---
title: How to Copy, Paste and Quickly Add Shifts in the Scheduler
description: Add shifts from a quick pop-up, copy and paste shifts between days, weeks and staff, use keyboard shortcuts and print the rota in the Scheduler.
---

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# How to Copy, Paste and Quickly Add Shifts in the Scheduler

Building a rota shift by shift takes time. The Scheduler has quicker ways to do it: add a shift from a small pop-up straight on the grid, copy a few shifts and paste them onto another week or another person, and move around with keyboard shortcuts. When the rota is ready, you can print it for the staff room.

**NOTE:** Adding and pasting shifts needs the **Can create shifts** permission, copying needs **Can edit shifts**, and deleting needs **Can remove shifts**. If you're missing one, Pabau tells you when you try, for example *You don't have permission to paste shifts.*

**Step 1: Choose a Location**

The quick pop-up adds shifts to the location you're viewing, so start with one location on screen.

1. Go to **Team → Schedule** and click the location menu at the top right.
2. Pick the location you're building the rota for. With **All Locations** selected, clicking **Add** opens the full **Create A Shift** window instead, so you can choose the location there.

![The Schedule location menu open with a single location marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490355150019-00-location.png)

*Pick one location to use the quick pop-up*

**Step 2: Add a Shift in a Few Clicks**

1. Hover over a day in the staff member's row and click **Add** (or **Add another** under a shift they already have).
2. Check the time. Pabau fills in that person's hours from the last time they worked the same day of the week (looking back up to four weeks), or 9am to 5pm if there's nothing to go on. To change it, type a range such as *9am - 5pm* or *09:00 - 17:00*. The line underneath confirms the hours and length, or warns you if the shift overlaps one they already have.
3. Or click one of your **Recent** time ranges to use it. Pabau remembers the last three ranges you added this way on this computer.
4. Add a **Shift note (optional)**, up to 255 characters. Everyone who can see the schedule can read it.
5. Click **Add** (or press **Enter** in the time box). The shift appears straight away.
6. Need a room, specific services or a repeating pattern? Click **More options** to carry on in the full shift window. What you typed comes with you.

![The quick add pop-up on an empty day with the time, Recent ranges, Shift note, Add and More options marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490355150019-01-quick.png)

*The quick pop-up, with the time filled in for you*

**Step 3: Select and Copy Shifts**

1. Hold **Ctrl** (**⌘** on a Mac) and click each shift you want. Once one shift is selected, a plain click adds or removes others. Selected shifts are highlighted. To select every shift on screen, press **Ctrl + A** (**⌘ + A**).
2. In the bar at the bottom, click **Copy** (or press **Ctrl + C**). The same bar lets you **Delete** the selected shifts or **Clear selection**.

![Three shifts selected in one row and the Copy button marked in the bottom bar](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490355150019-02-selected.png)

*Three shifts selected, ready to copy*

**TIP:** To copy a single shift, click it and choose **Copy** in the shift details.

**Step 4: Paste the Shifts**

The bottom bar now says how many shifts are copied, with the hint **Hover a day to preview — click to paste**. You can move to another week or month before you paste.

1. Hover over the day where the first shift should go. A faded preview shows exactly where each shift will land.
2. Click to paste, or press **Ctrl + V** (**⌘ + V**). Click **Cancel** or press **Esc** if you change your mind.

![A faded preview of three copied shifts on an empty week and the bar saying 3 shifts copied](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490355150019-03-paste.png)

*The preview shows where the copied shifts will go*

How the shifts are placed:

- **Shifts from one person** go onto the row you click, starting on that day and keeping the same days in between. Paste them on someone else's row to give another employee the same pattern.
- **Shifts from several people** go back onto each person's own row, starting on the day you click. This is the quick way to repeat a whole team's week.
- The copies keep the original times, location, room, services and note.

Pabau skips any shift that would overlap one the person already has, or that's at a location they can't work at, and the message after pasting says how many were skipped, for example **3 shifts pasted, 1 skipped (overlap)**.

**Step 5: Use Keyboard Shortcuts**

Press **?** on the schedule (or choose **Tools → Keyboard shortcuts**) to see every shortcut:

![The Keyboard shortcuts panel](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490355150019-04-shortcuts.png)

*The keyboard shortcuts panel*

- **Navigation**: **←** and **→** for the previous and next week, **T** to jump to today, **W** and **M** to switch between Week and Month view.
- **Selection & clipboard**: **Ctrl/⌘ + Click** to select shifts, **Ctrl/⌘ + A** to select all, **Ctrl/⌘ + C** to copy, **Ctrl/⌘ + V** to paste on the day you're hovering over, **Esc** to clear the selection or cancel a paste.
- **Editing**: **Delete** or **Backspace** (⌫) deletes the selected shifts. Shifts with booked appointments still ask what to do with the appointments first.

Press **/** to jump to **Search staff**.

**Step 6: Print the Schedule**

1. Click the **Tools** icon (the spanner).
2. Choose **Print this week** (**Print this month** in Month view) or **Print this day**, which prints today, or the first day shown if today isn't on screen. You can also press **Ctrl + P** (**⌘ + P**) to print the view you're looking at.

A print-ready page opens with your browser's print window. It lists each day's shifts in a table with the **Employee**, **Time**, **Break**, **Role**, **Location**, **Blockout** and **Notes**, a summary of staff, shifts and hours at the top, and who printed it and when at the bottom. It covers the staff and location you're viewing.

![A printed Team Schedule week with the Monday table](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490355150019-05-print.png)

*A printed week*

**NOTE:** If nothing opens, your browser blocked the pop-up and Pabau shows **Couldn't open the print window**. Allow pop-ups for Pabau in your browser and try again.

**What's next?**

- [How to Create a Shift in the Scheduler](https://support.pabau.com/en/pabau2/how-to-create-a-shift-in-the-scheduler?hsLang=en)
- [How to Create a Repeating Shift in the Scheduler](https://support.pabau.com/en/pabau2/how-to-create-a-repeating-shift-in-the-scheduler?hsLang=en)
- [How to Edit a Shift in the Scheduler](https://support.pabau.com/en/pabau2/how-to-edit-a-shift-in-the-scheduler?hsLang=en)
- [Scheduler: Introductory guide](https://support.pabau.com/en/pabau2/scheduler-introductory-guide?hsLang=en)

---

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- [Care Plus Upgrade](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#main-content)

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- [Marketing Plus upgrade](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#main-content)

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