---
title: "Staff Scheduling"
slug: "staff-scheduling"
updated: 2026-10-05T17:12:21Z
published: 2026-10-05T17:12:21Z
canonical: "www.procaresupport.com/staff-scheduling"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Staff Scheduling

> [!NOTE]
> Note
> 
> Staff scheduling is not available in the Procare child care mobile app.

This feature allows you to manage staff schedules on the website. Go to **Staff Management** > **Schedule**. Add or update a staff shift and print a PDF of the schedule.

[Embedded content](https://www.youtube.com/embed/bYNCl3B4FhM)

## Update Staff Scheduling Permissions

Go to **School Settings** > **Roles & Permissions**. Configure the staff permissions.

| No Access | Read | Full Access |
| --- | --- | --- |
| - The staff member will not be able to see their schedule | - The staff member can view their schedule and - Can view other staff members’ schedules | - The staff member can view their schedule and - Can view and edit other staff members’ schedules |

## Add, Copy, Edit or Delete a Staff Schedule ![stffschdlj.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stffschdlj.png)

Room Visibility and Staff Scheduling

[Room Visibility](/procare-online/docs/managing-staff-access-roles-permissions) controls which rooms your staff can be scheduled for based on their access permissions. Staff can only be scheduled in rooms to which they have been assigned. When a staff member has No Access to Room Visibility, they can only be scheduled in their assigned rooms. This ensures staff are only placed where they have proper access and permissions.

1. Select the date
2. Search by staff name or filter by **Room** or **Program**.
3. View individual staff shift details.
4. Click **Add Shift**.

![stffschdlc.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stffschdlc.png)

1. Enter a **Shift Name** (optional), this name will appear on the schedule.
2. Choose a color to distinguish your shifts. For example, morning versus afternoon, different rooms, etc., to make it easier to differentiate the shifts when viewing the whole schedule.
3. Enter **Date.**
4. Enter **Start** and **End Time.**
5. **Assigned To** (optional) – select the staff member to assign the shift to.

> [!WARNING]
> Assigned To
> 
> If you leave this field blank, the shift will be added to the **Unassigned** category and not applied to a specific staff member.

1. Click any staff scheduled time.
2. Click **More Options** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg)
  1. Click **Copy** and make the necessary edits.
  2. Click **Edit** to revise existing details.
  3. Click **Delete** to remove this shift**.**
    1. Click **Yes, Delete** to delete or
    2. Click **No** to cancel.

## Print a Staff Schedule

![stffschdlg.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stffschdlg.png)

1. Click **More Options** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg)
  1. Click **Print Schedule** of the schedule selected for a PDF copy.

## Copy a Week’s Schedule

This feature lets you use a full week's schedule as a template and copy it into future weeks.

![stffschdlh.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stffschdlh.png)

1. Click **More Options** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg).
  1. Click **Copy Week Schedule**.

![stffschdli.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/stffschdli.png)

1. Select the date to copy **From**.
2. Select the date to copy **To**.
3. **Submit**.

## Assign Multiple Shifts per Day

Multiple shifts can be added per day for the same staff member. Below is an example of a staff member with two shifts on the same day. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Online/Staff/Staff+Scheduling/Staff+Scheduling_122023_image+10.png)

## Overlapping Shifts Alert

If multiple shifts for the same staff member overlap on the same day, Procare displays the message ‘**Overlapping Shifts**’. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Online/Staff/Staff+Scheduling/Staff+Scheduling_122023_image+11.png)

![faq icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faq.svg)

## **FAQ - Staff Scheduling**

---

****Can the staff schedule be viewed in the Procare child care mobile app?****

No it cannot be viewed in the app. Staff can use a web browser on their device to visit schools.procareconnect.com, log in > go to **Staff Management** > **Schedule** to view the staff schedule. The web browser is not optimized for a phone screen, so we recommend viewing it from a laptop or tablet. The best way to share the staff schedule with staff in the **Schedule** window is to click **More Options** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) > **Print Schedule**. Sent the PDF by email, use **Parent Connection** > **Newsletter** or print it.