How to Create Shifts for Your Users in Kylas CRM

How to Create Shifts for Your Users in Kylas CRM

Managing your team's working hours efficiently is key to ensuring smooth operations and accountability. Kylas CRM allows you to define user shifts, which can help you streamline attendance tracking, productivity monitoring, and workflow planning.

In this article, we’ll guide you through the step-by-step process to create shifts for your users in Kylas, along with all necessary prerequisites and key configurations.

Prerequisites

Before you begin, make sure the following conditions are met:

  • Product Plan: All Kylas plans support this feature.

  • Permissions Required: The logged-in user must have:

    • 'Create' permission on Shifts

    • 'Update' permission on Shifts

  • Activities to Complete Beforehand: None

Table of Contents

  1. Accessing the Shifts Module

  2. Understanding Shift Components

  3. Step-by-Step Guide to Create a New Shift

  4. Assigning Users to Shifts

  5. Editing or Deleting an Existing Shift

  6. Best Practices for Managing Shifts

1. Accessing the Shifts Module

  1. Login to your Kylas CRM account.

  2. Navigate to the Admin Settings by clicking on your profile icon (top right corner).

  3. Under the User Management section, click on Shifts.

2. Understanding Shift Components

When creating a shift, the following fields are involved:

Field Name
Description
Shift Name
A recognizable name for the shift (e.g., Morning Shift, Night Shift)
Start Time
The time when the shift begins
End Time
The time when the shift ends
Break Duration
Optional field to define unpaid breaks
Days Active
Days of the week the shift is applicable
Assign Users
Select users who will follow this shift


3. Step-by-Step Guide to Create a New Shift

Follow these steps to create a shift:

  1. Go to Admin Settings > Shifts

  2. Click on the ‘+ New Shift’ button on the top-right corner.

  3. In the Shift Name field, enter a name like Morning Shift or Support Team Shift.

  4. Set the Start Time and End Time using the time picker.

  5. (Optional) Add Break Duration if applicable (e.g., 1 hour).

  6. Select the Days Active for the shift (e.g., Monday to Friday).

  7. Under Assign Users, search and select the users you want to assign this shift to.

  8. Click Save.

Your shift is now created and active for the selected users.

​

4. Assigning Users to Shifts

You can assign users either while creating a shift or later by editing it.

To assign users after creation:

  1. Go to the Shifts section.

  2. Click on the Edit (✎) icon next to the shift.

  3. Scroll to Assign Users.

  4. Add or remove users as required.

  5. Click Update to save changes.

Tip: One user can be assigned to only one shift at a time.

​

5. Editing or Deleting an Existing Shift

To Edit a Shift:

  • Navigate to the Shifts section

  • Click the Edit (✎) button next to the shift

  • Modify any of the fields

  • Click Update

To Delete a Shift:

  • In the same list, click on the Delete (🗑️) icon next to the shift

  • Confirm the deletion when prompted

Note: You cannot delete a shift if it’s the only one assigned to active users. First, reassign users to a different shift.

6. Best Practices for Managing Shifts

  • Always name shifts clearly to avoid confusion.

  • Reassign users before deleting or deactivating shifts.

  • Review shift coverage weekly to align with team availability.

  • Avoid overlapping shifts for users to maintain accurate tracking.

Conclusion


Setting up shifts in Kylas CRM is a straightforward yet powerful way to manage your team’s work schedules. With just a few clicks, you can create, assign, and manage shifts tailored to your operational needs.

By following this guide, you'll ensure a structured workflow and better workforce visibility across your CRM platform.




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