Overview
Shift-based scheduling lets a single fixed or dynamic route produce separate work orders for multiple shifts — such as Day, Night, or Swing — instead of requiring a duplicate route per shift. Company admins define reusable shifts once, route managers turn on shift-based scheduling for a specific route and choose which shifts run on which days, and supervisors or technicians can filter work order views down to just the shift they care about. This is intended for sites that run round-the-clock or multi-crew operations and want one route definition to cover every shift.
Accessing Shift-Based Scheduling
Shifts are managed in two places: a company-wide Routes settings page, and directly from an individual route.
Company-wide shift management:
From the navigation, click Settings.
In the Lube Management layout, click Lubrication Routes, then click Routes.
This page manages Company Route Creation Time, Allow Per Route Creation Time, and the list of company shifts.
Note: Only users with the appropriate Company settings permission can access shift management. If you don't see this option, ask your admin to grant access.
From an individual route:
In the Lube Management layout, go to Lubrication Routes → Route Setup/Templates and select the route.
Turn on the Shift Based toggle if it isn't already on (only available on fixed and dynamic routes) — this reveals a Shifts section below the frequency settings.
In that Shifts section, click Manage Shifts next to the section label to open the same shift list in a side pane.
NOTE: The route must already be saved for the Shifts section and Manage Shifts button to appear — they're hidden on a brand-new, unsaved route.
How to Create and Manage Company Shifts
Shifts are the reusable building blocks (name, start time, and default board) that get assigned to routes.
Steps:
From the Routes settings page (or the Manage Shifts pane on a route), click Add Shift.
Enter a Name for the shift (e.g., “Day,” “Night,” “Swing”).
Set a Shift Start Time.
Choose a Default Board — this is the board that shift's work orders land on unless a route overrides it.
Click Create to add the shift.
If there are multiple shifts, use the up/down reorder controls to set the display order — this order is preserved wherever shifts are listed.
Click Done to save the changes.
NOTE: You can create up to 5 shifts per company. Once the company already has 5 shifts, the Add Shift button becomes disabled until a shift is deleted.
How to Delete a Shift
Steps:
In the shift list, click the delete/remove control next to the shift.
If the shift has active work orders or is currently assigned to any routes, a confirmation modal appears warning that open work orders and tasks tied to that shift will be deleted or closed.
Confirm to proceed, or cancel to keep the shift.
NOTE: Deleting a shift closes out any open work orders and tasks tied to it — review the warning carefully before confirming.
How to Assign Shifts to Days
Fixed routes:
Daily, Monthly, or Yearly frequency: check the box for each shift that should run — every time the route generates a work order, all checked shifts get one.
Weekly frequency: instead of checkboxes, you get a day × shift matrix — each row is a day of the week, each column is a shift. Check the box where a day and shift intersect to have that shift generate a work order on that day. For example, checking Day under Monday, Wednesday, and Friday and Night under Tuesday and Thursday means the Day shift gets work orders on those three days and the Night shift gets them on the other two.
Dynamic routes:
Dynamic routes have no frequency setting — they always generate one work order per week for each shift you check. Just check the box for each shift that should run; there's no day-of-week control.
Steps:
With Shift Based enabled, scroll down to the shift selection area below the frequency settings.
Check the shift(s) that should run — or, on a Fixed route set to Weekly, fill in the day × shift matrix instead.
Save the route.
NOTE: Changes to shift/day selections apply only to future work order generation — work orders already generated are not affected retroactively.
How to Filter Work Orders by Shift
Steps:
Open a work order view that supports shift filtering (e.g., Lubrication Routes → Routes).
Use the Shift filter to select one or more shifts.
The view updates to show only work orders/tasks for the selected shift(s).
NOTE: Work order cards also display the shift name directly, so you can identify a shift at a glance even without filtering.
Understanding Shift Limits and Permissions
A company can have at most 5 shifts.
Only roles with the Company settings shift-management permission can add, rename, reorder, remove, or reconfigure shifts — the Manage Shifts button and pane are hidden from everyone else.
Shift order is preserved everywhere shifts are displayed (route configuration, filters, Manage Shifts pane).
A route-level board override only applies to that one route; it doesn't change the shift's company-wide default board.
Use Cases
Multi-shift plant: A facility running Day and Night shifts sets up one fixed lubrication route instead of two duplicate routes, assigning both shifts to the same days so each shift gets its own work order.
Supervisor shift review: A supervisor filters the Kanban board to just the Night shift to review only the work relevant to that crew, without duplicate boards to maintain.
Field technician focus: A technician filters their task list to their own shift so they aren't distracted by work orders belonging to other crews.
Gradual shift rollout: A site with five configured shifts assigns only two of them to a dynamic route while the rest of the shift structure is still being rolled out, since any combination of shifts is supported.
Best Practices
Name shifts clearly: Use names your team already uses day-to-day (e.g., “Day,” “Night,” “Swing”) so the shift filter and work order cards are immediately understandable.
Set default boards before assigning routes: Configure each shift's default board first, so you only need route-level overrides for genuine exceptions.
Review shift assignments after adding a new shift: Existing routes don't automatically pick up a newly created shift — revisit each route's Shifts section to add it where needed.
Confirm route type before troubleshooting the toggle: The Shift Based toggle only appears on fixed and dynamic routes, not manual routes or Programs.
Troubleshooting
Issue: I don't see a “Shift Based” toggle on my route.
Solution:
Confirm the route type — the toggle is only available on fixed and dynamic routes.
Manual routes and Programs do not support shift-based scheduling.
Issue: I can't find Manage Shifts or the Routes settings page.
Solution:
Shift management requires a Company settings permission — confirm with your admin that your role has been granted access.
In the Lube Management layout, it's under Settings → Lubrication Routes → Routes; in the classic layout, it's under Settings → Maintenance Tasks → Routes.
Issue: I updated a route's shift days, but past work orders didn't change.
Solution:
This is expected — shift/day selections only affect future work order generation.
Already-generated work orders keep their original shift assignment.
Issue: I deleted a shift and lost work orders I still needed.
Solution:
Deleting a shift that has active work orders or route assignments always shows a confirmation warning first — if this happens unexpectedly, check with your team about who has shift-management permissions.
There is no undo for this action; the deleted work orders and tasks must be recreated manually.
Summary
Shift-based scheduling turns one fixed or dynamic route into a multi-crew tool: admins define up to 5 reusable shifts with a default board and start time, route managers turn on the Shift Based toggle and choose which shifts run on which days, and everyone else can filter work order views down to their own shift. Changes to shift assignments only affect future work order generation, keeping historical records intact.