How to assign shifts in bulk on the Back Office Dashboard?

Assigning multiple shifts one by one can be time-consuming, especially for larger teams or recurring schedules. To make this process more efficient, GuardsPro’s bulk shift assignment feature allows admins or back-office users to assign multiple vacant shifts or client-requested shifts at once, saving time and improving scheduling accuracy.

• You must have admin or scheduler-level access to the GuardsPro Back Office Dashboard.
• Shifts must already be created on the calendar to be eligible for bulk assignment.
• Only vacant shifts or shifts requested by clients through the Client Mobile App or Web Portal can be assigned in bulk.
• Guards must be pre-assigned to the relevant post sites before assigning shifts.

📲 Step-by-step instructions

From the left-hand menu, click on Scheduler and select Schedule. Then in the top right of the schedule view, click the three vertical dots to open more options. Now, from the dropdown, select Assign Bulk Shift to open the bulk shift window. 

In the pop-up window, check the box next to each shift you want to assign.
For each selected shift, choose:

• Shift Type (Standard or Open)
• Assign a guard for the standard shift, as for open, define the number of guards and set breaks if needed

Once all details are filled in, click either:

• Assign – to assign the shifts without making them live
• Assign & Publish – to assign and publish the shifts immediately

💡 Additional tips or notes

• Only vacant or client-requested shifts are eligible for bulk assignment—regular assigned shifts must be managed individually.
• Use Assign & Publish only when shifts are finalized and ready to notify guards.
• Assigned guards will be notified automatically if your notification settings are enabled.
• To avoid conflicts, make sure guards aren’t already scheduled for overlapping shifts.

If you have any more questions, please feel free to contact our support team anytime.