This article gives you an idea of how to use the scheduling feature of Lark.
I. Create a Schedule
Schedule shifts for members in the same Attendance Group with the following steps:
1. Create a shift
In Attendance Admin, go to Attendance Settings - Group Settings - Add attendance group. Fill in Basic info, Shift, Attendance Method and Report Settings. In Shift, select Scheduled Shift, click Save and select the effective date of the shift, then, you will be redirected to the Schedule Management page.
2. Add a Shift
In the Schedule Management page, athe shift and shift cycles the box next to Shift name, select from the existing shifts or create a new shift.
3. Fill in the Schedule Table
You can schedule the shifts for your group members after selecting the shifts. There are three ways to do this:
Schedule by Cycle
In Shift Cycles, click Settings, fill in Cycle Name, set Days per cycle, and select the shift for each day of the cycle. When you are done, click on a date in the schedule table and select Cycle to complete the scheduling.
- Direct Schedule
In the schedule table, select the shift for each working date of a certain member.
Note: when the administrator set the shift on a certain date, he/she modifies the shift of all members in the Attendance Group on this date.
- Schedule with Excel
Export the schedule Excel template, make your schedules based on the template, and import the edited schedule table.
Note: you will have to select the shifts in the Shift box in order for them to appear in the downloaded template.
4. Complete Scheduling
II. Subscribe the Schedule Calendar
Attendance Group members can select the schedule calendar in the list of Subscribed calendars, and view it on the right. The clock in/out mini program will remind the member to clock in/out for his/her scheduled shifts.
III. Swap a Shift
Employees often need to swap their shifts for different reasons. Administrators can go to Approvals Management to create a shift swap approval process, and the employee may submit his/her shift swap request. The new schedule of the employee will automatically sync with his/her clock in/out data and Lark calendar.
Note: For more details about how to set up an approval process, please see How to Use Lark's Approval Feature
1. Create a Shift Swap Approval Workflow
If you are t, go to Approvals ManagementNew Processswapclick + Customize Form, go to Form Design and select Shift component in Control Group.
Note: if the administrator does not select Shift component, data will not be automatically synced to the clock in/out mini program or Lark calendar.
2. Set up an Process
After you select the Shift swap template, you will need to complete 3 steps: Information, Form Design and Process Design.
The administrator can set the name, description, group, visibility, and the approval administrators.
2.2 Form Design
- Original to be swapped
- Newintended new ift
Note: If employee A would like to request a shift swap of Wednesday (morning shift) and Friday (afternoon shift), when the request has been approved, A's schedule calendar and clock-in/out data will be updated as Wednesday (afternoon shift) and Friday (morning shift).
2.3 Process Design
IV. Employees: How to Request a Shift Swap?
In Lark, go to App Center - Approval, click Apply and select Shift Swap, and fill in the required information. The shift swap application will be sent to the corresponding approvers. Once the application has been approved, the new data will be automatically synced to Lark calendar and the clock in/out mini program.