Every site schedules its own way.
Hundreds of managers, as many spreadsheets, and nobody can see the whole organization at once.
For large organizations
Schedule thousands of people the way you'd explain it to one.
Write the rules that apply across your whole organization once, and let each site and department add its own. Every schedule is checked against both, every change is on the record, and everyone sees their shifts in their own calendar.
How your business runs
Hundreds of managers. One organization.
At this size, scheduling isn't one person's job. It's hundreds of managers each doing their part: a university with student workers in dozens of departments, a resort company running lifts, lodges and rentals across several mountains, a race or tournament bringing in thousands of temporary staff for one weekend, a delivery operation with depots in several cities.
Rules come from everywhere. Some come from the main office, some from visa and labor rules, some from city laws that differ from one location to the next, and some are each site's own habits. A few have to be counted across the whole organization, like the 20-hour weekly limit on F-1 students' campus work during the term, which covers every campus job. No single manager sees the total.
Staff, supervisors and temporary crews Every site, department, post and room Vehicles, equipment and shared spaces
CCampus departments SStadiums and venues DDepots MMountains HHotels RRestaurants Organization-wide rules reach every site. Each site adds its own.
Where scheduling breaks
Five ways scale breaks the schedule.
Most large organizations schedule site by site, in tools and spreadsheets that don't talk to each other. That works until a rule has to cover all of them.
Some limits cross every department.
Visa hour limits for students, overtime for people shared between venues: the hours have to be added up across departments and locations, and each manager sees only their part.
The rules change at the city line.
Notice periods and rest between shifts differ from city to city, and one missed rule repeated across hundreds of locations adds up fast.
Surges arrive by the thousand.
A holiday season, a marathon or a tournament brings in thousands of temporary staff for days or weeks, each needing the right training at the right post.
Changes come from everywhere.
The main office moves a promotion, a shipment comes late, a manager swaps two people. A week later, nobody can say who changed what, or why.
Say how it works
Your rules, in plain words.
Tell OnlineScheduling how your organization works, the way you'd brief a new head of operations. It reads each rule back, and nothing changes until you confirm.
Some rules cover the whole organization; others belong to one site or department. Every schedule is checked against both.
Say “always” or “try to,” and it knows which rules can bend.
A rule in plain words
“Everywhere: at least 10 hours between a closing shift and the next opening shift.”
Every site this week Week of Oct 12
MonTueWedThuFri
All sites
Campus
Stadium
Depot
Mountain
10 hours between close and open
Your five building blocks
Five building blocks, at any size.
Every schedule is made of the same five pieces, whether it's ten people or ten thousand.
What you schedule
StaffSupervisorsStudent workersTemporary crewsSitesDepartmentsPosts and gatesVehiclesEquipmentShared spaces
When it's needed
Shifts at every sitePeak seasonsEvent daysA new site's first month
Who's on it
Omar, a licensed guard, works Gate B at the stadium on Saturday, 7 a.m. to 3 p.m.
When it's not free
Time offA site closedA vehicle in for service
Busy time comes from each person's own calendar, and managers see only that they're busy.
How it works here
Rules for the whole organization, plus each site's and department's own. “Everywhere: at least 10 hours between a close and the next open.”
When plans change
One new rule, every site checked.
Monday, 9 a.m. The main office sets a new policy: at least 10 hours between a closing shift and the next opening shift, at every location. You say it once, as a rule for the whole organization, and confirm it when it's read back.
The next two weeks at every site are checked against it: 140 shifts at 12 locations are too close together. They move to people who are free, trained and under their hours, within each site's own rules. Six can't be covered without breaking another rule, and you see which ones, which rule and why. Every change goes on the record: who made it, when and why.
Add a rule for the whole organization: at least 10 hours between a closing shift and the next opening shift.
Done. 134 of the 140 shifts moved to people who are free, trained and under their hours, within each site's own rules.
Six can't be covered without breaking another rule: three at the depots and three on the mountains. Every change is on the record.
Two thousand new people. One week.
Peak season. Two thousand seasonal staff start the same week. You upload the staff list, each person connects their own calendar, and their first shifts are planned around their busy time, with every new hire working alongside a returning one for their first week.
Built for your industry
See it in your line of work.
Each industry page tells a fuller story. Here is how each one looks at its largest.
Large events Thousands of temporary staff for race day, and people moved to the busiest gate mid-event, just by asking. Read the large events story Campuses Student workers across every department, with the F-1 hour limit counted across all of them. Read the campuses story Ski areas Lifts, lessons and patrol, with more than one mountain in one account. Read the ski areas story Delivery fleets Drivers and vans across more than one depot, and peak season. Read the delivery fleets story Hotels A management company's hotels, each with its own rules. Read the hotels story Restaurants A restaurant group across several locations, with staff who can work at more than one. Read the restaurants story
Ask your assistant
Ask from anywhere. Everyone sees it in their calendar.
Connect OnlineScheduling to the AI assistant you already use, like ChatGPT, Claude and Muse, and schedule by asking. Everyone, from student workers to seasonal crews, connects their own calendar from a phone or computer browser, so their shifts show up where they already look. No app to download.
Your AI assistant Connected to OnlineScheduling
Add a rule for every site: at least 10 hours between a close and the next open. Here's how I read it: at least 10 hours between a closing shift and the next opening shift, at every site. 140 shifts at 12 locations would need to move. Add it and move them within each site's rules? Yes. Which F-1 students are close to 20 hours this week? Maya and Theo are at 18 hours, counting every department. Every schedule is checked against the 20-hour rule. Race day is Saturday. Move 40 people from the quiet zones to Gate B. Moved 40 licensed guards. Each move was checked against “Only licensed guards work the stadium gates.”
OnlineScheduling · nowOmar's calendar updated: Saturday, Gate B, 7:00 a.m.
OnlineScheduling · nowOmar's calendar updated: Saturday, Gate B, 7:00 a.m.Google Calendar Apple Calendar Outlook
Questions
Large organization questions, answered.
Something else on your mind? Ask when you request access. We read every request ourselves.
Is there a limit on how many people we can schedule?
No.
Can some rules apply to the whole organization and others to one site?
Yes. Each site or department has its own rules, and global rules apply to all of them.
Can hours count across departments and locations?
Yes, when it's a global rule for the whole organization, like “F-1 students: no more than 20 hours a week during the term, across every department.”
Can access follow our structure?
Yes. Access is passed down: the top of the organization sees everything, and each manager sees what their supervisor gives them access to.
Can we see who changed what?
Yes. Every change is on the record: who made it, when, what changed and why. Undoing a change adds to the record; it never erases.
What do managers see of someone's calendar?
Only that they're busy. Event names and details stay private.
Can we start from the spreadsheets and staff lists we have now?
Yes. Upload what you already have.
Do staff need an app?
No. Each person needs an account, then connects their own calendar from a phone or computer browser.
Request access
Tell us how your organization runs.
We're opening access in stages. Tell us about your sites, departments and hardest rules, and we'll reply within one business day.
1Tell us how you schedule.
2We read every request ourselves.
3We reply within one business day.
Your hardest rule, for example “At least 10 hours between a close and the next open, at every site.”
Tell us who you are, what you schedule and the rule your current tool can't handle. It's one short form.
Request access