Forum Discussion
Teams - Shifts
Greetings Community! Have done lots of research but I am stuck.
- How do I see what access our agents have to make modifications to data in Shifts? I.e. we want to make sure that all they can do request time off, do trades, etc. We don't want them to be able to modify others shifts data.
- How do I run a historical report in Shifts? I.e. if we need to see past notes, data, etc. regarding schedules.
Many thanks!
Microsoft Teams Shifts permissions are mainly driven by Teams roles:
Role Can modify others’ shifts? Can create shifts? Can request time off/trades? Team Owner Yes Yes Yes Team Member No No Yes (only for themselves) Guest Very limited or no access No Usually no
What you should do:
- Ensure your agents are assigned as Members, not Owners, so they cannot modify other people’s shifts.
- To check roles:
- In Teams, go to the Team > click the ... next to the team name > Manage Team > check the Members tab.
- Fine-grained permission controls inside Shifts are limited today.
- For more advanced governance, explore Microsoft Graph API or Teams Admin policies, but note those are still somewhat limited for Shifts.
How to get a historical report in Shifts (past notes, schedules, etc.)?
The native Shifts UI does not provide detailed historical reporting with notes and changes out of the box.Workarounds:
- Manual export:
- In Shifts, click the gear icon (Settings) > Export schedule.
- You can export historical date ranges into Excel, which includes shifts, assignments, and time off.
- Microsoft Graph API:
- Use the Shifts API to programmatically pull past schedules, shift swaps, time off requests, and notes.
- Power Platform solution:
- Build a Power Automate flow to log changes over time into Excel, SharePoint, or Dataverse for a permanent, auditable record.
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Don't forget to mark as solution if my answer suits you
4 Replies
Yes — any changes made to the Owner/Member roles in Microsoft Teams will directly carry over to Shifts.
If someone is set as a Member in the team, they will only be able to manage their own shifts in the Shifts app (e.g., request time off, offer or swap shifts).
If someone is an Owner, they will have full access, including editing other team members' shifts and managing the schedule.
So, Shifts respects the underlying Teams role structure. The permissions in Shifts are not managed separately — they inherit from the Teams team membership.
Many thanks Mr. Jenkins, understood! Very helpful.
Microsoft Teams Shifts permissions are mainly driven by Teams roles:
Role Can modify others’ shifts? Can create shifts? Can request time off/trades? Team Owner Yes Yes Yes Team Member No No Yes (only for themselves) Guest Very limited or no access No Usually no
What you should do:
- Ensure your agents are assigned as Members, not Owners, so they cannot modify other people’s shifts.
- To check roles:
- In Teams, go to the Team > click the ... next to the team name > Manage Team > check the Members tab.
- Fine-grained permission controls inside Shifts are limited today.
- For more advanced governance, explore Microsoft Graph API or Teams Admin policies, but note those are still somewhat limited for Shifts.
How to get a historical report in Shifts (past notes, schedules, etc.)?
The native Shifts UI does not provide detailed historical reporting with notes and changes out of the box.Workarounds:
- Manual export:
- In Shifts, click the gear icon (Settings) > Export schedule.
- You can export historical date ranges into Excel, which includes shifts, assignments, and time off.
- Microsoft Graph API:
- Use the Shifts API to programmatically pull past schedules, shift swaps, time off requests, and notes.
- Power Platform solution:
- Build a Power Automate flow to log changes over time into Excel, SharePoint, or Dataverse for a permanent, auditable record.
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Don't forget to mark as solution if my answer suits youMany thanks for your help Mr. Jenkins! This is very helpful. Just want to confirm that any changes to Owner/Member settings under Team members will carry over to the Shifts module?
