Complete Feature List
Everything you need for seamless scheduling — powered by the AI Copilot and Autopilot.
Chat in plain English — or talk — and it runs your workforce for you. Here's every job it does, in seconds.
Build a whole week’s schedule from one sentence. Seconds, not hours.
Just tell the Copilot what you want, like “Build next week at Pinecrest Cafe using fair rotation”, and it fills every open shift for you.
Say “fair rotation” and it automatically spreads the hours evenly across your team, or “max” to give more hours to the people who want them.
Before it puts anyone on a shift, it checks every rule you’ve set:
Why it's strong: This is the part that used to eat your whole afternoon. Now it’s done before your coffee gets cold — and it follows your own rules while it builds, so the schedule comes out clean and ready to publish the first time.
Need one shift on the calendar? Just say it.
“Add a shift Friday, 12 PM to 8 PM, at Juniper Point.” Done. No forms. No dropdowns. No clicking around a calendar grid. The Copilot reads the date, the time, and the place right from your words and drops the shift where it goes.
It handles the tricky stuff too:
Why it's strong: One sentence in, one shift on the board. The little thing you used to stop and click through is now something you can fire off in two seconds from your phone.
Some shifts repeat over and over. Set them up once.
Tell the Copilot the pattern and it builds every single one: “Every Tuesday and Thursday at the Airport Gate, 6 AM to noon, every week, for 90 days.” It figures out every date that matches and drops them all on your calendar at once.
It fits any pattern:
Why it's strong: Typing repeating shifts in one by one is a waste of your day. This turns an afternoon of copy-paste into one sentence — and you never have to remember to set it up again.
Already know who you want? Name them while you build it.
“Create a shift Saturday, 10 AM to 3 PM, and put Yves on it.” The shift is built and Yves is already on it. No second step. You can name more than one person, too.
Why it's strong: It’s smart about names: it knows “Yves” is a person and “cashier” is a job, so it never mixes them up. (You flip this on in settings when you want it.) Assigning becomes part of creating — one move instead of two.
Got a shift that still needs a person? Just say who.
“Put Zainab on Thursday’s 4 PM to 8 PM at Northgate.” She’s added — no scrolling the calendar, no clicking into the shift.
It watches your back:
Why it's strong: Filling gaps used to be a hunt-and-click chore. Now it’s one line you can send from anywhere.
The schedule is published and something changed. Say the change. The one already on the board is the one that gets changed.
“Start the Saturday shift at 6 instead of 7.” “Move the Monday shift to Tuesday.” “Thursday needs 5 people.” “Move the Sunday shift to the Pier.” The Copilot finds the shift you mean and changes only what you said. Everything else about it stays exactly as it was.
Pick shifts the way you already talk about them: “Usman’s shifts,” “the short-staffed ones,” “the ones that need a team lead,” “the ones longer than 8 hours,” “everything at Oakridge and the Depot.” If two shifts could match, it asks you which one instead of guessing.
It handles people too:
Before anything changes, the card shows the current shift next to the changed one. Nothing moves until you approve it.
Why it's strong: Every other way of changing a shift is five clicks: open the calendar, find the shift, open it, edit it, save. Now it is one line from your phone, and the existing shift is the one that changes, so you never end up with a duplicate sitting next to the original.
Someone mentions in passing they need days off. Say it to the Copilot and it is on the books.
“Yitzhak is off Nov 18 to Nov 20, he’s at a wedding.” The Copilot adds those three days as approved time off, Yitzhak gets an email about it, and nobody can put him on a shift those days.
Say it however it comes out:
It is one more way in, not the only one. Employees still request time off from their phone, you can still add it on the Time Off page, and you can still approve or deny every request by hand.
Why it's strong: Time off that lives in your head gets forgotten, and then the schedule puts that person on the day they told you about. Now it is on the books the moment they mention it, from your phone, in one line.
One message can carry several jobs. Every one of them gets done, and you approve them all at once.
“Move the Friday shift to 10 to 6, take Ugo off Monday, and put Velma on Thursday instead of Zander.” The Copilot splits that into three separate instructions, works out each one on its own, and shows you a single card listing all three.
Approve it once and each change runs on its own. If one of them cannot be done, the other two still go through, and the card tells you which one did not.
Why it's strong: A chat tool that acts on only the first thing you said makes you type the same request three times. This does all three, and because each change is checked separately, one bad instruction never takes the other two down with it.
Most apps make you set everything up before you can start. XShift just talks to you.
The minute you sign up, the Copilot walks you through the whole thing one simple question at a time, building everything for you as you answer, then making your very first schedule.
It asks, you answer:
Why it's strong: By the time you’re done chatting, the app is set up and you already know how to use it. Under five minutes. No setup screens, no manual, no guessing.
Your team, your job roles, your staffing and your policies. One paste, and every one of them is in.
Paste your team and your staffing the way you already have them written down. Back comes every person and the jobs each of them does, your locations, your job roles, how many of each role you need on and at what times, the hours somebody cannot work, and the policies you schedule by.
Nothing is created until you say so. Every record is on the screen first, and you can change any of it before you approve.
What one paste can carry:
Why it's strong: Setting up a scheduling tool normally means one screen for your locations, another for your roles, another for your people, another for your staffing and another for your rules, and you fill in every one of them by hand. This is all of it in a single paste. You look at what it found, fix anything that is off, and approve it once.
Your schedule already exists: a sheet on the wall, a photo on your phone, a PDF your old app made. Don’t type it in again.
Why it's strong: This is your whole schedule, not just your staff list (that’s “Add your whole team at once”, right below). Switching tools usually means retyping every shift and every person: a 30-person team’s month is about 600 shifts, around 5 hours of typing at 30 seconds each. This takes it straight off the page in seconds, and if something looks off afterwards, one step takes those shifts back out.
Got your team in a spreadsheet? Bring them all in together.
It catches problems for you:
Why it's strong: No typing people in one at a time, ever. And you get to check everyone before anything is saved, so you never end up with a mess of duplicates.
Need to reach someone? Say who and what, and it writes it for you.
“Shoot Waleed a quick note thanking him for staying late on Sunday.” It turns that into a warm, clear message and sends it right to him in the app. You never open a separate messages screen or hunt for his name.
Want to say it word for word yourself? You can do that too.
Why it's strong: It’s the fastest way to drop a quick thank-you, a heads-up, or a reminder, without breaking your flow or picking up your phone.
Something everyone needs to know? Say it once.
“Announce that we’re closing early on New Year’s Eve.” The Copilot writes it up and posts it to your whole company. Every employee sees it on their dashboard the second they log in, and gets an email too, if they’ve turned those on.
Use it for:
Why it's strong: No texting the whole staff one by one. One line from you, and everyone’s in the loop.
Built the perfect holiday week once? Never build it again.
Bonus:
Why it's strong: Your best weeks become one-click reruns instead of building from scratch every time.
Got a question about your people? Just ask it.
Ask things like “Who never misses a shift?”, “Which days are we thin on staff this month?”, or “Who’s logged the fewest hours lately?” — and it answers in plain English. No report to build, no chart to read.
It already knows the numbers. From the last 30 days, it tracks who shows up on time, who clocks in for the shifts they’re given, how hours are spread out, and which shifts are still short.
Why it's strong: It’s like having a manager who’s memorized every stat about your team, ready whenever you are.
Settings menus waste your time. Skip them. Just say what you want.
Just tell the Copilot what you want changed: “Set shift pickups to smart approval,” “Let employees log breaks,” “Require my sign-off before any schedule goes live.” It finds the right setting and flips it on or off on the spot. No digging through tabs.
It handles the bigger stuff too, like which places a manager is allowed to run and what they’re allowed to do.
Why it's strong: Anything you’d normally hunt for in settings, you just say out loud and it’s done.
Hands full? Just talk.
Tap the mic and say what you need — “Fill every open shift at the Warehouse for next week” — and your words turn into a request the Copilot acts on, same as if you typed it.
And it’s not just for scheduling. Every single thing the Copilot can do, you can do by voice: build schedules, add shifts, message people, ask questions.
Why it's strong: It’s built for how managers really work — on the floor, on the move, in the middle of a rush — not parked at a desk. Just talk, like you’re handing a job to your best helper.
Write your rules once, in plain English. Autopilot enforces them 24/7 — so no policy ever goes unenforced again.
Write a rule the way you’d say it out loud. Autopilot follows it from then on — by itself, every time.
You can make a rule about almost anything:
Why it's strong: When you hit Check It, Autopilot is careful for you. It makes sure the names you typed are real people on your team, and if you spell “Zola” wrong, it tells you and offers a fix. Once a rule is on, it doesn’t bend: it holds when Autopilot builds a schedule, covers a call-out, or when you add someone by hand. And it’s not the AI guessing. It follows your rule the exact same way every single time.
Someone calls out. Autopilot fills the shift in seconds, with no phone calls.
Normally a call-out means you stop everything and work the phones: 20 minutes of texting, every time. With Autopilot on, the moment a shift opens up it goes to work, and the shift is covered in seconds. You set one simple cutoff, say 5 days, and it knows exactly what to do. Ten call-outs a week is more than 3 hours of your week back.
Before it picks anyone, it checks they truly fit:
Stay in the loop, or don’t. You choose. Let Autopilot handle it quietly and just drop a note in your notifications when it’s covered, or have it ping you and your managers every time. And if no one can cover, you get an email right away, so it never slips through.
Why it's strong: This is the most stressful part of every manager’s week, gone. No calls, no texts, no scrambling. The gap gets covered by someone who actually fits, and you decide how hands-on or hands-off you want to be.
Overtime sneaks up on you. This catches it before payroll does.
For each person, it does the math you’d never have time for:
Then it hands you a simple choice: approve the swap, or skip it.
Why it's strong: You see the savings before you decide. And nothing changes without your okay.
Set a spending limit. Autopilot won’t let the schedule go over it.
Pick a cap for a day, a week, or a whole location, like “Keep Maple Row Bistro under $480 of labor on Monday nights.” Before it puts anyone on a shift, it adds up what the schedule will cost, overtime included, and checks it against your cap. If the next person would push you over, it holds them back instead of quietly blowing the budget.
Why it's strong: Going over budget is easy to do and hard to undo once the schedule’s live. You set the number once, using your team’s pay, and Autopilot guards it on every schedule it builds — so you find out before payroll, not after.
Stop being the bottleneck on time-off. Let your rules clear the routine ones.
Write your rules in plain words and Autopilot applies them the moment an employee hits submit. The yes or no happens right away, the employee gets told instantly, and every decision is stamped with which rule made it and why, so it’s never a mystery.
Write any of these, or none:
It’s all optional. Requests no rule covers come to you to approve or deny by hand, the same as always. Got rules that bump into each other? You can rank them so the right one always wins. See “Put your rules in order” below.
Why it's strong: 15 requests a week at 5 minutes each is over an hour of your week. Your rules answer the routine ones in seconds, your team gets fast, fair, same-every-time answers, and you only see the ones that need you.
Got two people who shouldn’t work together? Tell Autopilot once.
“Never put Vashti and Ulrich on the same shift.” From then on, it simply won’t. When it builds a schedule, fills a call-out, or you add someone by hand, it checks first. If putting Vashti on a shift would land her next to Ulrich, it picks someone else instead.
Why it's strong: Every team has a pair that clashes. Now you don’t have to remember them or scan the board every week — the rule holds on its own, on every shift, forever.
Two rules clash? You decide which one wins — just by ranking them.
Say “auto-approve five weeks’ notice” and “auto-deny during the spring stocktake” both want to fire on a request for a day inside the stocktake, asked for weeks ahead. Which wins? You decide. Drag your rules into the order you want, and Autopilot reads them top to bottom — the highest one wins, every time. Rule one beats rule two, rule two beats rule three.
Why it's strong: It even warns you up front if two rules flat-out fight each other, so you catch the clash before it ever causes a weird call. No tangled logic, no surprises — just your priorities, in your order, the same way every single time.
Sometimes it’s not the hours — it’s how many shifts someone’s on the hook for.
Set the cap in plain words: “No one works more than 5 shifts a week.” Autopilot counts each person’s shifts for the week and won’t give them a sixth: not when it builds the schedule, fills a call-out, or you add them by hand.
Why it's strong: Maybe a student can only handle a few, or you just want to spread the work around so no one feels buried. This keeps it fair and honors the limits real people have — without you keeping a tally in your head.
Some employees need a certain number of shifts. Autopilot keeps count for you.
“Wilma works 11 shifts a month.” Autopilot spreads her eleven across the whole month, so she does not get all eleven in week one and nothing after.
Set it the way you need it:
Why it's strong: The month comes out even instead of front-loaded, and everyone gets the number of shifts they need without anyone counting on paper.
Back-to-back shifts wear people out. Make sure everyone gets real rest.
Say it however you think of it:
Autopilot works out the gap for each person before it places them. If a shift would leave someone short on rest, it won’t put them there — it finds someone properly rested instead.
Why it's strong: It even handles tricky overnight shifts right when it counts the hours. Your team comes in fresh, and you’re not the one tracking who closed last night and opens this morning.
Weekends are the shift nobody wants, so they keep going to the same person. Then that person quits.
Say it however you think of it:
Autopilot looks at the weekend before and the weekend after, and checks whether that person actually worked either one. If they did, it finds somebody else. Working both days of the same weekend is still fine, because that is one weekend. It checks the same way whether it is building the schedule, covering a call-out, or you are adding someone by hand.
Why it's strong: Everybody gets their turn without you keeping track. You stop losing the employee who never got a Saturday off, and you stop paying overtime to cover the weekends they used to take.
Somebody on your team works five or six days in a row, week after week, and nobody is counting.
Set it in plain words:
Autopilot counts the days that person has actually worked and will not give them the day that breaks your cap. It counts days at every one of your locations, so a day at another site still extends the run. It checks the same way whether it is building the schedule, covering a call-out, or you are adding someone by hand.
Why it's strong: Fewer call-outs, fewer no-shows, and fewer mistakes on the days you can least afford them. You are not adding up days from two schedules in your head, and you keep the employee who says yes to everything.
Too many hours means overtime, burnout, and people quitting. Set a limit and Autopilot holds it.
Set it in plain words:
It checks the hours first whether it’s building the schedule, covering a call-out, or you’re assigning by hand.
Why it's strong: Your people stay rested and your overtime stays down — with zero math on your end.
Limits stop people working too much. Targets stop anyone getting too little.
Tell Autopilot “Vikram needs 31 hours a week.” Every time the schedule is built, it works Vikram toward 31 hours without breaking your other rules, his availability or his time off.
Set it at any level:
If someone still ends the week short, you see who and exactly why, before it turns into a conversation on payday.
Why it's strong: Someone who needs 31 hours and keeps getting 22 goes looking for a second job, and then calls out to work it. Now everyone gets the hours they need, every week, without you counting.
The full toolkit behind the AI — scheduling, time tracking, reporting, team management, and more.
Powerful tools designed for Head Managers and Managers to streamline operations
Live metrics and insights at a glance
Comprehensive reporting tools
See what your schedule will cost BEFORE you publish. Automatic overtime calculation using 40-hour weekly threshold, with real-time cost visibility and employee-level breakdowns.
Auto-generate optimal schedules in seconds
Beautiful interactive calendar interface
Pre-configured shift types for faster scheduling
Full control over individual shifts
Handle employee shift drops & pickups
WebSocket-powered instant updates
The moment a shift is dropped, Autopilot covers it in seconds, and pickups that pass every check approve themselves instantly
Create repeating shift patterns effortlessly
4 on 4 off, 2-2-3 and DuPont, built for you
Preview before publishing to employees
You choose which emails go out, for the whole business
Assign people the moment you create a shift — no more publishing first and coming back to staff it later
Add descriptive shift titles for instant visual recognition - optional shift naming across all calendar views
Automatic date rollover for overnight shifts - essential for 24/7 operations like hospitals, security, and emergency services
Universal timezone conversion - shifts always display correctly regardless of manager's location or viewing timezone
Professional printable schedules with location-specific timezones, custom filters, and automatic multi-page pagination
Create custom break rules and auto-apply them to shifts. PAID vs UNPAID break tracking with automatic deduction from labor costs and worked hours.
Complete employee lifecycle management
Manage multiple locations in one system
Head Managers control exactly what each manager can do and which locations they can touch. Toggle any of these per manager:
Two modes to manage how employees set their availability — give employees full control, or require manager approval for every change.
Assign employees multiple roles so they can cover different positions. The scheduler, auto-assign, and shift pickups all respect role eligibility automatically.
Secure permissions system
Company-wide communication
Direct communication with team members
Private employee-to-employee communication
Team and department communication channels
Say how many of each job you need at every place, and more for your busy hours. Both kinds of rule work together.
Customize your organization settings
Not sure how to do something? Press Learn and XShift walks you through it, one step at a time.
Every way time off comes in, decided your way
Monitor employee attendance
Detailed time tracking reports
Manager alerts & approval workflow
Pay only for what you use
Secure payment processing
Everything employees need to manage their work and stay connected
Your personal work hub
See your complete schedule
Detailed shift information
Unique AI scheduling algorithms
Broadcast messaging to all employees
Start tracking your work time
End your work session
View your complete time records
View past clock sessions
Attendance notifications
Submit PTO requests
Monitor your time-off requests
Can't make a shift? Drop it!
Want more hours? Pick up shifts!
Track your drops & pickups
Manage your personal information
Set your work preferences
Communicate with managers
Try all features free for 21 days. Full access to everything.
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