My Schedule, Line Managers and Staff Self-Service

Each person on your team has a My schedule tab. It shows their own shifts, hours, time off and availability in one place. You decide what staff can see and change, and who approves their requests.

Staff see their next shifts and who works with them
Staff see their hours this week, and their estimated pay if you allow it
Staff ask for time off, ask to swap a shift, and ask to change their availability
Each person can report to a line manager. Their requests go to that manager

Plan: The Schedule is part of the Scale plan. It is also available during your free trial.

My Schedule (for Each Team Member)

Go to Schedule in the left menu. Staff start on the My schedule tab. Owners and managers start on the weekly Schedule tab and can click My schedule.
At the top, you see who you report to.
The cards show your Planned hours and Worked hours this week. If the owner allows it, you also see your Estimated pay.
My next shifts shows your shifts for the next 14 days, with the break, the role, the location and the people who work on the same day.
My time off shows your coming time off. Click Request to ask for time off.
My availability shows the days and hours you can work.

Note: Estimated pay is your paid hours × your hourly rate, plus your expenses and bonuses, minus deductions. It is an estimate, not a payslip. When the time clock is on, it uses the hours you worked. When the time clock is off, it uses your planned shifts.

Choose What Staff See and Change

Only the owner can change these settings.

Go to Settings → Team.
Find the Staff self-service (Schedule) card.
Make your choices. Each change saves at once.

Setting	Choices
What staff see of the rota	Full team rota (default): staff see every shift. Own shifts + who works with them: staff see their own shifts and the people on shift on the same days. Own shifts only: staff see only their own shifts and time off.
Who changes staff availability	Staff change it (default): the change applies at once. Staff ask, a manager approves: the change applies when the manager approves it. Managers set it: staff can see their availability but cannot change it.
Who approves requests	Their manager (default): time off, availability changes and swaps go to the person's line manager. If no manager is set, any manager can decide. Any manager. Owner only. You (the owner) can always decide.
What managers can change	All staff (default). Only their team: a manager plans shifts, fixes hours and decides requests only for the people who report to them, and for themselves.
When staff see new shifts	At once (default): staff see a new shift as soon as a manager adds it. After you publish the week: new shifts are drafts, and staff see them after a manager clicks Publish week.
Email staff when their published shifts change	Off (default) or on. When on, a person gets one email about 10 minutes after a manager adds, changes or removes a shift they can see. Drafts never send emails.
Staff see their own pay	Off (default) or on. When on, each person sees their own hourly rate and estimated pay. Nobody sees the pay of another person. Only you change pay.

Managers and the owner always see the full rota and all availability.

Custom roles: A custom role (for example, Driver) uses the Edit own availability permission in Roles & permissions. Without this permission, the person cannot change their availability. With it, the person follows the Who changes staff availability setting.

Set Who a Person Reports To

Go to Settings → Team.
In the Reports to column, select the manager for the person. On a phone, the Reports to box is on each person's card.
To set the same manager for many people, click Set manager for several people. Select the manager, tick the people, and click Save.

The manager must be the owner, or a person with the Manage staff scheduling permission. A person cannot report to themselves, and two people cannot report to each other. If a manager leaves the team or loses the permission, their people go back to "no manager". Their requests then go to any manager.

Ask to Change Your Availability

When the owner selects Staff ask, a manager approves:

Go to Schedule → My schedule.
In My availability, click Ask to change.
Change the days and hours. Write a note if you want to.
Click Send for approval.

Your manager gets an email. Until the manager approves the change, your old availability stays. If you send a new change, it replaces the change that waits.

Approve an Availability Change (Managers)

Go to Schedule → Availability. The tab shows a number when changes wait.
In Availability changes, you see each day before → after. Changed days are bold.
Write a note if you want to, then click Approve or Reject.

When you approve, the new availability applies at once. The person gets an email.

Ask to Swap a Shift

Go to Schedule → My schedule.
Next to a shift, click Ask to swap.
Select who takes the shift, or select Anyone — my manager chooses.
Write a reason if you want to, then click Send request.

The shift stays yours until a manager approves. You can ask for a future shift that has not started. To cancel, open the Swaps tab and click Cancel request.

Approve a Swap (Managers)

Go to Schedule → Swaps.
For a request to "anyone", select who takes the shift (Give to …).
Click Approve or Reject.

When you approve, the shift moves to the other person. The person who asked and the person who takes the shift get an email.

Add Your Shifts to Your Calendar

Each person can see their shifts and approved time off in the calendar on their phone or computer. The calendar updates by itself.

Go to Schedule → My schedule.
In Add to my calendar, click Get my calendar link.
Click Add to Google Calendar, or Add to Apple or Outlook calendar. You can also click Copy and paste the link into your calendar app ("subscribe to calendar" or "add calendar from URL").

Keep the link private. Anyone with the link can see your shifts. For safety, BakeOnyx shows the link only once. If you lose it, or if someone else has it, click Make a new link. The old link stops at once. Click Stop the link to remove it.

The calendar shows your published shifts (time, role, break, note and location) and your approved time off, from 30 days ago to 6 months ahead.
Apple Calendar and Outlook check for changes about every hour. Google Calendar can take 12–24 hours.
Managers also have a Team time off calendar with the approved time off of their team.
When a person leaves the team, their link stops.

Draft and Publish the Week (Managers)

When the owner selects After you publish the week:

Plan the week on the Schedule tab as usual. New shifts show a dashed border and the word Draft. Staff cannot see drafts on the rota, on My schedule or in their calendar.
When the week is ready, click Publish week. The button shows how many drafts the week has.
Keep Email each person their shifts for this week ticked to send each person one email with all their shifts of the week.
Click Publish week.

Shifts that existed before you selected this setting stay visible to staff. With Only their team, a manager publishes only the shifts of their own team.

Who Sees What

Staff see their own shifts, hours, requests and (if allowed) their own pay. On the rota, they see what the owner allows. They cannot add or change shifts.
Managers see the full rota and all availability. With Only their team, they change only their team.
The owner sees and changes everything, including pay.