---
title: "Working with shifts in the operational plan"
url: "https://help.capitech.no/en/article/new-article-2a764fb3-b55a-47aa-8a72-1227f59e3727"
language: "en"
last_updated: "2026-09-16T06:33:06.294Z"
---

# Working with shifts in the operational plan

In the operational plan in Capitech Flow, you can click on a shift to see which actions are available. You can, among other things, add a new shift, edit a shift, find a substitute, report a need for a substitute, register absence, copy, move, or delete the shift.

## What can you do with a shift in the operational plan?

When you click a shift in the operational plan, a menu opens with actions you can perform on the shift.

Which options you see may depend on the shift, the shift status, and your access rights.

Common options are:

| Option | What is it used for? |
| --- | --- |
| **Add new shift** | Register an extra shift for the selected employee and day. |
| **Edit** | Edit shift details, for example, department, hours, or other dimensions. |
| **Find substitute** | Search for an available employee who can take the shift. |
| **Notify need for substitute** | Report need for a substitute so that employees can see and request the shift in My Capitech. |
| **No substitute needed** | Mark that no replacement or substitute is needed. |
| **Register absence** | Proceed to the absence menu to register absence. |
| **Copy** | Copy the shift so you can paste it somewhere else. |
| **Cut** | Move the shift by cutting it out and pasting it elsewhere. |
| **Delete** | Delete the shift from the operational plan. |

## Add new shift

You can add a new shift for an employee on the day you are viewing.

This can be used, for example, if the employee needs an extra shift, or a shift that starts later on the same day.

How to do it:

1.  Click the day or shift in the operational plan.
2.  Search for the shift you want to add.
3.  Select the correct shift.
4.  Save.

Tip:

It is often faster to type part of the time or shift name in the search bar, than to open the shift list and search manually.

## Edit shift

The **Edit shift** option is used when you want to adjust a shift that is already in the operational plan.

You can, for example, change:

-   department
-   project
-   hours
-   other dimensions on the shift

This is useful when a shift needs to be moved or adjusted before a known change in operations.

## Split shift

The **Split shift** option is used when you need to split a shift because the employee will work on something else for part of the day.

When you split a shift, you choose which shift to use for the new part. You also enter the time and relevant dimensions, for example department, task, skill, or other values that are relevant for the shift.

When you save, the original shift is shortened or split in two. The new shift is added with the times and dimensions you selected. This makes it easy to show that the employee works on different tasks, departments, or roles during the same working day.

To use **Split shift**, the new shift must partially overlap with the original shift. If the new shift does not overlap with an existing shift, you can add a new shift in the usual way instead.

## Find substitute

The **Find substitute** option is used when you want to search for another employee who can take a shift.

This may be relevant if the shift is available because of:

-   absence
-   insufficient staffing
-   need for a replacement

When you search for a substitute, you can find employees who are available for the relevant shift.

## Report need for a substitute

The **Report substitute need** option is used when you want to publish a substitute need to My Capitech.

Employees who have chosen to see available shifts can then see the shift and request it.

This is useful when you want employees to be able to show interest in an available shift themselves.

## No need for substitute

The option **No need for substitute** is used when you do not need a replacement for a shift.

This may be relevant, for example, if an employee is absent, but the shift does not need to be filled by another employee.

When this is selected, the shift is marked with the status that there is no need for a substitute.

## Register absence

The option **Register absence** takes you to the absence menu.

There you can register absence for the employee for the current day or period.

## Copy shift

The option **Copy** is used when you want to copy a shift and paste it elsewhere within the selected period.

You can use copy when the same shift needs to be entered for:

-   another day
-   another employee
-   another place in the plan

Copying is useful when you need to register multiple identical shifts.

## Cut shift

The option **Cut** is used when you want to move a shift.

When you cut a shift, you can paste it elsewhere within the selected period.

This is suitable when the shift is not to be copied, but moved from one employee or day to another.

## Delete shift

The option **Delete** removes the shift from the employee's operational plan.

Use this when the shift should no longer be in the plan.

Important:  
Verify that the shift should actually be deleted before using this option.

## Move or copy shifts with drag and drop

You can move shifts in the **operational plan** by using the drag icon at the top right of the shift. Hold the icon and drag the shift to the desired day or employee.

This can be used, for example, when a shift should be moved to:

-   another date
-   another employee

When you drop the shift in the new position, the shift is moved there.

If you want to **copy** the shift instead of moving it, hold down **Ctrl** while dragging the shift. This works in the same way as copying in, for example, Excel.