The desktop schedule builder is Intermio's most powerful tool for creating and refining employee schedules. With drag-and-drop interactions and a full timeline view, it gives managers precise control over shift assignments. This tutorial walks through the complete desktop workflow.
1. Open a draft schedule
Start from the Schedules page in your workspace. Locate the draft schedule you want to work on and open it. If no draft exists yet, create one first — the builder only works with draft schedules that have not been finalized.
Make sure the draft covers the correct date range for the period you are planning. Changing dates after you have already placed shifts will require rework.
2. Understand the timeline view
The desktop schedule builder uses a timeline view where days run across the top (columns) and people or positions are listed vertically (rows). Each cell represents a potential shift assignment for a specific person on a specific day.
The timeline shows the full week or schedule period at a glance, letting you spot coverage gaps, over-assignments, and scheduling conflicts visually before they become operational problems.
3. Drag and drop to assign shifts
To assign a shift, drag a shift block onto the desired person's row at the correct day. The builder will snap the assignment into place and display the position, variant, and time range.
- Locate the person you want to assign in the left column
- Find the day column where the shift should be placed
- Drag a shift block from the toolbar or available shifts into the cell
- Release to place the assignment
- The shift appears with position color and time details
4. Resize shifts to adjust timing
After placing a shift, you may need to adjust its start or end time. Hover over the edge of a shift block to reveal the resize handle, then drag to extend or shorten the shift.
This is especially useful when fine-tuning overlapping shifts or creating staggered start times for service transitions — for example, having the evening bartender start 30 minutes before the day bartender's shift ends.
5. Move assignments between people and positions
Need to reassign a shift? Drag an existing shift block from one person's row to another. The builder will validate whether the target person is qualified for that position before accepting the move.
You can also change the position of an existing assignment by editing it — useful when someone needs to cover a different role than originally planned.
6. Use the toolbar effectively
The schedule builder toolbar provides quick actions for common operations. Familiarize yourself with these tools to speed up your workflow:
- View mode toggles — switch between different layout perspectives
- Zoom controls — adjust the timeline granularity
- Filter options — focus on specific positions or people
- Undo/redo — reverse recent changes without losing all progress
- Save — persist your current work to the draft
7. Review coverage gaps
One of the most important tasks after placing shifts is reviewing coverage. Look for time periods where positions have no one assigned, or where you have more staff than needed.
The builder highlights coverage issues visually. Pay attention to transition periods (lunch-to-dinner, for example) where understaffing commonly occurs. Check each position to make sure every operational hour has adequate coverage.
8. Save your work frequently
The schedule builder saves to the draft schedule. Save your work periodically, especially after making significant changes. A saved draft can be returned to and refined later — you do not need to complete the entire schedule in one session.
When you are satisfied with the schedule, you can advance it through the lifecycle: publish for preference collection, review responses, and eventually release it as the live schedule.