Once your shift templates are created, you’re ready to build, assign, and publish your shift schedule in NetGym.
This article walks through the full process—from creating shifts to publishing them—using Team Schedule.
Before You Begin
Make sure these steps are complete:
Shift Scheduling is enabled
Teams, roles, and permissions are set up
Shift templates are created
📘 If not, start here:
Shift Management: Setup Teams, Roles, and Permissions
Create Shift Templates
Who This Is For
Shift schedules are managed from Team Schedule.
You must be an:
Account Owner
Business Admin
Manager
If you don’t see Team Schedule, you don’t have permission to manage shifts.
Understanding Schedule Views
When you open Shift Schedule, you’ll see 3 views:
Team Schedule
Where schedules are built and controlled
Used to create, assign, edit, and publish shifts
My Schedule
The employee view
Shows only shifts assigned to that individual
Cover Board
Where shift coverage requests are managed
Used when staff needs coverage for an assigned shift
👉 If you’re building or managing a schedule, you’ll always work in Team Schedule.
Step-by-Step: Build Your Shift Schedule
Step 1: Open Team Schedule
Log in to NetGym on the web or mobile
From the left-hand menu, click Schedule
Select Team Schedule
This opens the scheduling calendar.
Step 2: Navigate the Calendar
At the top of the calendar, you can:
Click Today to return to the current date
Use the arrows to move between weeks
Switch between Day, Week, or Month views
Week view is recommended when building schedules
Select a location or multiple locations if your account has multiple locations
Step 3: Choose How Shifts Are Grouped
You can view shifts in two ways:
Grouped by Team
See shifts by team (e.g., Front Desk, Management)
Open (unassigned) shifts appear here
Grouped by Assignee
See shifts assigned to specific employees
Open shifts are still visible
Team colors carry over from Team Settings to help visually distinguish shifts.
Step 4: Add a Shift Using a Template
Hover over the day you want to schedule
Click Add Shift
A panel opens on the right
From here, you can:
Select an existing Shift Template
Or create a custom shift
With the option to save it as a new shift template
Select:
Location
Team
Shift Template (for example: Weekend Front Desk)
Step 5: Assign the Shift (or Leave It Open)
You can:
Assign the shift to an employee right away
Or leave it unassigned and fill it later
Unassigned shifts appear as open shifts in the schedule.
Step 6: Set the Shift to Repeat (Optional)
If the shift is recurring:
Enable Repeat
Choose a frequency:
Daily
Weekly
Monthly
Select the day(s) the shift repeats
Choose when the repeat ends:
On a specific date (You can set it recur it up to 1 year from the shift date)
Never
⚠️ Important about repeating shifts
Repeating shifts are connected as a series
When editing later, you’ll be asked whether changes apply to:
This shift only
This and future shifts
All shifts in the series
Plan recurring shifts carefully based on how you expect to edit them later.
Step 7: Save Shifts as Draft
When building your schedule, select Save as Draft.
Draft shifts:
Appear lighter in color
Have dotted indicators
Are not visible to employees
Do not trigger notifications
This lets you build the full schedule before sharing it.
Step 8: Assign Employees to Draft Shifts
While shifts are still in draft:
Click a shift
Assign an employee
Choose how the change applies:
This shift only
This and future shifts
All shifts in the series
Save as draft
You can assign employees at any point before publishing.
Publishing the Schedule
Step 9: Review Schedule Status
At the top of the schedule, you’ll see:
Number of open (unassigned) shifts
Number of unpublished (draft) shifts
The date range they cover
This helps confirm nothing is missed before publishing.
Step 10: Publish the Schedule
Click Publish
Select the date range to publish:
Week
Month
Custom range
Review the publish summary:
Number of shifts
Total hours
Choose who should be notified:
Everyone
Only new additions
Changes only
Click Publish Schedule
Once published:
Shifts become visible to employees
Assigned employees receive notifications
Shifts appear in My Schedule
After Publishing
Employees can view their shifts in NetGym
Notifications are sent for assigned or updated shifts
Managers can continue to edit and manage shifts as needed
Key Rules to Know
Schedules are built and published from Team Schedule
Draft shifts are not visible to employees
Repeating shifts are edited as a series unless specified otherwise
Publishing controls visibility and notifications
Next Up
📘 Shift Management on Mobile for Managers
📘 Shift Management on Mobile for Staff