Setup checklist for admins

Complete setup in the right order

This checklist helps you set up Shiftdesk in a structured way and without dead ends. It's best to work through the steps in order — many build on each other.

1. Organization and master data

[ ] Settings → General: Check company name, logo, time zone, and default language
[ ] Settings → Locations: Create at least one location with address and country

2. Public holidays and calendar

[ ] Settings → Public holidays: Select the federal state and import the statutory public holidays
[ ] Optional: add company-specific public holidays manually

3. Structure

[ ] Settings → Organization: Create departments and teams per location
[ ] Review the hierarchy — see Organizational structure

4. Contracts and rules

[ ] Settings → Contract types: Define full-time, part-time, mini-job, working student, etc.
[ ] Settings → Time tracking: Set the tracking mode (clock in/out, self-service, or hybrid)
[ ] Settings → Break rules: review them (statutory DACH breaks are preset)

5. Prepare shifts

[ ] Settings → Shift templates: Save typical shifts as a template (early shift, late shift, night shift)
[ ] Optional: Create Skills and Qualifications if you need them for planning

6. Invite the team

[ ] Employees → Add employee for each person, or Import via CSV
[ ] Add the contract right away — details under Creating and inviting employees

7. First schedule

[ ] Open the Schedule, select the week, place shifts from templates
[ ] Publish the schedule — employees then receive a notification

Tip

At the end, invite a test employee to experience the entire flow from an employee's perspective.

Creating and inviting employees

Roles and permissions explained

Getting started with Shiftdesk

Shiftdesk helps you plan shifts, track working hours, and manage absences. This article gives you a concise overview of the best order in which to get started.

Creating and inviting employees

In Shiftdesk, you manage your team centrally under **Employees**. From there, you add new people, invite them by email, and give them access to the Mobile App.

Roles and permissions explained

Shiftdesk works with five roles. They control what a person can see and change – and **whether they can use the web backend or only the mobile app**. You set the role when creating a person under **Employees** → **Add employee** and can adjust it at any time in the employee profile under **Team & permissions**.

Organizational structure: location, department, team

Shiftdesk uses a three-level hierarchy: **Location → Department → Team**. This structure is the foundation for scheduling, permissions, and analyses.

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