Building Your Team Schedule

Team Schedules is where you build and manage the shift schedule your team members sign up for. It sits as a layer on top of your Event Setup schedule — your sale days, drop-off windows, and pickup times are already there as a reference. What you are building here is the staffing structure that runs inside that framework: who works, what role they fill, and when.

What you'll complete in this article:

Understand how Team Schedules relates to your Event Schedule
Set up your Roles before building shifts
Create a Team Schedule tied to your event
Build and publish shifts
Manage approvals and assign team members
Use the Dashboard to monitor shift fill status

How Team Schedules Works

Why this matters: Team Schedules is a separate module from Event Setup, but it references your event schedule directly. The left panel in the shift builder shows your Event Setup schedule segments — your drop-off windows, sale days, presale times — as a reference while you build. You can tie individual shifts to specific time blocks in that schedule, or use the event schedule as a visual guide while building independently.

The build order matters:

Roles first — define what positions exist at your sale before building any shifts.
Schedule next — create the Team Schedule container tied to your event.
Shifts last — build individual shifts within that schedule, each assigned to a role.

Set Up Your Roles First

Why this matters: Roles define the positions team members sign up for. Every shift you create is assigned to a role — and the role carries the description, credits, approval type, and color that appear when team members browse available shifts. Setting roles up before building shifts saves significant rework.

Where to find it: Manage → Team Schedules → Roles tab → + Add role

Below are some example Roles & Descriptions commonly used:

Set Up Shift — Get ready to get moving! Help set up the sale by arranging tables, assembling shelves, organizing signs, and preparing for consignor drop-off. Must be able to stand and lift up to 25 lbs.
Sort Shift — Sort and organize all unsold items for seller pick-up and donation. This requires precision, attention to detail, and being on your feet and moving for the entire shift. You cannot sort, gather or organize your own items during this shift.
Merchandiser — Love organizing? This shift is for you! Help consignors place items on the sales floor and keep sections tidy. Must be able to stand, lift, and move items.

Add additional roles based on how your sale runs — Front Desk, Inspection, Breakdown, and any others specific to your location. Not every sale needs every role. Build what your sale actually uses.

Steps — to create a role:

Click + Add role. Enter a Role name and a Description that tells team members exactly what the job involves. Clear descriptions reduce drop-offs and mismatched expectations.
Choose a Color to identify this role visually in the schedule. Select the Credits earned value — typically 1 credit per hour worked. Adjust upward for physically demanding or hard-to-fill shifts.
Set Approval type to Auto-Approved or Manual Approval. Use Manual Approval for roles that require prior experience or owner vetting — Consignor Services is a good example.
Add a Disclaimer if the role involves standing, lifting, or physical activity. This field is optional unless required by your state.
Click Save. ✓

Pro Tip: Credits connect directly to early shopping access. The more credits a team member earns, the earlier they can shop. It is best practice to award additional credits for shifts that are physically demanding or consistently hard to fill — this incentivizes team members to take the shifts you need covered most.

The Disclaimer field is optional but is best practice for any shift that requires physical activity. Use language that clearly describes the physical requirements so team members can self-select appropriately.

Create Your Team Schedule

Why this matters: The Team Schedule is the container that holds all your shifts. It is tied to a specific event and date range.

Where to find it: Manage → Team Schedules → Schedules tab → + Add schedule

Steps:

Click + Add schedule. Enter a Schedule name (e.g., Fall Winter 2026). Select your Event from the dropdown — this ties the team schedule to your event setup and pulls in your event schedule as a reference panel.
Set the Start date and End date to cover the full window of your sale — including setup and sort days, not just sale days.
Set Status to Draft while building.
Click Save. Your schedule will appear in the Schedules list. Click it to open the shift builder. ✓

Build Your Shifts

Why this matters: Each shift is a specific slot a team member signs up for. A shift has a role, a time, a capacity, and a status. Building shifts is the most time-intensive part of the process — but once it's done, you'll be able to rinse and reuse each sale.

Where to find it: Manage → Team Schedules → Schedules → click your schedule → + Add Shift

Steps:

Click + Add Shift. Enter a Shift Name that team members will see (e.g., Heavy Lifting Set Up, Clothing Inspection). Select the Role this shift belongs to — the role's color, credits, and approval type will carry over automatically.
Set Slots Needed — the number of team members needed for this shift. Adjust Credits Earned if this shift warrants more than the role default. Set Approval to Auto-Approved or Manual Approval — this overrides the role setting if needed for a specific shift.
Under Event Schedule, select the time block from your event schedule that this shift corresponds to. This creates the 1:1 relationship between your operational schedule and your staffing — and uses your event schedule as a live reference while you build.

(Note: When tying a shift to a time block, the system will automatically assume your shift is the same length as the time block. Adjust if necessary)

Set Shift Status to Draft while building, Preview to let team members see shifts before claiming opens, or Published when ready for sign-ups. Set the Date and click
Save shift. ✓

Pro Tip: Use Preview status strategically. Publishing to Preview before opening shift claims lets team members see the full schedule and make a plan — especially useful for highly competitive shifts that fill within minutes of opening. It creates fairness without giving anyone early access to claim.

Publishing Shifts

Why this matters: Shifts are only visible to team members for sign-up once they are Published. You can publish one day at a time or all draft shifts at once. Build everything first, then publish when you are ready for claiming to open.

Where to find it: Manage → Team Schedules → your schedule → Publish button

Steps:

Use the Published / Drafts / Preview filters at the top to review shift status before publishing.
Click Publish and choose Publish selected day to publish only the current date in view, or Publish all draft shifts to open all shifts for claiming at once.
Use the Print button to print the schedule or print team member badges — useful for day-of check-in and identification on the floor. ✓

Approvals and Assigning Team Members

Why this matters: When a team member signs up for a shift set to Manual Approval, it lands in your Approvals queue before it is confirmed. This gives you control over who fills experience-dependent or specialized roles. You can also assign team members directly from the shift details panel without waiting for sign-ups.

Where to find it: Manage → Team Schedules → Approvals tab | OR click any shift → Shift details panel → Assign Member

Steps:

To review pending approvals, go to the Approvals tab. Filter by schedule. Approve or decline each pending sign-up. Approved members are confirmed for that shift.
To assign a member directly, click any shift to open the Shift details panel on the right. Click Assign Member and select the team member. This bypasses the sign-up flow — useful for pre-assigning experienced team members to key roles.

Monitoring Fill Status — The Dashboard

Why this matters: The Dashboard gives you a real-time view of how your schedule is filling. Red numbers mean unfilled slots. The sooner you see a gap, the more time you have to fill it.

Where to find it: Manage → Team Schedules → Dashboard tab

The Dashboard shows a shift summary by date with columns for Total slots, Unfilled, Needs Approval, Not Checked In, Checked In, Declined, and Checked Out. Use it before and during the sale to stay on top of coverage.

Pro Tip: Check the Dashboard the week before your sale opens. Unfilled shifts give you time to reach out directly to past team members or open additional recruiting. Waiting until sale week leaves little room to recover.

Schedule built. Final checks before you publish.

Before opening shift claiming, confirm the following:

All roles are created with accurate descriptions, credits, and approval types
Physical roles include a Disclaimer
The Team Schedule is tied to the correct event
Start and end dates cover the full sale window including setup and sort
Every shift has the correct role, slots needed, and date assigned
High-demand shifts are set to Preview before publishing for claiming

Last Updated: SW - 05/11/2026

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