User Guide

When it helps

• You need to schedule staff for a school festival stall or event across 2–3 days and many time slots
• You want participants to tell you only the times they can work, then assign them to club or team duties
• Each role (reception, cooking, guiding, etc.) needs a different headcount and manual juggling is painful
• Asking “when are you free?” in a LINE group is hard to tally and you want it in a table

Build shifts by the hour

Instead of rough “morning / afternoon” blocks, Shiftto lets you divide the day into slots of any length, such as 30 minutes or 1 hour. You can set a role and required headcount for each slot, and participants can state availability by the hour, like “free 10:00–12:00 but not in the afternoon.”

• Just specify start and end times and the slot length, and a timetable-style shift table is generated
• You can insert breaks, and add, re-time or delete slots later from the admin screen
• Require more people only during busy hours by changing the headcount per time period
• Assignments take participants' availability into account to minimize shortages in each slot

Organizer flow

1. Create the event

From “Create a shift” on the top page, enter the dates, start/end times per day, slot length, breaks, and required roles and headcounts. No login is needed. If you set an admin PIN (4+ digits), it will be required to enter the admin screen. Without a PIN, anyone who knows the participant URL can open the admin screen, so setting one is recommended for larger events.

2. Share the participant URL

Once created, a single participant URL (/e/event-ID) is issued. Share it via a LINE group or email, and participants can respond without installing an app or registering.

3. Run auto-assignment once responses are in

Press “Run auto-assignment” on the admin screen and shifts are built automatically to minimize shortages, taking into account each participant's availability, daily slot limit and roles they cannot do. Slots that are short of people are shown with a red background and a warning icon.

4. Fine-tune, finalize and publish

Add or remove people from any cell of the table, or pin a person to a slot (📌). Pinned slots are kept even when you run auto-assignment again. When you're happy, publish the table to participants from the publishing settings, and print it or export CSV if needed.

Participant flow

1. Open the shared URL
2. Enter your name (names that have responded before can be picked from a list)
3. Tap each time slot as ○ (available) / △ (if necessary) / × (unavailable)
4. Enter your daily slot limit and any roles you cannot do, if applicable
5. Submit (you can reopen with the same name later to edit)

After the shift table is published, opening the URL shows the finalized table (everyone's, or just your own shifts).

FAQ

I forgot my admin PIN

There is currently no way to reissue or reset a PIN. Be sure to note down the PIN shown right after creating the event somewhere safe.

Can I close responses?

There is currently no feature to set a response deadline automatically. The intended way is to stop sharing the participant URL, or to treat the moment you run auto-assignment as the effective deadline.

What if two people register with the same name?

Participants are identified by exact name match. If a different person with the same name responds, the existing response is overwritten. Turning on public responses lets people choose from the existing respondent list, which helps prevent duplicates caused by spelling variations.

Can I redo an assignment?

Each time a response is edited, the previous state is saved to history, so you can restore a specific point from “History” on the admin screen. Auto-assignment itself can be rerun any number of times for slots that are not pinned.

How long is data kept?

Data is kept for roughly 30 days from creation. See the Privacy Policy for details.

Does it cost anything?

This service is free to use.