In this article, you will learn how to troubleshoot issues when employees cannot see or manage shift schedules:
Contents
Quick Guide
- Clarify where the shift schedule is missing, in the back office or in the app.
- Go to Resources / Employees / Roles and open the role that is assigned to the affected employees.
- Switch to the tab Employees & Resources and go to the group Shift planning.
- For the back office, enable Manage shift planning, plus Manage shift planning templates and Manage working areas if the role works with templates or work areas.
- For the app, enable Show employee shifts in Magicline App.
- For changes to shifts of today or of the past, enable Edit of shift entries in the past.
- Check the Facility access of each affected employee under Resources / Employees / Overview.
- Save the role and have an affected employee open the shift schedule again.
Detailed Guide
Step 1: Open Resources and Employees
Access to shift schedules is controlled in two places, the role that is assigned to the employee and the facility access of that employee. You need both areas for the check. The role list is located under Resources / Employees / Roles, the employee list under Resources / Employees / Overview.
Before you change a permission, narrow down the case with two questions:
- Where is the shift schedule missing? In the back office and in the app, different permissions apply. An employee who only works in the app needs a separate permission, even when the role may open the shift schedule in the back office.
- Is the schedule missing, or only the change? An employee who sees the schedule but cannot change a shift of today or of an earlier day is missing a different permission than an employee who does not see the schedule at all.
Step 2: Select Role
Open Resources / Employees / Roles and select the role that is assigned to the affected employees. In the role, switch to the tab Employees & Resources. The relevant permissions are grouped there under the heading Shift planning, which contains six entries.
Shift planning is the heading of that group. It groups the permissions and cannot be switched on or off itself.
Step 3: Check Permissions
These are the six permissions of the Shift planning group, in the order in which they appear in the role. Enable the ones the role actually needs.
| Permission | What it controls |
|---|---|
| Manage shift planning conflicts | Handling of shift planning conflicts, for example when an employee is scheduled for several shifts at the same time. |
| Show employee shifts in Magicline App | Shows logged-in employees their own shift entries in the app. Without this permission, an employee who works in the app does not see any shifts, even when the role may open the shift schedule in the back office. An app license is required. |
| Edit of shift entries in the past | Allows editing shift entries of today and of earlier days. Without this permission, those entries stay read-only, which looks like a missing shift planning permission. |
| Manage shift planning | Opening and managing shift planning, for example adding a shift or rolling out a template. Without this permission, employees cannot see the shift schedule. |
| Manage shift planning templates | Templates for shift planning. Employees who schedule shifts from a template need this permission in addition to Manage shift planning. |
| Manage working areas | Work areas used for shift scheduling, for example counter or course room. This permission is evaluated per facility. |
To see what the role currently grants, switch the permission list to Only show granted permissions.
The permission Manage employees belongs to employee administration and is not evaluated when a shift schedule is opened. Enabling it does not make shift schedules visible.
Step 4: Check Facility Access
Permissions in the role are not sufficient on their own. Each employee also needs Facility access for the facility whose shift schedule they want to open.
Facility access is not a checkbox in the permission list. You maintain it per employee under Resources / Employees / Overview, on the employee record, where you can also add further roles and facility accesses. Adjusting employee permissions and facility access describes how roles and facility access work together and how you edit a facility access.
Because Manage working areas is evaluated per facility, an employee only sees the work areas of the facilities they have access to.
Step 5: Add Missing Permissions
If the issue persists, have the affected employee reproduce it in the back office and read the error message. The message names the permission that is missing. Add exactly that permission to the role.
If the issue occurs only in the app, check Show employee shifts in Magicline App and whether the app license is active.
Step 6: Save Changes
Save the role. The adjusted permissions apply to every employee to whom this role is assigned.
Then have an affected employee open the shift schedule again to confirm that the issue is resolved. A permission that you switch inside a role takes effect immediately, so the affected employees do not have to log out and log back in. Assigning a different role to an employee is a separate case: once you save that change, the employee is logged out for security reasons and has to log back in.