How does the User Profile Work?

 

⚠️ Important Note About User Integrations

If your location has a User Sync Integration enabled (for example, with a payroll or HR system), how you interact with the User Profile in SchedulePop is limited.
Some user fields will be automatically populated and regularly overwritten by the external system. This means certain updates should not be made directly in the scheduling platform. Always follow your organization’s integration guidelines before editing user information.

For more information about user sync integrations please visit this Knowledge Base article: 

How does user sync integration work in SchedulePop?

User Info Tab

The User Info tab contains core user details and account-level settings, including:

• Personal Information
  • Email address
  • Phone number
  • Other contact details
• Status
  • Active or Inactive

• Seniority

  • User Start date (used for seniority-based workflows where applicable)

• Rank

  •  Determines priority among users with similar roles or duties

• CMS Labor Code (if applicable- Health Care ONLY!)

• Password Management

  • Managers can reset the user’s password from this tab

    • Manually or by sending a rest link to user.

Duties Tab

The Duties section shows:

• Duties currently assigned to the user
• All duties available within the location

Important Note:
If your location has a user integration enabled, the user’s primary duty will be pulled from the external system:

• Will always be present
• Cannot be removed
• Additional duties may still be added in SchedulePop

Zones

The Zones section displays:

• Zones currently assigned to the user
• All zones available within the location

Important Note:
If a user integration is enabled, the user’s primary zone is coming from the integration:

• Cannot be removed
• Will always remain assigned
• Additional zones may still be added

Roles and Permissions

The Roles and Permissions section allows eligible managers (such as Location Administrators) to:

• Assign roles beyond Staff
• Grant manager-level permissions where appropriate
• If you are a scheduler or budget manager you may only view (not edit) these details

This controls what the user can see and do within the system.

Shifts and Time Off

This section provides a comprehensive view of the user’s scheduling activity and history, including:

• Upcoming Shifts
  • All future shifts assigned to the user
  • Managers can delete upcoming shifts from this page
• Time Off Requests
  • List of the user’s time off requests
  • Ability to delete all upcoming time off entries
• Late Punches
  • Displays recorded late punches for the user
• Reassignments
  • Shows any shift reassignments involving the user

All lists follow a selected date range, controlled by the calendar picker.

Reporting:

• Reports can be generated for:
  • Time Off Requests
  • Late Punches

Availability

The Availability section allows managers to:

• Set user availability
• Set user unavailability

Best Practice Recommendation:
Use either availability OR unavailability, not both, to avoid conflicting scheduling rules.

Emergency Contact

The Emergency Contact section allows managers to:

• Enter and store emergency contact information for the user

Certifications

If certifications are enabled in your system, this section displays:

• All certifications assigned to the user
• Certification details and status where applicable
• Note: Edits to Certifications can only be done in the main certifications tab (available in the menu options)

Key Takeaway

The User Profile is the single source of truth for an individual user within SchedulePop.
It allows managers to review user details, manage roles and permissions, maintain scheduling accuracy, and access user-specific records—all in one place.