Build a 4-on-2-off rotation in PayCheck AI: step-by-step setup and calendar template

Why use a 4-on-2-off rotation

The 4-on-2-off rotation repeats every six days and can be straightforward to manage once entered as a repeating pattern. It suits operations that need continuous coverage and offers frequent, predictable long weekends for many workers.

Before creating a rotation, check your workplace rules, collective agreement or local regulations for shift length, rest requirements and overtime rules. PayCheck AI can track regular vs overtime hours and estimate gross pay for a given calendar month, but it does not replace legal or payroll advice.

Prepare the shift definitions you’ll use

Decide exact shift start and end times and whether you need multiple shift types (for example: Day 07:00–15:00, Swing 15:00–23:00, Night 23:00–07:00). These times are the values you’ll enter as individual shifts in PayCheck AI.

If you plan to track allowances or overtime rules, know your hourly rate and how your agreement treats overtime and night windows. In PayCheck AI Pro you can configure daily and weekly overtime thresholds, night-window allowances and weekend/public-holiday allowances as specified amounts or percentages — but those settings are optional and manual.

Step-by-step: create a 4-on-2-off custom day-based rotation

1) Open PayCheck AI and go to the area where rotations or calendars are created (you will select custom day-based rotation).

2) Choose to create a new custom rotation and select 'day-based' as the rotation type. You will define a repeating sequence measured in days rather than fixed weekly patterns.

3) Build the 6-day sequence. For a standard 4-on-2-off with identical daily shifts, define Day 1–Day 4 as working days with the shift(s) you prepared, and Day 5–Day 6 as off. Example entries:

- Day 1: Day shift 07:00–15:00 (work) - Day 2: Day shift 07:00–15:00 (work) - Day 3: Day shift 07:00–15:00 (work) - Day 4: Day shift 07:00–15:00 (work) - Day 5: Off - Day 6: Off (Repeat cycle.) This defines a 6-day repeating pattern: 4 work days followed by 2 days off. If you have multiple shift types, assign them to the appropriate numbered days in the same way (for example: Day 1 swing, Day 2 night, etc.). You can also leave shifts unassigned if building a team rota where members take turns picking open shifts later. 4) Set the rotation start date. The rotation begins on the day you choose; PayCheck AI will apply the 6-day cycle forward from that date. Choose the start so Day 1 aligns with the first actual work day in your desired month. 5) Save the custom rotation. It’s now available for publishing to a personal calendar or to a team.

Publish and assign shifts (personal vs team)

Publish to personal calendar: After saving, publish the rotation to your personal calendar inside PayCheck AI. You can then export that month as ICS or CSV for import to Google Calendar, Apple Calendar or Outlook, or subscribe to a private read-only calendar that refreshes from PayCheck AI.

Publish to a team: If you manage a team, publish the rotation as team shifts. You can publish with assigned members or leave shifts unassigned for members to request. Team owners and planners can view team members’ personal shift calendars and recorded absences when approving assignments. Team members can request open shifts or takeover assigned shifts; owners/planners approve or reject those requests. Team-managed calendar copies are read-only in members’ personal calendars and follow owner updates.

Notes about syncing and exports: PayCheck AI lets you create a private read-only calendar subscription (for Google/Apple/Outlook) that refreshes periodically, and also export CSV or ICS files for manual import. Exports are one-way snapshots; the app does not edit external calendars.

Reusable monthly template: fill-in and import

Below is a simple monthly template structure for a 4-on-2-off rotation you can copy into a spreadsheet and export to CSV for import, or create a calendar file and export ICS from PayCheck AI after publishing.

Template columns for CSV (one row per calendar event): - Date - Start time - End time - Title/Shift type - Notes (optional) Example for March starting on a Monday as Day 1 (work): - 2026-03-02,07:00,15:00,Day shift,Day 1 - 2026-03-03,07:00,15:00,Day shift,Day 2 - 2026-03-04,07:00,15:00,Day shift,Day 3 - 2026-03-05,07:00,15:00,Day shift,Day 4 - 2026-03-06,,,,Off - 2026-03-07,,,,Off Then repeat the 6-day cycle through the month. If an off day should be an explicit calendar entry, leave start/end times blank and title it 'Off', or omit off-day rows and rely on the absence of events to indicate time off.

Example export: ICS and CSV tips

ICS export: After you publish the rotation in PayCheck AI (personal or team view you control), export the month as an ICS file. That ICS file will contain each shift as a calendar event with start and end times and shift title. Import the ICS into Google Calendar, Apple Calendar or Outlook as a one-time import, or subscribe to the read-only calendar for ongoing updates.

CSV export: Use the CSV structure above if you prefer to create events in a spreadsheet first. Ensure date and time formats match the import requirements of the target calendar (ISO 8601 dates like YYYY-MM-DD and 24-hour times like HH:MM are usually safe). PayCheck AI provides CSV export of a built calendar if you prefer generating the schedule inside the app and exporting rather than creating CSV externally.

Reminder: ICS/CSV imports are one-way. If you need the schedule to update automatically when you change the rota, use the private calendar subscription option described earlier.

Working with absences, requests and pay tracking

Team members can submit vacation, other leave or sick days inside PayCheck AI; planners see those and can approve or reject. That helps avoid assigning someone who has recorded time off.

If you are on Pro and want to estimate pay for a month built on the 4-on-2-off rotation, enter your hourly rate and applicable allowances in PayCheck AI. The app can estimate gross pay for the selected month and compare it to a one-time AI payslip extraction if you upload a payslip, but all pay settings and allowances must be entered or confirmed manually.

Practical checklist

• Decide shift start/end times and any multiple shift types (day, swing, night).
• Create a new custom day-based rotation in PayCheck AI and define a 6-day sequence: work, work, work, work, off, off.
• Set the correct rotation start date so Day 1 lines up with your intended month.
• Save and publish the rotation to your personal calendar or publish to a team and assign members or leave shifts open.
• Export the month as ICS or CSV for one-time import, or create a private read-only calendar subscription for automatic updates.
• If on Pro and needed, configure overtime thresholds, night-window or weekend allowances, then review estimated gross pay for the month.

Frequently asked questions

Can I have different shift lengths within the 4 working days?

Yes. When you create the custom day-based rotation, assign the specific shift start and end times for each numbered day. Day 1 could be 07:00–15:00, Day 2 15:00–23:00, Day 3 23:00–07:00, and so on. PayCheck AI stores each day’s shift as you define it.

Will PayCheck AI automatically assign team members to the rotation?

No. PayCheck AI does not perform automatic worker assignment. You can publish shifts assigned to people manually, or publish shifts as unassigned for team members to request. Owners and planners approve or reject requests.

How do I keep my external calendar up to date when I change the rotation?

Use the private read-only calendar subscription option from PayCheck AI. Subscriptions refresh from PayCheck AI so changes to the published rotation are reflected in subscribed calendars. One-time ICS or CSV imports do not update automatically.

Can PayCheck AI calculate overtime and allowances for the rotation?

PayCheck AI can track regular and overtime hours and, for Pro users, lets you configure daily and weekly overtime thresholds, night-window allowances, weekend allowances and public-holiday allowances as amounts, per-hour amounts or percentages. You must enter the rules and rates manually.

What if local rules require longer rest between shifts?

Local regulations or agreements vary. PayCheck AI will store and display the schedule you enter, but it does not enforce legal rest requirements. Check your workplace policy or local laws and adjust the rotation start date or shift times accordingly.