You can add shift notes from two places: the Scheduler Quick Action Menu (right‑click on a shift card) and the Shift Details panel (open the shift and add a note against the staff member). Both methods add a note to the shift, and the note is saved immediately once submitted.
Before you start, the shift needs to be in the right state. “During a shift” means the shift is clocked in but not yet clocked out. If the shift is already clocked out, the “during shift” note action won’t appear.
Option 1: Add shift notes from the Scheduler Quick Action Menu (right‑click)
This is the fastest way to add a note while staying on the calendar.
Right‑click the shift card to open the Scheduler Quick Action Menu.
If the shift is a single-staff shift and is clocked in (but not clocked out), select Add shift notes.
Type your note and click Add Shift Note.
This right‑click option only appears for single-staff shifts (because it’s tied to the same quick-actions workflow as manual clocking). If you don’t see it, open Shift Details instead (Option 2).
If you’re not familiar with right‑click actions, see the related article: Scheduler Quick Action Menu.
Option 2: Add shift notes from Shift Details (works for group shifts too)
If a shift has multiple staff, or you want more context on the shift, add notes from the shift’s details.
Open the shift details panel.
Find the relevant staff member in the shift.
Use the staff actions menu and select Add Shift Note (this appears when they are clocked in but not clocked out).
Enter your note and save.
This method is the most flexible because it supports adding notes per staff member where needed, including in shifts that involve multiple staff.
“Improve” (AI assistance)
When adding a shift note, you’ll also see an Improve button. This can be used to tidy up and enhance the wording of your note before saving. It’s optional, and works best when you’ve already written a rough draft that just needs polishing.
How this relates to manual clock-out
Manual clock-out (admin view) requires shift notes as part of the clock-out process.
Adding shift notes during a shift is different: it lets you record progress while the shift is happening, even if clock-out will happen later. For the clocking workflow, refer to Manual Clock-in & Out (Admin View).