Generate a monthly shift schedule fast with PayCheck AI (preset rotations)

Why preset rotations are useful

If you manage recurring shift patterns — for example 4-on/4-off, morning/afternoon/night split, or a weekly repeating roster — preset rotations save you from building each shift individually. Instead of duplicate data entry, a rotation creates a repeating pattern across the month that you can edit later.

Preset rotations are especially helpful when you need a working draft fast: you can establish the baseline month, confirm coverage, and then make targeted adjustments for absences, overtime, or day-off swaps.

Step-by-step: create a month schedule using preset rotations

1) Start a new calendar month in PayCheck AI. Choose the month and year you want to plan. (If you’re testing advanced overtime rules or allowances, note that configuring those requires Pro access or an active free Pro trial.)

2) Select a preset rotation. PayCheck AI includes common rotations such as daily fixed shifts, multi-day on/off patterns and custom day-based rotations. Pick the one closest to your team’s usual pattern — for example, “4 days on / 4 days off” or “Morn/Aft/Night repeating.”

3) Choose the rotation start date and the person or role it applies to. The rotation will repeat from that start date across the month.

4) Preview the generated month. PayCheck AI builds each shift using the rotation pattern so you can see the full month instantly rather than adding shifts one at a time.

Edit individual shifts without rebuilding the rotation

Once the rotation has populated the calendar, edit any single shift directly: change start/end times, mark the shift as unassigned, add a private note, or record an absence. Editing a single shift does not overwrite the underlying rotation — the rotation remains for future months unless you change it.

If a team member requests a takeover or to pick up an open shift, team features let owners and planners approve or reject requests. Team members can also submit vacation requests and record vacation days, sick days or other time off; planners can view and approve those requests before you finalize the monthly schedule.

Sync across devices and share read-only calendars

PayCheck AI syncs schedules across devices for the account that created the calendar. For teams, an owner can create a private, read-only calendar subscription (Google Calendar, Apple Calendar or Outlook). That subscription refreshes from PayCheck AI so team members always see the latest published schedule in their personal main calendars — but it’s read-only and won’t allow two-way edits.

Use the subscription when you want everyone to have an easy calendar view on phone and desktop without granting editing access. Remember that PayCheck AI does not edit external calendars; the subscription is one-way.

Exporting your month: CSV and ICS

When your schedule is ready, export it. PayCheck AI supports CSV and ICS exports. Use CSV when you need a spreadsheet for payroll input or internal records. Use ICS to share a calendar file that imports into Google Calendar, Apple Calendar or Outlook.

If you have a Pro subscription or an active free Pro trial, you can also create a private read-only calendar subscription (described above) instead of exporting a one-time ICS. Exports and calendar subscriptions keep your team in sync without manual copying.

Optional Pro features to refine pay estimates

Pro users can configure daily and weekly overtime thresholds, night-window allowances, weekend allowances and public-holiday allowances as flat amounts, per-hour amounts or percentages. PayCheck AI tracks regular and overtime hours and provides gross-pay estimates based on the shift calendar and your personal pay settings.

If you want to compare a payslip to a month’s schedule, you can upload a payslip for one-time AI extraction and then compare its gross pay with the selected calendar month after reviewing the figures. All pay examples in this article are hypothetical — confirm your rates and rules with your payroll or agreement.

Reusable monthly schedule template (copy into PayCheck AI)

Copy the template below into PayCheck AI when creating a new rotation or building shifts manually. Replace names, times and the rotation start date to match your team.

Template (example pattern names and fields you’ll paste or enter):

Name: Retail Shift - 4 on/4 off

Start date: 2026-11-01 (replace with your start date of choice.) Pattern: 4 days ON, 4 days OFF. On-shift times: 08:00–16:00. Break: 30m unpaid. Role: Sales. Notes: Weekend coverage rotates; check availability before assignment.

Practical checklist

• Decide the rotation pattern you need (daily fixed, 4-on/4-off, weekly repeat, or a custom day-based pattern).
• Create a new calendar month and apply the preset rotation with the correct start date.
• Preview the full month and edit any individual shifts that require different times or assignment.
• If using team features: invite members, publish shifts, and handle takeover or open-shift requests as needed.
• Export CSV or ICS, or create a private read-only calendar subscription for continuous sync to Google/Apple/Outlook.
• If on Pro: set overtime and allowance rules if you want gross-pay estimates, or upload a payslip for comparison.

Frequently asked questions

Can I change the rotation for future months without altering already-created shifts?

Yes. Preset rotations create the pattern for a month when you apply them. Editing or changing the rotation for future months will not retroactively change shifts you’ve already edited or published — the rotation affects the generation process moving forward.

Will exports update automatically after I change the schedule?

No. A one-time ICS or CSV export is a snapshot at the moment you export. If you want a live feed that reflects later changes, use a private read-only calendar subscription (Google, Apple or Outlook) created in PayCheck AI; it refreshes from PayCheck AI but remains read-only in the external calendar.

Can PayCheck AI assign workers automatically to open shifts?

No. PayCheck AI does not automatically assign workers. You can leave shifts unassigned, invite team members to request open shifts, and owners or planners can approve or reject takeover requests, but automatic assignment is not provided.

Does PayCheck AI calculate taxes or produce payroll files?

PayCheck AI tracks hours and estimates gross pay based on your shifts and any configured allowances or overtime rules (Pro). It does not calculate taxes, guarantee payroll accuracy, or import directly into payroll software. Always verify with your payroll provider or agreement.

What if my rotation is irregular or uses custom day-based rules?

Use PayCheck AI’s custom day-based rotations to define non-standard patterns. If you need one-time imports from an existing paper rota, Pro users can upload a rota PDF or image for one-time AI shift extraction and then approve shifts before import.