Build a 4-on-4-off rotation in PayCheck AI: template and example calendar

Step 1 — Choose a rotation method: preset or custom day-based

Open your PayCheck AI calendar and decide whether to use a preset rotation (if a 4-on-4-off preset exists) or create a custom day-based rotation. Presets speed setup; custom day-based rotations let you define exact on/off days and shift lengths.

If you use a preset rotation: select the 4-on-4-off preset and preview the pattern. If you prefer precise control or your workplace uses nonstandard start times, create a custom day-based rotation and follow the pattern below.

Step 2 — Copy and enter the day-by-day template

Use this copyable 8-day template — the pattern repeats every 8 days:

Day 1: On (Shift A) Day 2: On (Shift A) Day 3: On (Shift A) Day 4: On (Shift A) Day 5: Off Day 6: Off Day 7: Off Day 8: Off

When you create the custom rotation in PayCheck AI, set the rotation length to 8 days and assign the first 4 days as 'On' and the next 4 as 'Off'. Save and apply the rotation to your calendar for the period you need.

Step 3 — Assign shift hours

Decide the shift length you’ll use for 'On' days (12-hour shifts are common for 4-on-4-off patterns). In PayCheck AI, edit the shift type (Shift A) to the start and end times you need — e.g., 07:00–19:00 or 19:00–07:00 for night shifts.

If you have multiple shift types (day/night), create both Shift A and Shift B and apply them using the same day-based pattern (for example, rotate the shift type every 8 days or keep the same if your role doesn’t alternate).

Tip: add private shift notes for reminders about PPE, handovers or travel time (these notes stay private).

Step 4 — Configure pay rules for accurate estimates (Pro feature)

To get realistic gross-pay estimates, enable the Pro settings for overtime and allowances if you have an active free Pro trial or subscription. You can configure daily and weekly overtime thresholds, night-window allowances, weekend allowances, and public-holiday allowances (flat amount, per-hour amount, or percentage).

Remember: rules for overtime, night pay and holidays vary by country, union agreement or employer policy. Enter the rates and thresholds that apply to you — PayCheck AI will use those to estimate gross pay for the calendar months you view.

Step 5 — Review and export (CSV / ICS)

After applying the rotation, review the calendar month view to ensure the on/off pattern and hours match your expectations.

To reuse the schedule in other accounts or share it with teammates, export the calendar. PayCheck AI supports exporting as CSV or ICS. Use CSV when you need shift rows and pay estimates for spreadsheets; use ICS to subscribe in Google Calendar, Apple Calendar or Outlook (PayCheck AI creates a private read-only subscription that refreshes from PayCheck AI).

If you’re on a team, publish and assign shifts or create a private read-only calendar subscription for team members so they can view but not edit the owner’s published schedule.

Two-month worked example (hypothetical rates and rules)

Below are two simple scenarios that show how month alignment affects hours and gross pay. All numbers are hypothetical and shown for demonstration — enter your actual pay rate and overtime rules into PayCheck AI for precise estimates.

Assumptions used in both examples (you would enter these into PayCheck AI Pro to get the estimate): - Shift length: 12 hours - Hourly rate: $25/hr (hypothetical) - Weekly overtime threshold: 40 hours, overtime paid at 1.5x - No daily overtime threshold configured

Example A — Month starts on an 'On' day: - Calendar days covered: 31-day month starting with Day 1 = On - On days in month: 16 shifts × 12 hours = 192 total hours - Weekly pattern: in practice this creates four full weeks with 48 hours each (so 8 overtime hours per week) - Overtime hours: 8 overtime hours × 4 weeks = 32 overtime hours - Regular hours: 192 − 32 = 160 hours - Regular pay: 160 × $25 = $4,000 - Overtime pay: 32 × $25 × 1.5 = $1,200 - Estimated gross pay (example A): $4,000 + $1,200 = $5,200

Example B — Month starts on an 'Off' day (same 31-day month but rotation alignment shifted): - If the month begins during the 4-day Off block, the month may include only 12 On shifts - On days in month: 12 shifts × 12 hours = 144 total hours - Weekly hours: commonly 3 shifts per week (36 hours), so weekly overtime may not apply - Regular pay (no overtime in this scenario): 144 × $25 = $3,600 - Estimated gross pay (example B): $3,600 - Key takeaway: whether your month starts on an On or Off day significantly changes hours and pay in a 4-on-4-off rotation.

Share, sync and team features that help

Use the calendar export (ICS) to create a private read-only calendar subscription for Google Calendar, Apple Calendar or Outlook — the feed refreshes from PayCheck AI but is read-only. This is handy for carrying your rota outside the app.

Team accounts can publish and assign shifts, invite members, and let members request open shifts or takeovers; planners can approve or reject vacation requests and view members' calendars and recorded absences. Personal pay settings and private shift notes remain private.

Practical checklist

• Decide preset or custom day-based rotation and create an 8-day pattern (4 On, 4 Off).
• Assign shift start/end times for your 'On' shifts (e.g., 12-hour shifts).
• If you have Pro access, configure overtime, night and weekend allowances to match your contract.
• Apply the rotation to the calendar and visually spot-check a few months to confirm alignment.
• Use PayCheck AI’s gross-pay estimate for each month; verify manually if required.
• Export as CSV for spreadsheets or ICS to subscribe in Google/Apple/Outlook calendars.
• If on a team, publish and assign shifts or invite members to view the read-only calendar subscription.

Frequently asked questions

Can I set different start times for day and night blocks in the same 4-on-4-off rotation?

Yes. Create separate shift types (for example, Day Shift and Night Shift) and assign them to the On days in whatever pattern your workplace requires. Use a custom day-based rotation if you need to alternate the shift type on a non-uniform schedule.

Will PayCheck AI automatically calculate overtime correctly for my country?

PayCheck AI can apply the daily and weekly overtime thresholds and allowances you configure (Pro feature) to estimate gross pay. Laws and union rules vary by country and employer, so enter the specific rates and thresholds that apply to you and review the results. PayCheck AI does not calculate taxes or guarantee payroll/legal accuracy.

How do I export my rotation so I can open it in Google Calendar or Outlook?

Export the calendar as an ICS file or create a private read-only calendar subscription from PayCheck AI. The subscription refreshes from PayCheck AI but is not editable from the external calendar. Use CSV export if you want row-by-row shifts for a spreadsheet or payroll review.

What if my month boundaries cut through a rotation cycle?

That’s normal. Month-to-month hours and pay will vary depending on whether the month begins on an On or Off day. Preview multiple months in PayCheck AI and use the app’s estimate feature (with your configured pay rules) to compare.