Generate a Custom Rotating Shift Pattern (Template + How-To for PayCheck AI)

Why a day-based rotation template helps

A day-based rotation specifies which shift type applies to each calendar day, not just a repeating weekly block. That makes it simple to represent staggered cycles (e.g., 4 on/4 off, 12-hour swings, or complex multi-shift rotations) and to import into calendars that read daily events.

Using a template avoids re-typing: export once, tweak the start date or shift names, then import. PayCheck AI accepts CSV and ICS exports and can build a work shift calendar with individual shifts, custom day-based rotations and preset rotations—so a well-structured CSV/ICS is a practical bridge between plan and app.

Template structure: CSV fields you should include

Create a CSV with one row per calendar day. Include these columns:

- date (YYYY-MM-DD) — the calendar date for the shift

- shift_name — short name to appear in the calendar (e.g., Day, Night, Off)

- start_time — local start time (HH:MM) or blank for full-day/off entries (optional but useful for hours calculation in PayCheck AI when estimating pay). Leave empty for days off or unassigned days to show as free days in the calendar export to ICS/CSV readers that support all-day events, but include shift_name so the label appears in PayCheck AI after import if you prefer a day-based label approach.)

How to import a day-based rotation into PayCheck AI (step-by-step)

1) Build the CSV (one row per date): fill the date, shift_name and start_time columns. For multi-day shifts that cross midnight, set a start_time and let the app record the shift duration when you provide an end time or duration in the same file if you prefer explicit times.

2) Open PayCheck AI and create a new calendar or open an existing one. Choose the option to import a CSV or ICS file. (PayCheck AI supports building calendars from imported files and from in-app custom day-based rotations.)

3) Map each CSV column to PayCheck AI fields when prompted: date -> date, shift_name -> title/label, start_time -> start. Confirm any defaults for end time or duration.

4) Review the imported shifts: PayCheck AI lets you edit individual shifts if a start/end needs adjustment. If you’re on a Pro trial or subscription, configure overtime and allowances at this point for more accurate gross-pay estimates (daily/weekly overtime thresholds, night-window allowances, weekend/public-holiday allowances). Remember to treat any pay rates or multipliers in your example as hypothetical unless you’ve verified them with payroll agreements.

8-week worked example (day-based rotation you can import)

Below is a concise representation of an 8-week rotation using three shift types: Day (D), Late (L) and Night (N), plus Off (O). This example is ideal for a 12-hour swing rotation where staff do 4 days on / 4 days off staggered between shifts. Use the CSV structure above to place these entries into rows with dates and optional start times.

Example pattern (weeks 1–8, cycle length: 8 weeks):

Week 1: D D D D O O O O

Week 2: L L L L O O O O (those who worked Day in week 1 move to Late in week 2 in this example pattern of rotation progression.) Week 3: N N N N O O O O Week 4: D D D O O O O O Week 5: L L L L O O O O Week 6: N N N N O O O O Week 7: D D D D O O O O Week 8: L L L L O O O O (then the 8-week cycle repeats). To import, create 56 rows with the date and shift_name = D/L/N/O, and optionally set start_time for D=07:00, L=15:00, N=23:00 (example times). Adjust start_time to match your site’s scheduled starts before import so PayCheck AI can compute hours when estimating gross pay.

How to adapt the example for pay estimates and Pro features

1) Enter hourly pay: After import, add your hourly rate in PayCheck AI’s pay settings. The app can estimate gross pay from the calendar.

2) Configure overtime: In a Pro trial or paid Pro subscription you can set daily and weekly overtime thresholds (for example, overtime after 8 hours/day or 40 hours/week). These thresholds vary by country or agreement—check local rules and your contract.

3) Add allowances: Pro settings let you add night-window, weekend or public-holiday allowances as flat amounts, per-hour amounts or percentages. Apply these to the rotation to see estimated gross pay changes (treat all values as manually entered hypothetical numbers).

4) Use calendar subscriptions: If you want the published shifts available in Apple/Google/Outlook, create a private read-only calendar subscription in PayCheck AI. Those subscriptions refresh from PayCheck AI but are read-only in the external calendar—PayCheck AI will not edit the external calendar.

Team features to consider

If you manage a team, PayCheck AI supports visible profile names, teams, invites by link/QR, chat and optional push notifications for team messages. Planners can publish and assign team shifts, view member calendars and recorded absences, and approve or reject vacation requests. Team members can request open shifts or takeovers, which a planner or owner must approve or reject.

Personal pay settings, private shift notes and medical details remain private and are not shared in the team calendar. A team owner’s calendar can automatically sync a read-only copy for team members; this replicates owner-managed schedule updates but cannot be edited by members.

Export, adjust and reuse

After you confirm the imported rotation, you can export it as CSV or ICS for backup or to share with someone who does not use PayCheck AI. Pro users can also upload a rota PDF or image for one-time AI extraction to speed future imports—PayCheck AI will let you approve the extracted shifts before final import.

When you need to change the cycle length or shift start times, edit the original template and re-import into a fresh calendar, or adjust the imported shifts in PayCheck AI directly.

Practical checklist

• Create a CSV with one row per date: date, shift_name, optional start_time and end_time/duration if needed.
• Decide how to represent days off (shift_name = Off and blank times for all-day events).
• Import the CSV/ICS into PayCheck AI and map columns correctly.
• If using Pro features, set daily/weekly overtime thresholds and allowances before finalizing pay estimates.
• Review imported shifts, fix crossing-midnight times, and confirm estimated gross pay settings are correct.
• Export a copy (CSV or ICS) for backups or external sharing.
• If using team features, invite members or publish shifts; use approval flows for shift requests and vacation.

Frequently asked questions

Can PayCheck AI automatically assign workers to the rotation?

No. PayCheck AI does not automatically assign workers. You can publish and assign team shifts manually; team members can request open shifts or takeovers which owners or planners can approve or reject.

Will importing my CSV always create correct hours when shifts cross midnight?

If a shift crosses midnight, include explicit start and end times (or a duration) in the CSV so PayCheck AI records the correct hours. After import, review those shifts and adjust if needed.

Can PayCheck AI guarantee payroll accuracy or calculate taxes?

No. PayCheck AI can estimate gross pay based on the calendar and configured pay settings, but it does not calculate taxes or guarantee legal or payroll accuracy. Check local rules and your payroll provider for final calculations.

How do calendar subscriptions behave?

PayCheck AI can create a private read-only calendar subscription for Google Calendar, Apple Calendar or Outlook. The subscription refreshes from PayCheck AI but is not editable from the external calendar.

Can I import a rota from a PDF or image?

Pro users can upload a rota PDF or image for one-time AI shift extraction and then approve the extracted shifts before import.