Connor Burke
•  6,688
Overview
Use a spreadsheet to manage your institutional schedule, and let Shift Scheduler automatically manage each user's Google Calendar!
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
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Łukasz Bartczak
May 25, 2020
Hello, as far as I really enjoy using the Shift Scheduler, I've noticed one thing today, that really makes it's unusable for myself. Can you please advise how to turn the 'auto-sync' off? I would like to transfer the hours onto the calendar, but only when I manually click on 'Resynchronize Everything', as I do a lot of customization later on. Today, it happened a few times already, where the Scheduler synchronized itself by auto, and thus resetting all the customization I have done. It can be seen under: Shift Scheduler > Main Sidebar > Setup > Advanced > 'Last sync successful on ....' Is there any way to turn off the auto-refresh interval please, as I noticed it only very recently, did not have any problems with the auto-sync before.
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A User of Shift Scheduler
May 10, 2020
Brilliant add-on and helping in lots of ways but I would like to see if it is possible make an adjustment somehow? I want all the Users to go into one calendar, not lots of different ones. Is that doable? Thanks!
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A user of Shift Scheduler
May 19, 2020
Hi - in fact, it is! The individual calendars will continue to be made, but under Setup in the sidebar check the "Copy All Shifts to Master Calendar" option. This will do just what you're hoping - create one calendar with the user and shift name of each shift on it!
Danielle Deschene
May 3, 2020
I keep getting this error when creating calendars for all my staff at once. "API call to calendar.calendars.insert failed with error: Calendar usage limits exceeded." And then I can't resync. Anyone know how to avoid this? or what to do when you get it?
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A user of Shift Scheduler
May 19, 2020
Hi Danielle - sorry about that! Unfortunately google calendar only allows the creation / deletion of about 5,000 calendar events per day for it's free gmail accounts. It's higher for the G Suite accounts. I'll try to update the program so it throws a more useful error when that quota is reached, but in the mean time, you can just keep syncing the next day. The program will also automatically try to resync every few hours, which should allow to catch up then too.
A User of Shift Scheduler
April 24, 2020
When I share the sheet with another user in the Gsuite, they are unable open the main side bar. Is there a way for both users to manage the same sheet?
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A user of Shift Scheduler
May 19, 2020
Thanks for the feedback. Yes, this is a complicated issue... I've disabled the ability to open the sidebar for shared users because the way the program works is to sync the spreadsheet with individual google calendars. It can only do that when the user that is running the add-on has write access to each of those calendars, or else it doesn't sync as the user expects. For that reason, so far, I'm encouraging people to use one account to edit the sheet, and share with other users as read-only. At some point I'll create a sidebar option to share with write permissions with another user, which will automatically share all the managed calendars with that user as well, but need to be thoughtful about how the program will respond when users share the sheet manually without sharing each calendar. I'll let you know when I've come up with a solution!
A User of Shift Scheduler
April 14, 2020
Does anyone know how to resend all the employees' calendars to them? I have some people that haven't been able to add the new calendar to their google calendar.
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A user of Shift Scheduler
May 19, 2020
Yes! You can always just delete and re-add the employee's gmail address. You can also reshare the calendar through Google Calendars (all the program does when you add an email to the Gmail Address field is share the calendar as read-only with that address).
A User of Shift Scheduler
March 25, 2020
I love the idea and was happy with the features while setting it up. Unfortunately, it deleted two of my work center calendars with my entire shop's workload. Now I'm back to square 1.
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A user of Shift Scheduler
May 19, 2020
I've done a careful review of this, and think that you must have clicked through the warning here - it's impossible for shift scheduler to run the line of code that deletes and entire calendar without displaying a pretty large warning that you have to accept. I'm so sorry about the calendar issue, but don't think at this point that Shift Scheduler could have deleted this calendar without input.
A User of Shift Scheduler
February 26, 2020
I recently looked into using this however decided against this. For some reason, the “Theo” and “Wallace” calendar won’t delete from my google calendar no matter what I do. Any suggestions on how to delete these calendars?
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A user of Shift Scheduler
May 19, 2020
Yes, if you delete the calendars from Google Calendar manually, when the program tries to resync it will recreate them. Just go to any google sheet and click Add-Ons, then uninstall Shift Scheduler. This will stop them from being recreated. You can also remove the shift scheduler sheet you created from your trash, which will also help.
A User of Shift Scheduler
February 24, 2020
So far this looks like it's going to suit my needs! I wonder if you have the help resource in a searchable format. So far I'm only seeing it in a screen popup. What I'm looking for is how to start a second schedule using the same staff and calendars.
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A user of Shift Scheduler
May 19, 2020
Great! Right now I do not have a downloadable help resource, but you can start a second calendar with the same staff / calendars under Setup in the sidebar, then down at the bottom clicking "Copy to New". This will save the sidebar setup in memory. Then, open a new spreadsheet and open the shift scheduler sidebar. This will load the welcome to shift scheduler sidebar like you originally had when setting up the sheet, but with the option to import the old users / shifts into this new sheet. Let me know if this helps!
A User of Shift Scheduler
January 29, 2020
Sidebar is blank. Help and tutorial menu items cause a little pop up telling me to click a link that isn't there. Using firefox - maybe it doesn't play nicely with this app?
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A user of Shift Scheduler
April 7, 2020
I have the same issue
A User of Shift Scheduler
January 19, 2020
Wont load the first demo schedule tutorial, nothing happens
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