flag — the worker can clock in, and the entry is flagged. Block — the worker can't clock in until inside the geofence.	Allow & flag
Late after	Minutes after the start time before a clock-in counts as late.	10 min
No-show after	Minutes after the start time before a missing clock-in becomes a no-show. Must be longer than “Late after”.	30 min
Auto clock-out	Clocks the worker out 60 minutes after the shift ends if they forget.	On
Company timezone	Used for shifts without a job site.	—
Location history	How long location points are kept: 6 to 12 months.	6 months
Email workers	Send shift emails to workers as well as push notifications.	On
No-show alerts	Tell admins when a worker becomes a no-show.	On
Weekly summary	Send admins a weekly summary email.	On

Manage workers is also here. Use it to change who has a Field or Both seat.

Notifications

TeamTrackin sends these messages automatically. You can turn some off in Shift settings.

Event	Who gets it	How
Shift published	The worker	Push + email
Shift changed	The worker	Push + email
Shift cancelled	The worker	Push + email
Shift starts in 1 hour	The worker	Push
Swap events	The workers involved — asked, accepted, declined, approved. Admins are told when a swap is waiting for approval.	Push
No-show	Admins (turn off with “No-show alerts”)	Alert
Weekly summary	Admins	Email, Mondays at 07:00 UTC

App Health

Open Shift Management → App health to check each worker's phone. Most attendance problems start here.

Column	What to look for
App set up?	Has the worker signed in to the mobile app?
Location permission	AlwaysWhile openOff
Notifications	On or off. If off, the worker won't see shift updates.
Unsynced updates	Clock-ins or location points still on the phone, waiting for signal.
Rejected updates	Updates the server could not accept, e.g. for a cancelled shift.
GPS accuracy	How precise the last location was. Big numbers mean poor signal.
Battery use	Whether the phone is limiting the app in the background.

Common fixes

Location is “While open” — Ask the worker to set it to “Allow all the time” (Android) or “Always” (iPhone).

Location or notifications off — Worker opens Profile → Location & notification access in the app.

Updates stuck on the phone — Worker opens the app with signal. They must not log out or uninstall first.

Faded on the map on Android — Set battery use to Unrestricted. See the mobile app guide for each phone brand.

Reports & Payroll

Open Reports → Shifts for shift numbers over any date range. You can download it as a PDF.

Reports → Shifts

312h

Scheduled

298h

Worked

Late

96%

Attendance

In the report — Scheduled vs worked hours, shifts attended, late %, no-shows, attendance %, hourly shift pay, hours by job site.

Worked time — Clock-out minus clock-in, minus the scheduled unpaid break.

Which day — Hours count on the shift's local start date, so overnight shifts land on one day.

Payroll — Shift hours are included in Payroll calculated pay, the Timesheet and Team overview.

Productivity — Productivity scores use desktop time only. Shift hours don't affect them.

Privacy

Location tracking is built to be fair to workers.

Only while clocked in — The app shares location only between clock-in and clock-out.

Visible to the worker — The worker always sees an indicator on their phone while sharing is on.

Stops at clock-out — Tracking ends as soon as the worker clocks out, or at auto clock-out.

Retention — Location history is deleted after the period set in Shift settings (6–12 months).

Audited edits — Every change to attendance times is logged with who, when and why.

Tell your workers what is tracked before they start. Share the Mobile App guide with them.

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Run Every Shift From One Place

Schedule shifts, see who is on site and pay for real hours worked — with the web app for admins and the mobile app for workers.

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Shift Management

Overview & Plans

Plans and pricing

Turning it on

Who Works Shifts

Job Sites

Scheduling

Times and timezones

Attendance

Live Map

Shift Swaps

Shift Settings

Notifications

App Health

Common fixes

Reports & Payroll

Privacy

Run Every Shift From One Place