You don’t need to register your email address with us to use MyShiftPlanner, although it is recommended. When you register, you’re creating a MyShiftPlanner Online Cloud account which has a number of benefits:
BENEFIT #1: Peace of Mind – You’ll be able to keep your data backed up to our servers.
We keep up to 10 backups for every registered account so you know your data is safe in the event that you lose your device, make a mistake when changing your shifts or need to delete the app for some reason.
We automatically back up your data every 7 days and you can manually create a backup at any time for peace of mind – such as just before you want to make a change to your shift pattern.
BENEFIT #2: You can have MyShiftPlanner on multiple devices and keep your data synchronised between them all.
By using the same MyShiftPlanner online account (email address) on different devices, you can use the Auto Sync feature which keeps your data synchronised between all those devices, so if you have a tablet you keep at home for the family, you can have your rota on it which always has the latest version of your work schedule on it.
BENEFIT #3: You can optionally receive our monthly shift working Newsletter (Shift Thinking)
You can choose to receive our monthly newsletter containing useful tips, news on the app and shift working blog posts which you may find interesting (you can opt out of receiving this at any time from within the User Profile screen of the app).
BENEFIT #4: [Needs the Pro Pack] You can live share your work calendar with another MyShiftPlanner user (such as a colleague or family member)
The Live Sharing feature allows you to share any (or all) of you calendars with another MyShiftPlanner user, as a read-only view. This is kept up-to-date as you make changes so they will always get the latest version of your schedule automatically. The recipient won’t be able to make any changes or add anything into your calendar, so is perfect to share with work colleagues or family members who have installed MyShiftPlanner.
We hope you see the benefit of having a MyShiftPlanner Online Cloud account. Please note that the above features won’t work if you don’t have an on-line account but the rest of MyShiftPlanner will work as normal, so it’s completely your choice.
If you have any questions about the features mentioned above or MyShiftPlanner, email our team at firstname.lastname@example.org
The Pro-Pack contains lots of additional features that help you take control of your shift work
- Calendar Sync – copy shifts to your phone calendar
- Live Sharing – share your shift pattern with a partner, family or work colleagues
- Annual Leave Tracking – keep tabs on your annual leave allowance and manage your time off
- Work/Time Reports – records worked hours, overtime and time in lieu. Download and email reports
- Reminders – set reminders for your shift pattern or individual shifts so that you never miss a shift
- Multiple Calendars – create extra calendars for another job, or family member. Overlay them in the main calendar view
The Pro-Pack is a one-time payment to unlock all pro-features. Once unlocked you get access to any new pro-features we add without additional charges.
See our Terms and Conditions for more information.
Turning your phone off and on again often gets rid of annoying problems and bugs.
Your device needs a regular reboot, to clear out memory and close down apps that cause clashes.
If you’ve encountered a problem with any aspect of the My Shift Planner app, reboot the phone first.
If the problems, persists, check out the FAQs or contact our support team. Support@MyShiftPlanner.com
For more information take a look at our Blog – Have you Tried Turning it On and Off Again?
The My Shift Planner app requires a certain amount of storage capacity in your phone to work properly. If you get below 100MB of storage space on your phone, the app won’t be able to save shift changes and will trigger a pop up message to warn you.
For the app to work properly, you’ll need to clear some space for it. Such as deleting old photographs, messages or unused apps.
This link HERE has some great tips for finding that extra space on an iPhone.
You can change your calendar to start on any day of the week.
-Tap on the Calendar Icon in the top right to bring up the Calendar Options Menu
-Tap on Calendar Settings
-Tap on the day next to First Day of the Week
Check out our video How To:-
You can set up more than one calendar in My Shift Planner.
-Tap on the Calendar Icon
-tap on Other Calendars
-Alternatively, Swipe up on the Screen to bring up the Personal Calendar Menu.
-From here you can set up a new calendar or choose to overlay two calendars onto each other.
There is currently no limit to the number of calendars you can add.
Please note, this feature is only available in the Pro-Pack add-on.
MyShiftPlanner is available for:
- Android phone running Android 5.0* or later
- Android tablets running Android 5.0* or later
- iPhone 6 or later running iOS 10.0* or later
- iPad and iPad Pro running iOS 10.0* or later
We don’t currently support:
- A version for Windows or Mac OS yet
- A web version of the app to access through your Web Browser
- A smartwatch version (e.g. Apple Watch or Google Wear)
* Note: we may remove without warning support for older versions of Android or iOS in our updates once the manufacturer has stopped supporting them too. This won’t stop you being able to use MyShiftPlanner but may block you from being able to install the latest updates from us.
MyShiftPlanner is available for Apple and Android devices, so you can easily transfer to another phone even if it’s a different type.
You can transfer:
- Your shift data
- Your settings and personal user data (within MyShiftPlanner)
- Your purchased add-ons
To transfer, you need to have a MyShiftPlanner account and a recent backup of your data from your old phone. If not, here’s how you do this:
- Tap on the menu icon in the top-left of the main screen
- Choose Backup/Restore Data
- Choose Backup when asked.
- If you’ve already logged in, it’ll start a backup and you’ll be ready to jump to the next step. If not, enter your email address and choose Register (if no account) or Login (if you already have an account).
- Once you’ve logged in, tap Backup NOW to create your first data backup.
Once you have a MyShiftPlanner account and a fresh backup, do the following on your new phone:
- Install MyShiftPlanner from the app store
- Open the app and choose Restore an existing account from the first-run setup screen.
- Enter your MyShiftPlanner account email address and password, then tap Login
- Your data will restore automatically after a few seconds.
- Your purchases will automatically restore after a few seconds of the app being open.
If your purchases don’t automatically restore, tap on the menu icon and choose Purchase History from the menu. In here, use the Restore Purchases button.
If you need more help transferring your data or purchases, please contact our team through the app menu or directly to: email@example.com
To review what data we have about you, we provide a handy Data Review tool in the app menu.
The Data Review Tool also allows you to manage your data, correct anything that’s wrong and delete your entire account, should you need to.
To access the Data Review Tool
- Open the MyShiftPlanner app
- Tap on the menu icon in the top-left of the main screen
- Scroll down and tap on DATA PRIVACY REVIEW (near the bottom)
What do we store about you?
We only store information required to provide you with the services you request, to monitor our services for security reasons and to ensure we are able to keep the database and services running effectively.
If you have any questions about your data, your account or how we use your data, please contact our support team: firstname.lastname@example.org
If you no longer want to use MyShiftPlanner, you can delete your data by doing the following within the app before deleting it:
- Open the app
- Tap on the menu icon in the top-left of the main screen and choose DATA PRIVACY REVIEW.
- The data privacy review shows you exactly what data we store about you. Tap GET STARTED on the first screen and NEXT on the second.
- In the third screen you will see an option to DELETE MY ACCOUNT.
- Make sure your login email address is correct at the top of this screen. If not, or it’s empty, type it and log in first.
- Tap DELETE MY ACCOUNT and if you’re sure, agree to the confirmation message.
Once the app has confirmed your account was deleted, you can safely delete the app.
IMPORTANT NOTE: Deleting your account will remove the following:
- Your actual login and personal information linked to it, including your name, email address, profession and other information you may have entered.
- All of your data backups.
- You will be un-subscribed from any newsletters you may be subscribed to.
The above is all the information we store about you that is personally identifiable. All of this will be removed as part of the account deleting.
If you need help deleting your data or account, or have already deleted the app and want us to delete your data, please contact our support team at:
You can lock and unlock your My Shift Planner calendar to stop accident changes to your shift pattern.
-Tap on the calendar icon in the top right of the screen
-Tap on Calendar Settings
-Lock and your unlock your calendar to keep it from unwanted changes.
Alternatively, swipe up on the main calendar screen to bring up the Calendar Options menu. The Lock/Unlock feature is in the top left.
You can sync your shift rota from MyShiftPlanner into your device calendar.
-Tap on the Calendar icon in the top right of the screen to bring up the Calendar Options Menu
-Tap on Calendar Settings
-Tap on the Sync/Sharing tab in the top right.
From here you can choose to export your shift pattern to your phone calendar. Or bring personal events/appointment from your phone calendar into My Shift Planner
This feature requires the Pro-Pack add-on.
To set up or change your shift pattern
-tap on the calendar icon in the top right of the screen
-tap Change Pattern
-select your shift pattern from the Pre-Defined Pattern box, or select Other Pattern to set it up manually.
Annual leave tracking (and setting your allowance) are part of the Pro Pack so you need to make sure you’ve purchased this first.
To set up your allowance:
- Tap on the menu button in the top-left of the main screen.
- Tap “User Profile and Settings” at the top of this menu
- Tap on the “Holidays” tab at the top.
This screen has 2 purposes; it contains the settings for your leave, how Time Off In Lieu (TOIL) is handled, and options for how leave is calculated. This screen also provides a report of time taken, leave remaining and other useful information.
Note: the Work Time Report also shows leave information alongside shifts worked and overtime, so if you haven’t already taken a look at this, it’s recommended.
The Work Time Report is available from the calendar menu by tapping on the calendar icon on the main screen.
If you want to send your Work Time Report to your boss or print it off to help calculate your pay, it’s really easy.
In the bottom right of the Work Time Report is a the Share Button. Tap this and choose whether you want to email the full report, or just the page you’re looking at (e.g. Overtime, Normal Hours or Holidays Taken)
This opens an email in your email app and has the report attached as an Excel spreadsheet, ready to send.
The Work Time report works off the actual hours you’ve worked, so it’s important to record this accurately.
You record your Actual Hours in the Day Properties against each individual day:
– Tap on the day you want to record against
– Tap on the Day Properties/Notes button (3rd from the right at the top)
– In here you can set the actual start and finish time you worked for this shift, the amount of unpaid breaks (e.g. Lunch) that you did and it automatically calculates the number of worked hours for you.
– If you’ve worked overtime, you can also enter the details in here too
All details you enter are updated in the Work Time Report instantly
There are a few reasons this might be happening, but most common is that you’ve disabled Notifications for MyShiftPlanner in your phone settings. The Reminders feature requires you to allow Notifications to be used. To turn them on for iPhone or iPad, here’s how:
– Tap on the device home button to go back to your home screen
– Find and tap on the Settings app
– Scroll all the way down to near the bottom (it could be a long list) and find “MyShiftPlanner”. Tap on it
– Tap on “Notifications” below the “Allow MyShiftPlanner to Access” heading
– You need to turn ON the following:
* Allow Notifications
* Show in Notification Centre
* Sounds (if you want to hear the reminder sound – it might not wake you if not)
* Show on Lock Screen
– In the Alert Style section at the bottom we recommend Banner or Alerts is tapped depending on how you wish to see your reminders
– Tap back to go back to your home screen
Once you’ve check the above, if your reminders still aren’t showing, we suggest containing our support team so they can work with you to fix this. Support@myshiftplanner.co.uk
The first thing to check is that you have your volume turned up – it’s easy to have this silenced without realising it.
If you have an iPhone, check the “silence” switch on the side isn’t switched off – this is easy to catch in your pocket.
Next, go into the “Set Reminders” area in MyShiftPlanner’s calendar menu (button in the top-right of the main screen). In here, tap on the play button next to the reminder sound option and check you can hear it ok.
If all this still doesn’t work, check your Notification settings in your Settings app of your phone. Scroll all the way to the MyShiftPlanner app in the list (it’s a long way down), and in the Notifications area, check that “Enable Sounds” is turned on.
If you need further help with reminder issues, please contain our support team at email@example.com
If you need to disable the reminders for all shifts – maybe while off sick or on extended leave – you can do this in 2 ways:
1. Tap on the “Bell” button at the bottom-left of the main screen
2. Tap on the Calendar icon in the top-right to show the calendar menu. Tap on “Set Reminders” and turn off the switch at the top of this screen
To turn all reminders back on again later, just reverse this process. Note – turning reminders on or off like this DOESN’T lose any reminder settings on individual days so you don’t need to set them all up again.
Tap on day you wish to change in the calendar, then tap on the Day Properties icon (3rd from the right at the top).
You will see a Reminders button at the top of this page. Tapping on it will show the reminder options for that day.
To override the default reminder settings (the ones set for the shift type), tap the “Custom reminder for this day” option to show all the options you can change.
Any changes you make here only affect this specific day
Reminders can be set for a shift type (e.g. The same for all Night shifts) and changed for individual days if you need to, so really flexible.
To set up a reminder for a specific shift type:
– tap on the calendar icon in the top-right of the man screen
– tap on Set Reminders in the menu
– in the Reminders menu you can turn reminders off completely (for all shifts), set the reminder sound and change individual shift reminders
– choose the shift you want to change and tap on it
– Change the reminder time, the message that will show and even turn off reminders for a specific shift in here
All changes you make apply straight away
No, as long as you’ve logged in and backed up to your MyShiftPlanner cloud account. You can just use the Restore Purchases option in the MyShiftPlanner menu to turn on the features on the new device.
For Android devices, the purchases will restore as soon as you’ve logged into your MyShiftPlanner Account or the next time you open the app after logging in.
If you have an Android device, just reinstalling MyShiftPlanner is enough to turn on any features you’ve previously purchased as it does it automatically for you.
On Apple, this doesn’t always happen automatically, but it is easy to do.
Tap on the menu icon in the top-left of the main screen in MyShiftPlanner to show the menu.
At the bottom is the option to Restore Purchases.
Tap this. You may have to enter your iTunes password.
Once this has been correctly done, you’ll see a message to let you know that your previously bought items have been restored and are available to use.
MyShiftPlanner is a free app containing great features anyone can use.
Not everyone needs all the extra features we offer, so to avoid over-saturating the app, we’ve made them available in the ProPack that can be optionally added if you need it.
The ProPack contains Shift Reminders, Live Sharing, Device Calendar Sync, Annual Leave tracking and Work-Time reports and many more.
There is a small charge to add the ProPack, which is paid just once and will instantly turn on the features.
We’re currently working on an exciting new Manager Pack for MyShiftPlanner for teams and businesses which we plan to launch soon.
We’d love to talk to you about this and we can offer early access, so please get in touch using the link below.
My Shift Planner can support almost any type of shift pattern. We have lots of different tools and tricks for getting the most complex of patterns set up easily in the app.
To get specific help for setting up your pattern, we recommend contacting our expert support team who’ll be able to give you instructions for your pattern.
If you fancy doing this yourself first, there are a number of ways to do it. The easiest way is to use the “Change pattern” option in the calendar menu. In the box at the bottom of the field marked Patterns: select the option “Other Repeating Pattern”
You can then add the shifts you work to the calendar. You can change the times of your shifts here, as well as creating new shifts and editing the available shifts.
Hit Preview to see how your pattern will copy through the calendar. Then tap on the < arrow and read the pop up before saving your pattern to your calendar.
If you need any help, ask our support team for assistance.
In MyShiftPlanner we have a number of built in shift patterns. The Continental pattern is in our pre-built list, so it’s easier than ever to set this up!
Tap on the Calendar Button in the top right of the screen.
Tap on Change Pattern.
Choose “Continental Pattern” from the drop down box at the bottom of the screen.
You will see this pattern previewed in the calendar.
Choose the 3 shift types you do in this pattern. Pick the day that this pattern starts from and it’ll calculate it all for you!
Tap on the < arrow in the top left and you can save the pattern to your calendar.
We provide 14+ different shift types which cover the most common ones, but they’re fully customisable so can easily be changed.
1. Tap on the calendar menu icon in the top-right corner of the screen
2. Tap on the Customise Your Shifts option at the bottom of the menu
3. You’ll be taken to a list of all shift types in the app. To change one, tap on it.
4. For all shift types, you can change the shift name and “show as” (how it appears in the calendar), the colour, the default start/finish times for that shift and whether you can to use it at all or not
5. Tap on the Back button (at the top-left of the screen) when you’re done and it’ll instantly change
You can also add your own custom shifts using the + button within the same menu.
Can I add more shifts than those listed?
Yes! Just use the + button within the Customise Your Shifts area of the app.
Can I remove any extra ones I don’t use? It clutters up the Shift Picker!
Absolutely! To hide a shift type, customise the shift as described above and tick the Hide This Shift option.
It’ll stay in the customisation menu if you want to use it in future, but will be hidden everywhere else.
My shift normally starts at the same time, but as a one-off it’ll start earlier. How do I put that into MyShiftPlanner?
This is really easy to do. First, customise your shifts as described above and set the normal start/finish times against each shift type (e.g. 09:00 – 17:00 for the day shift).
When you’re back in the calendar, tap on the day that starts differently to select it, tap on the Edit Notes button at the top of the screen to see the Day Properties screen.
In here you’ll see the start and finish times for your shift which you can change. Any changes to the times only affect this particular day.
Using the Share My Calendar option in the calendar menu, you can either send the current month of your calendar to someone else or with the Pro-Pack, you can live share your calendar to another MyShiftPlanner user.
1. Tap on the calendar menu icon in the top-right corner of the screen
2. Tap on the Share My Calendar option at the bottom of the menu
3. You’ll be shown the Sharing Panel with all the ways you can share your calendar, including Email and Live Sharing. Pick the one you’d like to use.
To keep our systems and your data secure, we require that all passwords follow secure password rules. These are common in most on-line systems and avoid people accidentally using easy-to-hack passwords for their data.
Password in MyShiftPlanner must follow these rules:
- At least 6 characters in length
- Must contain a capital letter
- Must contain either a space, a number or exclamation mark (!) or question mark (?)
Some examples of valid passwords are:
Tips for picking secure passwords:
- Avoid using your name in the password – it’s easy to guess
- Avoid using words like “password”, “myshiftplanner” or anything easy to guess
- Avoid using parts of your email address in your password
- Join multiple words together to make longer passwords – e.g. ThisMightBeAGoodOne?!
- The longer the password, the better
If you’re unsure, please contact our support team: firstname.lastname@example.org
MyShiftPlanner includes a Cloud Backup service you can use to back up your data, and can be used to copy your calendar to another device (such as if you have an iPhone and iPad and would like to keep them in sync).
To use this service, you need to register with a valid email address* from within the MyShiftPlanner app. Once you’ve done this, you can backup and restore as often as you like.
Getting set up is really easy:
- Tap on the menu button in the top-left corner of the screen
- Tap on “Backup/Restore Data“
- A menu will appear – if this is the first time, tap on “Configure“, otherwise you can directly back up or restore from here too
- The Backup Settings screen appears. Tap Turn On Backups to show all the configuration settings
- Enter your email address and a password (at least 6 characters, including a number, symbol, and capital letter)
- Tap Register if you don’t already have an account or Login if you do
Once you’ve successfully registered or logged in, you can back up or restore from in this screen too using the buttons at the bottom.
Please note: Once you have an account, your data is automatically backed every seven days. However, if you turn off the Auto-Sync option your data will not be backed up each time you make a change. You’ll need to remember to use the Backup option in the menu after making changes to make sure your backups are the latest.
* Note: The email address must be a real one as it’s used if you forget your password. However, we’re very passionate about security and our user’s peace of mind so will never pass your email address to anyone else. We just use it to secure your MyCloud account, send password reset emails if you need us to, and optionally (you choose this) add you to our newsletter to send occasional news about on new features, hints, tips and tutorials that might be of interest to you.
There are 4 view options you can choose for your calendar:
1. Colour Only – removes all shift names and times leaving just the day number and icons
2. Shift Names – shows only the shift name (code) – e.g. “Nights”
3. Shift Times – shows only the shift times and no code – e.g. 8-6
4. Show Name and Times – best used in larger screen phones. Shows the shift code and times – e.g. “Days 8-5”
Tap on the calendar button in the top-right of the screen to show the calendar menu.
Tap on Calendar Settings
You’ll see the buttons half way down this menu, one for each of the options described above.
Just tap on one and it’ll be applied immediately.
You can either long tap on the date you’d like to add a note to, then select the hours tab or…
1. Tap on the day you’d like to add notes to
2. Tap on the Notes button in the toolbar (at the top)
3. Type your notes into the Notes box and tap on the back button (top-left) when you’re finished
Once you’ve added notes to a day, a small star icon shows against the day so you can easily see which days have notes.
We treat data security very seriously, and handle your data with the same care and consideration you’d want us to.
We hate being spammed by unwanted emails so have no intention of doing the same to you.
What DO we collect and why?
We only ask for the minimum information we consider necessary to provide the best experience. Most of this is optional (such as your profession) so it’s completely up to you whether you want to tell us or not.
To use our cloud and sharing features (such as the highly recommended on-line backup for your shifts and settings), you will need to provide your email address which is used as a unique username for your account. This is paired with a password that you choose to make sure your account and data stay secure. Never tell anyone your password!
When signing up, you are asked if you wish to receive our newsletter and other important information from us by email. You have the option to opt-out at any time from within the app too so really easy to control this.
If you choose to use our backup facility, your backups are stored in our secure cloud system against your account so can’t be accessed by anyone but you (using your registered email and password). We monitor all activity too, so if we spot anything suspicious we can deal with it quickly.
If you have any questions about data security please email our support team who’ll be happy to answer them for you: email@example.com
We’re always happy to hear from our users, including suggestions for new features you’d like to see in MyShiftPlanner.
It’s also worth getting in touch, as the feature might already be available, and we can help you find and use it.
Use the Feedback option in the menu of the MyShiftPlanner app to get in touch, or message us via our Facebook page.
Our support team are here to help, so please don’t be afraid to get in touch with us!
No problem! We offer a free support service and it’s really easy to send us a message.
1. You can send us a message from inside the app.
MyShiftPlanner comes complete with an in-built feedback form for you to use:
a. Tap on the menu button in the top-left corner of the screen
b. Choose Get Help/Send Feedback
c. Fill in your name, choose the type of feedback/question you have and enter some details about it
This is also great for support as you can use the private messaging to ask questions and offer feedback.
3. Email us directly
Or if you prefer to, you can just email us at firstname.lastname@example.org
We aim to get back to you within 8 hours during working days, or by the next working day if sent at the weekend.
Some apps claim to be free before, but are only time limited trials…
MyShiftPlanner basic app is completely free to download and use without any time limits.
Unless it explicitly says otherwise, all features are free to use without time limits.
So, how do we make any money to continue developing it? That’s why we show ads at the bottom of the app. These generate some of the income we need, though if you prefer, you can pay a small fee to remove the ad banner.
We also offer premium features, such as calendar sync, calendar sharing, work-time reports, holiday tracking etc. which you can purchase in the Pro-Pack add-on within MyShiftPlanner.
Features that are currently free to use will always continue to be free. And we will also continue to add other free features in future updates.
Premium features in the Pro-Pack are totally optional, so you only need to buy them if you feel they are valuable enough to you.
MyShiftPlanner is a free app designed to help shift workers keep track of their working patterns as easily as possible.
It’s really easy to set up your pattern – regardless of how complicated it may be. With separate colours for each type of shift, you can easily see on a colour-coded calendar what you’ll be working at any time.
You can add holidays, overtime, on-call, pay days, training days, sick days and more to check against your pay slip. You can also add notes to any day, and record your actual worked hours.
The easiest way to see what MyShiftPlanner is and how it works is to download it and try it for yourself.