Shifts in Microsoft Teams: How to Schedule Your Teams Effectively

Managing the schedules of a field team can sometimes feel like solving a puzzle. Between last-minute time-off requests, shift swaps among colleagues, and tracking hours worked, managers lose precious time. That’s why Microsoft developed Shifts, a scheduling management app built directly into Microsoft Teams. Companies that use Teams for their frontline workers achieve a 345% return on investment. They also save over $14.7 million over three years (Source: Forrester Total Economic Impact Study). Whether in retail, hospitality, healthcare, or manufacturing, Shifts is changing the way teams plan and communicate. Discover how this solution can transform the way you manage your teams.

Table of contents

1. What is Shifts and why should you use it?
2. How to set up and use Shifts
3. Managing requests and time tracking
4. The mobile experience: a key advantage for field teams
5. Integrations and industry use cases
6. Best practices to get the most out of Shifts

What is Shifts and why should you use it?

Shifts goes far beyond a simple scheduling tool. Microsoft designed this native Teams app specifically for frontline workers. These employees don’t have a fixed desk, and their schedules change frequently. Think of retail associates, healthcare staff, servers, or factory operators.

A complete scheduling management solution

In practical terms, Shifts lets you create, edit, and share team schedules in just a few clicks. Managers assign shifts to their team members and define activities for each time slot. Then, they publish the schedule so the entire team can access it right away. On top of that, the app offers a full request management system: time off, shift swaps, or requests for open slots.

What really sets Shifts apart from traditional solutions like Excel or paper schedules is its native integration with Teams. All communication happens in one place: chat, calls, and file sharing. This means no more juggling between multiple apps. According to Microsoft’s Work Trend Index, Teams usage among frontline workers jumped by 400% between March 2020 and November 2021 during the pandemic (Source: Microsoft Work Trend Index). This growth proves that this approach meets a real need.

Real benefits for Swiss businesses

For Swiss SMEs and large companies, Shifts offers several major advantages. First, the app is included in Microsoft 365 licenses. So there’s no extra cost if your organization already uses Teams. Second, Microsoft hosts the data in European data centers. This meets compliance and data protection requirements. Finally, the interface is available in French and adapts to local time zones.

The numbers speak for themselves. According to a TCP Software study, 80% of timesheets contain errors when managed manually (Source: TCP Software). A scheduling software like Shifts eliminates these errors. It also frees up time for higher-value tasks.

How to set up and use Shifts

Setting up Shifts in your organization doesn’t require any technical skills. Here are the key steps to get started quickly and efficiently.

Accessing the app and creating your first schedule

Shifts is accessible from the sidebar in Microsoft Teams. If the app doesn’t appear, click on “View more apps” and search for “Shifts”. For users with a Microsoft 365 F1 or F3 license, the app is automatically pinned for quick access.

Creating a schedule takes just a few simple steps:

1. Select the Teams team you want to create a schedule for
2. Set the time zone and the first day of the week
3. Create scheduling groups by department, role, or location
4. Add team members to each group
5. Start assigning shifts

Creating and assigning shifts efficiently

To add a shift, simply click on the calendar. For each time slot, you can set start and end times. You can also add breaks, specify activities, and use colors to differentiate types of work. With this level of detail, team members know exactly what they need to do and when.

A highly popular feature: open shifts. These unassigned time slots can be published. Available employees then apply for them, and the manager approves the requests. This approach promotes flexibility while ensuring proper shift coverage.

Importing existing schedules from Excel

For organizations already using Excel for their schedules, Shifts offers an import feature. A downloadable template helps you format your data before importing. However, pay attention to the date format: it must match your device settings to avoid errors.

Managing requests and time tracking

Beyond simple scheduling, Shifts includes essential features for day-to-day management. These tools automate processes that would otherwise take hours of administrative work.

The request system: time off, swaps, and offers

Team members submit their requests through the mobile or desktop app. Time-off requests are sorted by reason: vacation, sick leave, parental leave, etc. Managers can also create custom categories based on company needs.

Shift swaps allow two colleagues to trade their time slots. However, the manager must approve the exchange. This feature empowers employees and reduces the administrative burden. According to Aberdeen Group, employees are six times more satisfied when they can manage their schedule in real time (Source: FinancesOnline).

The built-in time clock

Shifts includes a time clock feature. Employees can log their clock-in and clock-out times directly from Teams. On mobile, this feature can include geolocation. It then verifies that employees are clocking in from the workplace. This is a valuable asset for teams spread across multiple locations.

Time clock data feeds into timesheets that you can export to Excel. These reports make payroll processing easier and ensure full traceability. For Swiss companies subject to strict time tracking regulations, this feature is extremely useful.

The mobile experience: a key advantage for field teams

Today, 80% of the global workforce works on the frontline (Source: Resonate UCC). Mobile access is no longer optional. That’s why Microsoft designed Shifts to deliver an optimal smartphone experience.

Mobile features for employees

From the Teams app on iOS or Android, team members can view their personal schedule. They can also see who’s on duty on any given day. Plus, they can set their availability and submit requests in just a few taps. Push notifications alert them instantly when the schedule changes or when they receive a response to a request.

A welcome addition: the ability to indicate availability for specific dates, not just recurring days. This flexibility works well for team members whose constraints change from week to week.

Targeted communication with Shifts tags

Shift-based tags are a powerful feature for team communication. These tags are automatically assigned to employees based on their group and whether they’re currently on shift. A manager can send a message to all “Cashiers on duty” without knowing exactly who’s working at that moment. Only the people currently on shift receive the notification.

Integrations and industry use cases

Shifts doesn’t work in isolation. The app integrates with the Microsoft ecosystem. It can also connect to workforce management (WFM) systems for organizations with more advanced needs.

Connectors for WFM systems

Large enterprises using solutions like Blue Yonder, UKG Pro, or Reflexis can sync them with Shifts. This integration applies the business rules defined in the WFM system. At the same time, it gives employees the simple Teams interface to view their schedules.

For developers, the Microsoft Graph API for Shifts opens up advanced automation possibilities. You can generate reports, sync with payroll systems, or build custom applications.

Industry-specific applications

Shifts adapts to many industries. In retail, the app helps coordinate teams across multiple store locations. It also handles peak periods like sales or holidays. In healthcare, it simplifies scheduling for on-call shifts and staff rotations. For hospitality and food service, Shifts manages seasonal schedule variations. It also coordinates kitchen, floor, and front desk staff.

In Switzerland, local authorities also use Shifts to manage public pools, parks, and emergency services. In short, anywhere employees work in shifts.

Best practices to get the most out of Shifts

Adopting a new tool doesn’t automatically guarantee productivity gains. Here are some tips to get the most out of Shifts on a daily basis.

For managers: Publish schedules early enough so team members can plan ahead. Encourage the use of open shifts rather than assigning time slots. This boosts engagement. Also, process requests quickly to avoid frustration and misunderstandings.

For employees: Check your schedule regularly and set your availability in advance. This makes your manager’s job easier. Use official requests rather than informal arrangements. This ensures a record and prevents issues.

Mistakes to avoid: Don’t forget to publish your changes. They remain in draft until you share them. Set the time zone correctly from the start. Finally, train your users. According to Microsoft, 55% of frontline workers have received no training on the digital tools they use (Source: Microsoft Official Blog).

Conclusion

Shifts in Microsoft Teams represents a real step forward for managing field team schedules. By centralizing scheduling, communication, and time tracking in one place, this app breaks down silos. It also frees up valuable time for both managers and team members. Native integration with Microsoft 365, an optimized mobile experience, and inclusion in existing licenses make it a highly attractive solution for Swiss businesses. Whether you run a small shop or a large multi-site organization, Shifts offers the flexibility needed to adapt to the field. Now is the time to modernize how you manage your teams and give your employees the tools they deserve.

FAQ

Is Shifts really free for Microsoft 365 users?

Yes, Shifts is included at no extra cost with Microsoft 365 and Teams subscriptions. You just need a valid license (F1, F3, E1, E3, E5, or Business) to access it right away.

How can employees without a work email address use Shifts?

Microsoft 365 F1 and F3 licenses are designed for frontline workers. They allow you to create accounts with simplified sign-in, even without a dedicated email address.

Is scheduling data stored in Switzerland or Europe?

Microsoft offers data residency in Europe for Shifts. This allows Swiss companies to meet local requirements while benefiting from the Microsoft cloud.

Can you use Shifts without an internet connection?

Shifts requires an internet connection to work fully. However, the Teams mobile app lets you view some information offline. Data syncs automatically when the connection is restored.

How does Shifts compare to dedicated scheduling solutions like Planday or Deputy?

Shifts has the advantage of being built into Teams. This avoids the need for multiple apps. For very specific needs like advanced payroll integration, dedicated solutions can complement Shifts through WFM connectors.