How to manage scheduler on the Back-Office Dashboard?

The GuardsPro Scheduler in the Back-Office Dashboard helps you quickly plan, assign, and manage guard shifts across multiple post sites. With flexible calendar views, filters, and bulk assignment options, you can create and manage complete schedules in just a few clicks.

Get a clear overview of confirmed, open, and upcoming shifts, plan schedules weeks in advance, and use reusable shift templates to ensure accurate coverage. The Scheduler also provides valuable insights into revenue, labor costs, and site performance—all in one place.
 

✅This guide will walk you through the essential functions to help you effectively manage your schedules through back office dashboard.
 

📌 Day View Schedule 

The Day View provides a detailed breakdown of all shifts scheduled for a specific date. This view is ideal for monitoring daily coverage, reviewing assignments, and managing shifts in real time.

From the Schedule page. Click the Day tab and use the left/right arrows or the date selector to move between days. 

Use the View By dropdown to customize how the schedule is displayed:

👤 View by Guard

• Displays shifts grouped by individual guards
• Guards are listed on the left side
• Each guard shows their total scheduled hours for the selected day
• Assigned shifts appear next to the guard’s name as colored blocks along with shift time (e.g., 07:00 AM – 08:00 AM),  assigned post site of the respective day.

📍 View by Post Site

This option groups shifts according to their assigned site, providing a clear overview of staffing coverage per location.

When viewing by Post Site:

• Each post site/location is listed on the left side.

• Below each site name, you will see the Scheduled Hours for that specific location on the selected day.

• All shifts assigned to that site appear to the right as colored blocks along with shift time (e.g., 07:00 AM – 08:00 AM),  assigned guard name of the respective day.

🚨 Shift Sections

• Shifts Without Guards
  Displays all unassigned (vacant) shifts at the top.
  These are highlighted in pink for easy identification and quick assignment.
• Assigned Shifts
  Shows all scheduled shifts under each guard or post site, including:
  • Shift timing
  • Assigned guard or site
  • Total scheduled hours for the day

Additionally, this page allows you to manage individual shifts quickly and efficiently.

You can create a standard shift or an open shift using the plus (+) icon.

From the three-dot menu next to each shift, you can access a range of actions, including:

• Creating shift templates and assigning shifts from templates

• Editing or deleting scheduled shifts

• Unassigning shifts (individually or in bulk)

• Publishing or unpublishing shifts

• Duplicating existing shifts

This makes it easy to handle all shift-related tasks from one place.

Week View Schedule

The Week View provides a complete overview of all scheduled shifts for the entire week in one screen. It is ideal for planning coverage, tracking open shifts, and reviewing each guard’s total assigned hours.

Use the navigation controls at the top center to move between weeks: Click the left /right arrow to view the previous week.

In Week View:

• Each column represents a specific day of the week.

• Each row represents a guard (when viewing by Guard).

• The Shifts Without Guards section appears at the top.

• Assigned shifts are displayed under each guard’s name.

• Total scheduled hours for the week are shown below each guard’s name.

Use the View By dropdown on the left side to customize your preferred option 

• Guard – Groups shifts by individual guards.

• Post Site – Groups shifts by site location.

Regularly reviewing this section helps ensure there are no coverage gaps. Under each guard’s name, you will see:

• Shift time (e.g., 12:00 AM – 05:00 AM)

• Assigned site or location

• Total scheduled hours for the week

Each colored block represents a scheduled shift.  

Actions

• Create shifts by clicking the plus (+) icon on any date
• Use the three-dot menu next to the individual scheduled to manage shifts (edit, delete, assign, publish, duplicate, etc.)

Month View – Schedule Overview

The Month View provides a calendar-style layout of all shifts scheduled for the selected month. This view allows you to quickly review coverage, identify vacant shifts, and manage assignments across multiple dates at a glance.

From the Schedule page. Click the Month tab at the top. Use the left/right arrows or the date selector to move between months. 

• Each column represents a day of the week (Monday–Sunday).

• Each box displays a calendar date with all scheduled shifts listed underneath. You can create a new shift by simply hover on any date and click the plus (+) icon that appears. To manage an existing shift, click the three dot menu next to the shift. 

• Each colored block represents a scheduled shift.

• Shift details include:

  • Shift time (e.g., 12:00 AM – 08:00 AM)

  • Assigned guard name (or “No Guard” if unassigned)

• Different colors help visually distinguish shift types (e.g., assigned, vacant, unpublished, etc.).

 

List View – Schedule Overview

The List View displays all scheduled shifts in a clear, chronological format. It is ideal for reviewing daily shift details, tracking statuses, and managing assignments efficiently. This view is especially useful for supervisors and admins who prefer a detailed, line-by-line overview for quick updates and review.

To access this view, click the List tab. Use the left and right arrows next to the date range (for example, 2 Mar – 8 Mar) to move between weeks.

• Shifts are grouped by date (e.g., Mar 2, 2026).

• Under each date, all scheduled shifts for that day are listed.

• Each row displays: Shift time (e.g., 07:00 AM – 04:00 PM), Post site/location, Assigned guard name, Shift status (e.g., Confirmed, Unpublished, Vacant)

• Each shift entry includes: Shift time (e.g., 07:00 AM – 04:00 PM), Post site/location, Assigned guard name Shift status (e.g., Confirmed, Unpublished, Vacant)

Color indicators and status labels help you quickly identify the current state of each shift. 

 

📊 Shift Insights Summary

At the top of the Schedule page, you’ll find a summary panel that provides a quick overview of all shifts:

• Total Shifts : Displays the total number of shifts created along with total scheduled hours.
• Confirmed Shift : Shows shifts that have been accepted/assigned to guards.
• Unconfirmed Shift : Indicates shifts that are assigned but not yet confirmed.
• Open Shift : Displays shifts that are available but not yet assigned.
• Vacant Shift : Represents shifts that currently have no assigned guard.
• Unpublished Shift : Shows shifts that are created but not yet published to guards.
• Requested Shift : Displays shifts that guards have requested or shown interest in.

This section helps you quickly assess scheduling gaps and workforce availability.

🔍 Additional Controls

• Insights Toggle
  Use the insights icon (graph icon) to show or hide the shift summary panel and revenue insights. 
• Filters
  Apply filters to narrow down shifts based on specific criteria. Filters are especially useful when managing large schedules or multiple clients.
• Options Menu (⋮)
  Access additional scheduling actions and settings, including exporting schedules (PDF or Excel), printing, emailing reports, publishing or unpublishing shifts, and assigning shifts in bulk.

📌 Additional Scheduler Options

From the Scheduler menu, you can also access the following features:

• Shift Templates – Create and reuse predefined shift patterns
• Attendance – Review and track guard attendance records
• Shift Status – Monitor the progress and completion of shifts
• Open Shifts – Manage shifts available for guards to pick up
• Shift Exchange – Review and manage shift swap requests
• Time Off – Approve and manage leave requests

⚠️ Important Notes

• Ensure the assigned guard meets site-specific requirements and availability to avoid scheduling conflicts
• Any updates made to shifts are reflected instantly on the guard’s mobile app.

• Shifts labeled “No Guard” indicate vacant shifts that require assignment.

• Regularly reviewing the scheduleView helps ensure all shifts are properly staffed and prevents scheduling gaps.

If you have any questions or need assistance managing your schedules, please reach out to our Support Team — we’re always here to help!