This guide explains how to efficiently set up, assign, and publish schedules when multiple departments within a single workplace independently manage shift work, as in hotels, hospitals, and factories.
Shift work management tasks such as schedule assignment and publishing can only be applied to members who are under the 'Shift Work' work type.
Step 1. Setting Up Store Schedule Management by Organization
First, create the workplaces where members will clock in. There are two tips for creating workplaces that fit your company's operational style.
Option A. [Centralized Management] Create a single workplace per building or work area
How to set up
Workplace settings — add your workplace here
A workplace refers to the management unit for shift work, such as a store, branch, factory, or hospital.
As shown in the example image below, enter a workplace name and check the organizations that report to this workplace under [Target], or set it to [All].
Preview of the team lead's shift management screen
When a team lead with work and leave edit + view permissions for their organization accesses [Shift Work Management], the workplace name [Hotel] appears in the workplace selection list.
Selecting it shows only the members and schedules of their organization, and they can assign and publish schedules for those members.
Option B. [Separated by Organization] Create multiple workplaces per department
How to set up
Workplace settings — add your workplace here
A workplace refers to the management unit for shift work, such as a store, branch, factory, or hospital.
Create a separate workplace for each organizational unit. (Enter the same address for each)
Workplace A name: Hotel - F&B Department_Restaurant A
Workplace B name: Hotel - F&B Department_Restaurant B
Important! Under
[Target], select only the single corresponding organization.
Preview of the team lead's shift management screen
When a team lead with work and leave edit + view permissions for their organization accesses [Shift Work Management], the workplace selection list shows [Hotel - F&B Department_Restaurant A].
Selecting it shows only the members and schedules of their organization, and they can assign and publish schedules for those members.
Once you've configured workplaces to match your company's operational style, click [Shift Work Management] in the left menu, then click the settings icon (Shift Work Settings) in the upper right.
In the [Shift Workplace Management] tab, set the workplace you added in the workplace settings as [Active] for shift work.
⬆️
Option A. [Centralized Management] Create a single workplace per building or work area - Workplace management example⬆️
Option B. [Separated by Organization] Create multiple workplaces per department - Workplace management example
You can add schedules and shifts to use at the added [Workplace].
⬆️
Option A. [Centralized Management] Create a single workplace per building or work area - Shift work settings example⬆️
Option B. [Separated by Organization] Create multiple workplaces per department - Shift work settings example
Step 2. Setting Up Schedules by Organization
Setting up schedules for use by a specific organization
In [Shift Work Settings], click the workplace where you want to create a schedule, then click [New Schedule].
⬆️
Option A. [Centralized Management] Create a single workplace per building or work area - Schedule settings example⬆️
Option B. [Separated by Organization] Create multiple workplaces per department - Schedule settings example
When creating a schedule, you can configure the workplace, organization, work hours, and break time for that schedule.
Workplace (GPS): Select the workplace you configured earlier.
Target Organization:
You can set which organization(s) are allowed to use this schedule.
For example, if you select [F&B Department - Restaurant A] as the target organization, this schedule can only be used by the F&B Department - Restaurant A organization and its sub-organizations.
Work hours and break time: Set the work and break hours for this schedule.
Schedule management: Any administrator with work and leave edit permissions for the relevant organization or workplace can create, edit, or delete schedules used by that organization or workplace.
For example, a team lead with work + leave edit permissions for the [F&B Department - Restaurant A] organization can create, edit, or delete schedules for use at Restaurant A.
When creating a schedule, make sure to carefully review whether the [Target Organization] for that schedule is configured correctly!
If the workplace is set to [Shared], all members can use (assign) that schedule. A shared schedule is appropriate for schedules used company-wide in the same way.
Schedule management: Shared schedules can only be created, edited, or deleted by a central administrator with work and leave edit permissions for 'all members'.
Verify that schedules have been created for all workplaces and organizations.
⬆️
Option A. [Centralized Management] Create a single workplace per building or work area - Created schedules example⬆️
Option B. [Separated by Organization] Create multiple workplaces per department - Created schedules example
Step 3. Assigning Schedules (Creating the Work Roster)
Click the tab in the upper left of [Shift Work Management] to easily view and assign schedules by workplace.
Quick workplace switching
Clicking the [Select Workplace] button in the upper left shows a list of all workplaces you can currently view or edit.
If you are a full administrator, you can use this feature to quickly navigate between schedule screens for multiple stores or departments and assign shifts while viewing the overall status.
Permission-based personalized view
The list shows only the workplaces for which you have been granted permissions.
If you are a team lead for a specific organization (e.g., Hotel_F&B Department_Restaurant B), other locations will not be visible and you will only see your own store's list, allowing you to focus solely on managing your location's schedules.
Even if you select [All] workplaces, you can only view members within your work and leave edit permission scope.
⬆️ Option A. [Centralized Management] Create a single workplace per building or work area - Team lead's shift management screen example
⬆️ Option B. [Separated by Organization] Create multiple workplaces per department - Team lead's shift management screen example
In the upper right, click the icons in order — day off, weekly holiday, annual leave — or click a schedule name to assign schedules, or you can also enter using keyboard shortcuts.
Double-click a shift block to assign various work schedules.
Enable the [Off] toggle to assign weekly holiday or day-off schedules.
Select multiple shift blocks at once and click a schedule or use a shortcut key to bulk-assign the same schedule across all selected periods.
To register a half-day or hourly leave, first assign the [Annual Leave] schedule. Then click the assigned schedule to change the detailed type (half-day/hourly leave).
Note that you must have [Leave Edit] permissions to register a member's annual leave.
Once schedule assignment is complete, click the [Publish Roster] button in the upper right to publish the assigned schedule.
If it is only assigned but not published (in [Draft] status), the shift block will appear with a blue background color as shown in the example image below.
Clicking the [Publish Roster] button lets you see at a glance all schedule changes affected at the time of publishing.
You can also view changes grouped by date in the detailed date tab.
When you have finished assigning schedules, be sure to click [Publish Roster] in the upper right
to [Publish] the assigned schedule!
Step 3. Assigning Schedules (Excel)
Click the Excel icon in the upper right of [Shift Work Management], then click [Upload Roster] to create your roster in an Excel file and bulk upload it instead of entering it directly in the product.
Click the [Roster Template Settings] tab and configure the organization, the period (1 month or 1 week), and the sort order for the roster template.
You can set the organization, period (1 month or 1 week), and the sort order for the roster template.
The organization, period, and sort criteria currently viewed in the [Shift Work Management] tab are shown by default. Edit the organization, period, and sort criteria as needed before downloading the template.
Click the dropdown box in a cell of the downloaded Excel roster to select a pre-configured schedule and assign it.
Caution: Do not modify the format of the Excel template or apply any custom formulas.
You must enter the exact schedule name available in the template, or select the schedule from the dropdown list, for it to be applied correctly.
Once you have finished filling in the roster, upload it to bulk-assign the schedules.
After uploading the file, the schedules are initially registered as 'Draft' on screen. After reviewing the content, click the [Publish Roster] button in the upper right to publish the schedules.
When you have finished assigning schedules, be sure to click [Publish Roster] in the upper right
to [Publish] the assigned schedule!
TIP. Exploring Shift Work Management [Convenience Features]
Use [Convenience Features] in the upper right of [Shift Work Management] to assign schedules quickly.
[Repeat Schedule Entry]: If a member's schedule repeats consistently, try using the [Repeat Schedule Entry] feature. For example, assign the 'Seohyeon Closing Shift' schedule on February 2nd, set the repeat period, and click [Assign] to automatically apply the same schedule across the entire period at once.
[Auto-Assign Weekly Holidays]: You can automatically assign weekly holidays for members without manual assignment.
[Schedule Shortcut Settings]: Use schedule shortcut settings to assign a numeric shortcut key to each schedule.
For example, you can configure pressing the 0 key to assign the [Seohyeon Opening Shift] schedule.Shortcut key settings per schedule are not shared with other administrators, so feel free to set them as you like.
The order of work schedules can also be adjusted, but note that schedule order changes are shared with all administrators.
In the [View Options] feature in the upper right, you can change the sort order for viewing schedules and configure which member information is displayed alongside the schedules.
Through the [Member Statistics] section, you can check information such as the number of work days and off days that changes based on the assignment, on the right-side 'Member Statistics' panel.
FAQ
What unit should I use when setting up workplaces?
A workplace refers to the management unit for shift work, such as a store, branch, factory, or hospital.
Even if locations are nearby, if the management units are different (different members work together, different roster authors, etc.), please set them up as separate workplaces.
Example: If there are multiple brand stores within a department store but each store has its own members and roster author, set up a separate workplace for each brand store.
Can I hide workplaces that are not subject to shift work?
In the shift work settings, you can specify whether shift work is enabled (active/inactive) for each workplace.
Can I hide workplaces that are not subject to shift work?
In the shift work settings, you can specify whether shift work is enabled (active/inactive) for each workplace.
How does it work when a workplace is linked to each store (organization)?
When a workplace (GPS) is linked to each store (organization), members belonging to that organization can only clock in and out at that workplace.
For example, Gil-dong Hong, who belongs to the Jamsil Branch organization, can only clock in and out within the Jamsil Branch workplace (GPS) designated by the administrator, and cannot clock in or out at any other store (organization).
Do I have to assign a weekly holiday every week?
Under the Labor Standards Act, employees are entitled to one weekly holiday per week.
However, if you want to manage this separately without system-level validation, you can do so through advanced settings.
Go to [Settings] → [Work Types] in the left menu → click on the shift work type applied to members → in the [Advanced Settings] tab, enable the option: Allow weekly holiday registration even if the cycle exceeds one week?
Can I designate a 'supporting worker' (dispatch) who only works for a specific period?
Using the [Add Supporting Worker] feature, you can add a worker who is being dispatched to support your organization.
To manage supporting workers, you need 'work edit' permissions for both the relevant workplace and the supporting worker.
Example: To add Gil-dong Hong as a supporting worker at 'Restaurant A' → You need 'work edit' permissions for both the organization belonging to 'Restaurant B' and for 'Gil-dong Hong'.
When viewing a workplace's roster, members from other workplaces who are supporting during that period are also included in the view.
Whether a member is a supporting worker is indicated on screen, and you can filter by support status.
Work can only be registered or edited for the actual dates on which a member is supporting at that workplace.
Can I duplicate a work schedule?
Work schedule duplication is not currently supported as a separate feature.
Our company uses 'off' or 'OFF' to distinguish non-working days. What is a day off vs. a weekly holiday? Can we use just one?
For legal reasons, weekly holidays and days off must be kept separate. (Weekly holiday entitlement, holiday work premium rate applicability.) If the difference between days off and weekly holidays is confusing and you just want to mark [non-working days] that will be correctly reflected when the roster is published, we recommend: assign all working days first, then use the 'Auto-Assign Weekly Holidays' feature to assign weekly holidays, and publish — any remaining empty dates will automatically be designated as days off.
What happens when I assign a day off?
The target work hours change. A day designated as a day off is no longer counted as a working day, and target work hours are calculated based on working days. Think of it as similar to how target work hours decrease in a week that includes a public holiday!
Example of a 20-hour weekly work type (5 days/week, 4 hours/day)
Case 1. 5 working days assigned, 1 day off, 1 weekly holiday (Target: 20 hours)
This is the most typical case. The target hours match the work type at 20 hours. (5 working days)
Case 2. 4 working days assigned, 2 days off, 1 weekly holiday (Target: 16 hours)
This is a week with two days off. The member works one fewer day than their work type, and the target hours are 16 hours. (4 working days)
Case 3. 6 working days assigned, 1 weekly holiday (Target: 24 hours)
This is a week where the member works one more day than usual. If you want the target work hours to be measured as 24 hours for 6 working days, you need to set the standard working hours calculation basis in the member's work type to [Roster Basis].
If set to [Average Work Basis], the system treats average work hours × weekly work days = 20 hours as the target, and the extra day's hours are counted as overtime.
Is it possible to assign half-day or hourly leave via Excel upload?
Half-day and hourly leave cannot be assigned within the Excel file; you will need to do this directly in the [Shift Work Management] screen.
In shift work management, how can an administrator register custom leave types such as bereavement leave, sick leave, or reserve training?
Custom leave types such as bereavement leave cannot be reflected in the schedule publishing process and must be registered directly in the member's leave overview. For details, please refer to the guide on the right: Can I register or cancel leave on behalf of a member?
Can I download the published schedule as an Excel file?
In the [Shift Work Management] tab, view the period of the schedule you want to download in the upper right, then click the Excel icon and click [Download Roster].
You can download the roster published in flex for the currently viewed period and filter criteria as an Excel file.
Note that [Download Roster], unlike the template download for uploading, does not include draft content — it downloads based on the published version (the version members are viewing).
Can I add a workplace directly from the shift work settings?
Only administrators with [Workplace Settings] permissions can add a workplace (GPS) directly from the shift work settings! If you are unable to add a workplace from the shift work settings, it means you do not have this permission — please contact your internal HR team or the overall administrator!