Table of Contents
Assigning Team Members to Positions
Shift Stats, Legend, and Indicators
FOH and BOH Areas
Assigning Team Members to Positions
Drag and Drop
The OneClick drag and drop feature helps streamline your shift management tasks by allowing you to quickly assign people to shifts, make adjustments, rotate buddies, and manage breaks.
⬇See it in Action!
Multiple Position Assignments
Team members can be assigned to multiple positions if needed. Do this by dragging a team member from the roster onto one position, then dragging and dropping from the assigned roster onto additional positions as needed.
Rotating Buddies
OneClick's Rotating Buddies feature allows you to track Team Members rotations within 2 or more positions.
To Build a Rotating Buddies Set:
- Ensure the two or more Team Members are assigned to positions on your layout.
- Go to Assigned Team Members list on your lineup on the right.
- Drag and drop your two or more Team Members to Rotating Buddies Sets.
To Track Rotations:
1. Press the arrows below the set to start tracking a rotation.
2. The system will use a count-up timer to indicate how long the rotation has lasted.
3. The system will also tell you the total number rotations in that set.
4. Press the arrows again to track another rotation.
⬇See it in Action!
Shift Stats, Icons, and Indicators
The Roster
Roster cards display the following Team Member details: Name, Shift Time, Position Assignment, Training Level Tag, Break Status, Minor Age Information (indicated as “M” for ages 16-17, “m” for ages 15 and under, and no tag for ages 18+), and Birthday.
Additionally, the cards indicate if the Team Member is closing, new to the team, assigned a Checklist, or designated as a Trainer/Trainee.
⬇ See it in Action!
Shift Stats
The Shift Stats at the top of your Shift page allows Leaders to see the status of the shift in one look. Learning the meaning of these icons can help Leaders quickly understand where they are at.
Shift Strength stat averages all the Training Ratings of the assigned Team Members.
Break Timing Icons
The Break Timing Icons can help your Leaders understand whats up ahead for breaks. It will also notify them when someone is over on their break, ensuring break rules compliance.
Assign Leaders to FOH or BOH
Add an Area
OneClick can also help create a more areas for your store. For example, you can have an area called Driver, which can auto-populate based on that HotSchedules job code.
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Common Job Codes (will appear in both BOH and FOH) |
Alternative Job Codes (will show in designated area) |
| Leadership | FOH Leader or BOH Leader |
| Shift Leader | FOH Leader or BOH Leader |
| Team Leader | FOH Leader or BOH Leader |
| Administrative | If you want this person on the shifts schedule - use FOH or BOH Leader. If you don't want on schedule, use Administrator |
Adjusting Team Member Areas
⬇See it in Action!
⬆Back to Top
Collapsable Sections
OneClick now provides a better mobile experience with the new collapsable sections. By auto-opening closed sections, you can easily assign Team Members to collapsed sections, then it will return to your collapsed view after assigning.
⬇ See it in Action! Learn more about Collapsable Sections below
Auto-Scheduler
OneClick allows your Leaders to quickly put "Aces in their Places" with one-click of the Auto Scheduler. This feature reads all your Team Members Training Ratings, then places them in the positions they will find the most success. From there, the Shift Leader has the ability to refine, adjust, and double up positions if needed.
⬇ See it in Action!
Add New Layout
The Add New Layout button allows you to:
- Quickly add new layout for unexpected rush.
- Add a layout that will only take effect for that day.
- Test layouts templates to see what they would look like.
To add a new layout:
| 1. Click on the + button at the end of your shifts. |  |
| 2. Choose a time for the layout. |  |
| 3. Press "Create" |
Copy/Paste Position Assignments
Copying and pasting layout assignments can simplify shift management.
Copying Previous Layout Assignments
Save time by copying layouts from previous time slots. For example, if you finish setting up the 9:00 am layout, click on the "Copy 9:00" option when transitioning to the 11:00 am layout.
Replicating Positions
By copying the 9:00 am layout to the 11:00 am layout, positions of team members who share the same shift timing will be automatically replicated. This provides a base for further adjustments.
Customizing Shift Positions
After copying the previous layout, make necessary adjustments to avoid keeping team members in the same positions for their entire shift. Customize the layout, ensuring suitable assignments and preventing monotony.
Copying Future Layout Assignments
Similar to copying previous layouts, you can also copy future layouts based on an existing one. For example, if you finish setting up the 2:00 pm layout and need to transition to the 11:00 am layout, click on the "Copy 2:00" option.
Customize Shift
Creating a New Shift
While HotSchedules provides a comprehensive platform for scheduling, you can still create new shifts using the Create Shift feature if you don't have access to HotSchedules, or if you need to add someone quickly to the lineup.
To create a new shift on a setup, follow these steps:
- On the Shifts screen, click "Create Shifts" on the top right of your OneClick App.
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Specifying Shift Times - enter the start and end times for the shift you want to create. This ensures accurate scheduling and determines the duration of the shift.
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Assigning Team Members - select the team member(s) you want to assign to the newly created shift.
Managing Overlaps and Existing Shifts
When creating a shift, it's important to consider existing shifts and potential overlaps. Here's how to handle these scenarios:
Overlap Notification: If a team member already has a shift scheduled during the specified shift times, a notification will appear indicating an "Overlap." This suggests that the team member may have scheduling conflicts or is already assigned to work during that time.
Shift Availability Information: The system will display information about the team member's existing shifts, helping you make informed decisions. This ensures a clear understanding of their availability and existing work commitments.
Editing Shift
With OneClick, you have access to a user-friendly interface that simplifies the process of editing shift times.
To edit a team member's shift time using OneClick, follow these steps:
| 1. Long-press or long-click on a name in your lineup. |
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| 2. On the Team Members profile preview, scroll to Schedule. Press "Edit" on associated shift you want to edit. |
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| 3. Make changes to Employee who is assigned to this shift, start time, end time, or area. To delete this shift, uncheck both FOH and BOH associations. |
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| 4. Press "Save All". |
Shift FAQ's
How to add a user?
Users are added only through HotSchedules and log in to OneClickApp using the email address connected to their HotSchedules profile. Once a user is scheduled in HotSchedules, the user can access https://login.OneClickApp.com and use either a Google login or a password to log in with email. User accounts are automatically archived when they have no scheduled shifts, and their access is restored when they are assigned a shift. Select the “Longterm Employee” permission to keep users active even when they don’t have scheduled shifts.
Can I add a walk-in Team Member to the lineup?
Yes. You can do this in two ways. 1. Add the employee to the schedule in HotSchedules, and the change will sync to OneClickApp within 10 minutes. 2. Click "Create a Shift" button on the top of your lineup (see below). From here, you can choose the person's name and shift time.
Can I Quickly Remove Someone From the Lineup?
Yes. You can do this in two ways. 1. Remove them from HotSchedules, wait 10 minutes for the systems to sync. 2. Quickly click on the persons name in the lineup. This will cross them out and push them to the bottom of the list. Did it on accident? No Problem! You can quickly re-add them by clicking on their name again.
