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Shift Scheduler
Use a spreadsheet to manage your institutional schedule, and let Shift Scheduler automatically manage each user's Google Calendar!
connor
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Overview
Automatically create and maintain your organization's schedule in a single spreadsheet that automatically creates Google Calendar events for your users, as well as creates and maintains separate a separate spreadsheet view reorganizing your schedule by shift, to immediately see who's covering what responsibilities.

Designed by a family medicine Chief Resident with medical residencies in mind (but flexible enough to be used by anyone with complex scheduling needs), this shift scheduling application simplifies the process of creating and maintaining complex schedules for even large numbers of people. At the first run, an example spreadsheet is created to demonstrate how the program works. A tutorial guides you through customizing that spreadsheet to your specific users, and the program will open a sidebar in which you'll have the option of defining several attributes of commonly worked shifts (each can have a start and end time, custom location, as well as several other advanced properties). With that, setup is complete and you're ready to schedule!

Then, when you then assign shifts to your users (either by assigning a shift to their name in the "User View" tab or by assigning their name to a shift in the "Shift View" tab), the program will use the shift information you've already supplied it to create google calendar events for your users (and synchronize with the other spreadsheet view to keep everything up to date)! 

If you assign a user a shift name which doesn't match one of the specially defined shifts you've set up in the sidebar, the program will create an All Day event in the google calendar for your user instead. You can even type in a custom event with it's own times -- for example "1-4:30 Meeting" -- and it will create a calendar event based on those times. You can create multiple events in the same day by separating them with a forward slash "/" or a comma ",". 

There are lots of advanced options and features too, but if you're not interested by now I don't think they'll convince you. Check it out for yourself! You can always access a more detailed summary of information within the program by opening the help or tutorial views from the menu.

My residency program is now using this as its primary scheduling resource - I hope you find some use for it as well!
Reviews
A User of Shift Scheduler
August 16, 2019
Curious to see if this app meets our needs: we need to be able to open up shifts to select groups when a cover is needed, so that the right users can see and select the open shift. Is anything like this possible with this app, or in smooth conjunction with other apps? We also would like to schedule weekly, biweekly, and monthly shifts, so they autofill.
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A User of Shift Scheduler
March 14, 2019
It clashes when two users editing at the same time. And it appeared differently on each other's computer! How do we manage this? Only one user or only the creator to edit? Thank you! Love the features and the conveniences but still learning to use it!
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A User of Shift Scheduler
February 8, 2019
This is gold, thank you so much for making this. If you want to make a schedule for volunteers etc it works beautiful! I also like the Q&A section here being attended by both developer and users. I am wondering if there is any chance to make it possible for each user to update their calendar themselves? This way we can see who is available on what dates.
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A User of Shift Scheduler
February 8, 2019
Super helpful add-on! Works just like expected - just type in the shift names and the calendar events pop right up!
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A User of Shift Scheduler
December 19, 2018
it is great tool , but 1 customization i need i'm surgeon resident and i want to organize our patient waiting list , i would define the users as our consultant , i want small space for description that the users can modify on it like patient info and the procedure , it is more like free space to be shown in description area in calendar , and so on other people can see what is the update , i dont know if it is possible
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A user of Shift Scheduler
December 21, 2018
Hello, As an important reminder, this tool (like all of Google Sheets) is not HIPAA compliant and as such should not be used to record protected patient information, at least in the United States. Technologically, if you name a shift something which includes the name of a sidebar definition, it will name the calendar event whatever you type. For example, "AM Surgery with Abdelulah in OR Suite 2" will match to sidebar shift "AM Surgery" for the start / end times, but create a calendar event called "AM Surgery with Abdelulah" with a location of "OR Suite 2". In that way, you can add information to specific events that will show up on the calendars. Does that help?
Ada Minh
September 25, 2018
This is potentially a great add-on though I'm having a few issues with it. I don't seem to be able to import shifts from another sheet and the date formatting is acting weird since last time I created a schedule (about six weeks ago). No matter what I do, I can't select October 1st as a start date. It interprets it as January 10th regardless of whether I enter manually, use the date picker, or even try and out-smart it by entering Jan 10th (in the hope that it swaps the day and month around). The date format I use is D/M/YY (Australia) though I've tried other options as well and nothing seems to be working (worked fine last time I tried though). edit: some very buggy behaving when copy/pasting from other sheets into the user view too. A few seconds after pasting some of the shifts vanish. Their equivalents on the shift view are still there, but it would be confusing for employees looking at the user view. edit2: today when I went to look at the schedule I made last night most of it was missing and I'm pretty sure that no-one else accessed it in that time! Is that possible.
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A user of Shift Scheduler
October 10, 2018
Hello - I'm so sorry that you're having some issues! I'd REALLY like to know if you're having trouble with data loss on a spreadsheet - I've really built this thing from the ground up to make it impossible for data to disappear on it's own. Is there any chance that someone might have accidentally edited it? I spent some time double checking a variety of tests on my end and have not been able to reproduce it - would you please let me know right away if you're having this issue again? And thanks for the bug report on the date formatting issue - I hadn't tested the Australia time format specifically, but have done so now and the problem has been fixed. Look out for the update in Version 242, which will roll out no later than October 11 16:00 GMT.
A User of Shift Scheduler
August 15, 2018
Very good add-on... I would give 5 stars if it had more customization options, but I understand how difficult that could be. This certainly works for the function I need it to and has greatly helped solve my issues!
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A user of Shift Scheduler
October 3, 2018
it will be more helpful if there are pivot table to report all shift assigned for every person there.. example shift 1 shift 2 john 1 3 etc... or better have dashboard sheet that report everything in diagram automaticly... alas so far this add-on was already perfect
A user of Shift Scheduler
August 24, 2018
Hey Andrew - thanks for the review! What kind of customization options would be helpful? I was already thinking about adding some color theme options at some point, anything else you'd like to see?
Jesse Ball
June 25, 2018
This add-on is a perfect solution. I work at an observatory and need to schedule night and day shifts of different types. We use google sheets to put our observatory schedule together, and with a bit of tweaking, this app allows us to integrate the spreadsheet schedule directly with our employees' calendars. Also, the developer is VERY helpful when contacted, and extremely responsive and eager to help out and solve any issues, or even just give advice. Thanks so much Connor -- this app is amazing!
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Cleotilde Viveros
June 28, 2018
Hello, I'm having trouble with the add-on and would like to see how you were able to get a hold of the developer? I'm unable to locate his information on my end. Thank you.
A User of Shift Scheduler
June 24, 2018
This is incredible. Thank you so much for sharing this. We are using it at our school to replace a home-grown spreadsheet that had become difficult to update as changes were needed. This takes care of all of our needs. I would love to see the shifts be offered as a drop-down choice in the "User" view so that typo's could be at a minimum. Thank you again!!
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A user of Shift Scheduler
September 20, 2018
Hi! I've updated the app so that this is now built in - go to Sidebar > Setup > Formatting > Dropdowns, and you can select whether the shifts should be offered as dropdowns in the user view, or the users should be offered as dropdowns in the shift view, or both!
A user of Shift Scheduler
August 15, 2018
You can add that manually on your own... I would recommend adding a third spreadsheet to the workbook (I call my mine "Data" or something similar, as it's just a reference sheet. Then look up "Data Validation" on Google and you should be all set...
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