---
title: Scheduling settings
description: "The seven sections of the Scheduling settings: general, rights, display, week, notifications, limitations and periods."
url: "https://illizeo.com/en/centre-aide/scheduling-settings/"
updated: "2026-11-01"
category: Scheduling
---

# Scheduling settings

The module settings open from "Settings", in the Scheduling menu. The screen has seven sections: General, Roles & access, Display, Week & time, Notifications, Limitations and Periods. This article goes through them; it is for the module's administrators.

## Before you start

- You need the "Scheduling module settings" right. By default, the HR Manager and Administrator roles hold it.
- After a change, click "Save changes", at the bottom right.

## General

![General Scheduling settings: users schedules, availability and replacements](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/scheduling-availability-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The "General" section.

**Users schedules.** Choose what employees see in "My schedule":

- "Users can view all schedules": they also see the "My team this week" section;
- "Users can view only their personal schedules".

"Except" lets you name exceptions to the chosen rule.

**Availability.** "Enable Availability" opens "My availability" to employees. The mode says whether they declare only their unavailability, or their preferences too: [Availability and preferences](https://illizeo.com/en/centre-aide/scheduling-availability/).

**Replacements.**

- "Enable shift offer requests": an employee can hand over their shift to an eligible colleague. With "Shift offer requests require admin approval", the handover waits for a decision.
- "Enable shift swap requests": an employee can swap their shift for a colleague's. With "Swap requests require admin approval", the swap waits for a decision.

Details in [Open shifts and replacements](https://illizeo.com/en/centre-aide/scheduling-open-shifts-and-replacements/).

**Employee buttons.** "Add a" followed by:

- "Reject": the employee can decline a shift;
- "Confirmation": the employee can confirm a shift;
- "Check-in": the shift's Check-in button;
- "Completed": the shift's Completed button.

**Geolocation.** "Enable GPS location for every status change" records the location at each action. "Outside the location zone" chooses between "Accept and flag" and "Refuse": [Clocking in on a shift and geofencing](https://illizeo.com/en/centre-aide/scheduling-clock-in-and-geofencing/). When geolocation is on, the notice to share with employees appears in this section, with the "Copy the notice" button.

## Roles & access

Module rights are managed in Illizeo roles: "Scheduling module — Access", "Schedule: read (Access), create and edit shifts (Execute) of one’s population", "Shift templates: read (Access), manage (Execute)" and "Scheduling module settings". Each role carries its level and its scope there. "Open roles" takes you there. The rights offered by default (employees, managers, HR, auditor) are described in [Getting started with Scheduling](https://illizeo.com/en/centre-aide/scheduling-getting-started/).

![Roles & access section of the Scheduling settings, with the Open roles button](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/scheduling-getting-started-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The "Roles & access" section.

## Display

"Schedule display customization" sets what a shift card shows, for three views:

- "Dashboard view by users": the grid by employee;
- "Dashboard view by Job": the view by position;
- "Mobile app": My schedule.

For each view, choose the fields (hours, position, title, location, notes, users) with "Add field". Two options complete it: "Show unfilled fields in shift preview" and "Add spacing between fields". A preview shows the result.

In the same section, "Require users to access a shift to confirm it" removes Confirm from the list: the employee confirms only from the opened shift.

## Week & time

- **"Week starts"**: "Monday" or "Sunday". The grid, week copy, week templates, short notice and reminders follow this choice. The weekly hours limit is always counted from Monday to Sunday, as in Attendance.
- **"Work hours"**: the times suggested for a new shift. By default, 09:00 to 17:00.
- **"Time zone"**: the schedule's time zone. By default, Europe/Zurich. Delays (freeze, giving up a shift, reminders) are read in this time zone.

## Notifications

"Schedule notifications" turns the module's notifications on or off. For each event, three channels: "Push", "Bell", "E-mail". Push also goes through the bell.

**"Get notified when users:"**

- have confirmed, rejected, checked in to or completed a shift;
- have claimed or released an open shift;
- have sent an open shift request or a replacement request;
- have completed a task, or all tasks of a shift;
- have marked an unavailability, or prefer to work;
- have not confirmed before the start, not checked in after the start, not completed after the end time.

The last three are reminders. Their delay is set with a "Delay unit": minutes, hours or days. By default: 2 days before the start, then 15 minutes after the start and 15 minutes after the end.

Two rows also alert the scheduler, on by default:

- "Shifts cancelled by the end of a contract": the end of a contract has cancelled shifts, to be reopened as open shifts if needed ([Creating and publishing a schedule](https://illizeo.com/en/centre-aide/scheduling-create-and-publish/));
- "Planning period late": a period is not published, or not approved, by its deadline.

**"Get notified when admins:"** have created, edited or deleted a shift, or published a schedule. The notification goes to the people who hold the Schedule right at the Admin level over the shift's scope. The author of the action is never notified.

The "You can manage all notifications in the notifications center" link leads to the Illizeo notification centre.

## Limitations

**"User limitations"**: employees cannot perform an action less than a given delay before the shift starts.

- decline a shift: 1 day by default;
- give up a shift obtained through an offer: 2 days;
- hand over, swap or take over a shift: 2 days;
- check in to a shift: 15 minutes.

Each limit can be turned off.

**"Availability freeze"**: no adding, changing or removing an availability less than 7 days before its date (default).

**Overlap.** "Block users from claiming shifts if they overlap with a scheduled shift" refuses a claim that overlaps another of the employee's shifts. Off by default.

**Started offers.** "Users can claim/check-in to shifts past their end time": off by default, an open shift that has already started can no longer be claimed.

**"Scheduling rules"**: conflicts come from the attendance profile of each employee's contract (rest, limits, sequence rules) and, if one is installed, from the contract's legal baseline. The schedule warns you; it never blocks. "Set up attendance profiles" opens the profiles.

**"Minimum open shift claims"**: on by default, 3 per week. Every Wednesday at 09:00, an employee who has open shifts within reach the following week, but fewer claims than the minimum, receives a reminder.

**"Short notice alerts"**: on by default, 72 hours. A change affecting a week that starts within this delay asks for confirmation: [Creating and publishing a schedule](https://illizeo.com/en/centre-aide/scheduling-create-and-publish/).

## Periods

"Planning periods" sets up a series of periods, each with its publication deadline and, if needed, its approval deadline. The list shows their status ("Published", "To publish", "Late", "Approval late"). Details in [Creating and publishing a schedule](https://illizeo.com/en/centre-aide/scheduling-create-and-publish/).

## Settings outside the module

- **Approval workflows**: in Workflows, Attendance category, triggers "Schedule published", "Open shift application" and "Shift replacement". The three workflows provided by Illizeo are inactive: nothing waits for an approval until you activate them. You can edit them or give them a scope.
- **Clock-in zone**: on the office record, in **Settings › Manage Organization**, "Office / Site" entity. An office or a position still used by the schedule (upcoming shifts, open shifts, templates) cannot be deleted.
- **Retention of locations and history**: in **Manage Illizeo › Data Retention**.
- **Attendance profiles**: minimum rest, hour limits and sequence rules.
- **Log**: settings changes, like the module's other actions, can be read in **Manage Illizeo › User Logs**, "Scheduling" module.

## Good to know

- A setting marked "Not active yet" is saved but has no effect on the schedule yet. The settings described here all have an effect.
- The schedule warns of conflicts without blocking the scheduler; the limits on this screen (delays, freeze, overlap) apply to employees' actions.

### *Similaire*