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Getting Started with LibStaffer  

Last Updated: Feb 10, 2017 URL: Print Guide RSS UpdatesEmail Alerts

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What's It For?

LibStaffer helps you schedule people at your desks or for other services.

Click the options to the right to learn more!


Training: Register Today!

All times listed above are Eastern US Time Zone


Good to Know

A Schedule is a set of shifts & people who work them.

There will be at least one schedule for each of your service locations--  circulation desk, reference desk, chat reference, etc.

Before you get started with LibStaffer, take a few moments to think about how you're going to use it. For each of the sample scenarios below, you'll need to keep these things in mind:

  • People - who will be scheduled?
  • Shifts - at what times will they be scheduled?
  • Recurrence of shifts - how far into the future will your schedule go?

Here are some things that LibStaffer can be used for:

Service Point Scheduling

  • Circulation Desk
  • Children's Area Desk
  • Computer Lab Staffing

Scheduling Student Assistants

  • Circulation Duties
    • Overlapping shifts bring together desk, check-in, shelving duties onto one calendar

Reference Department

  • Put desk and chat shifts on the same calendar

Do you need to schedule rooms or events? See LibCal instead--try it for free! 

Account Types

  • Regular
  • Admin

Which account type should I use?

Regular users in your system will be librarians, employees, and volunteers who work your desks.

  • Regular users can
    • View their upcoming shifts & time off
    • Request shift swaps
    • Accept/Reject swap requests made of them
    • Request Time off
    • View schedules

Admins in your system are probably people who manage service points or other employees.

  • Admins can:
    • Do everything regular users can do, plus:
    • Create accounts, schedules, and shifts
    • Add people to schedules and shifts
    • Approve shift swaps and time off
    • Change System Settings
    • Access Reports



Enable Time Off requesting by defining categories at Admin > Time Off Categories

  • Vacation
  • Class schedules
  • Family leave
  • Whatever you need!

First, go to Admin > Schedule Settings > Create New Schedule


  • Name your schedule.
  • Decide whether and how you want to allow shift swapping.
    • Staff can give up shifts, and anyone can pick up shifts that are given up.
    • You can also enable 1:1 shift swapping, which can be mediated by you.

 Anyone can pick up a shift that's been given up.  In a one-to-one swap, staff chose whom they want to swap with and which shift they'd like to take. One to one swaps can be moderated if the admin desires.

Last, add staff to your schedule

Add the shifts that your staff will work:  Schedules > your new schedule (choose from drop-box, top right)

Good to know:

  • Shifts are the blocks of time that your staff will work
  • Many shifts will recur M-F; weekend shifts might be longer but recur each Sat/Sun
  • Academic libraries might use for semester/year at a time; public libraries might schedule month-to-month or year-to-year
  • Tasks & Notes: shift to-dos; anything put here appears in Home > Upcoming shifts

Tips: Shift name is optional and doesn't have to be unique. Leave "Until" blank and you'll never have to create this shift again!

Do you create a master schedule that's followed from week-to-week, or do you create a new schedule each week?  LibStaffer covers you either way! 


  • Click a single shift to assign staff manually
  • Assign shifts manually until you get the hang of it, then let AutoSchedule work its magic!
  • If creating a master schedule that will be repeated each week, choose a single "favorite" for each shift--that person will be given that shift each week.
  • If a shift has multiple favorites, they are favored alphabetically by auto scheduler
  • Hover over crossed out staff to see why you can't assign them

Auto Schedule Tips:

  • Click Auto Schedule to auto-assign staff to shifts
  • View log if there are unfilled shifts - some people might have time off or are already working elsewhere

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