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This reference explains how saved Schedule filters work: who can see one, who can manage it (rename, re-share, overwrite, or delete), and how the “private” and “shared with branch” visibility levels behave. The user-facing roles referenced below are: Admin, Ops Manager, Sales Admin, Sales Member, Client Coordinator, Crew Leader, and Crew Member.

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What a saved filter is

A saved Schedule filter is a named snapshot of your current Schedule page filters — the people, clients, roles, activity types, shift statuses, and branches you’ve selected. It belongs to a single branch and has one owner: the person who saved it.

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Two visibility levels

Every saved filter has exactly one of two visibility levels:
  • Private — visible only to the person who created it.
  • Shared with branch — visible to everyone working in the same branch.
There is no organization-wide or cross-branch visibility level. A filter is always scoped to the branch it was saved in.

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Saving a new filter

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Filters are private by default

In the Save Current Filters dialog, a new filter is private unless you tick “Share with branch.” Ticking that box makes it shared with everyone in your branch; leaving it unticked keeps it private to you.

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A name is required

Every saved filter needs a name (up to 80 characters). The Save button won’t accept an empty name.

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Who can see a saved filter

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You must belong to a branch

To work with saved Schedule filters at all, you must currently belong to a branch. If you don’t, you’ll see an error telling you that you must belong to a branch to manage saved Schedule filters.

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The visibility rule

Within your current branch, a saved filter shows up for you when either:
  1. You own it, or
  2. It is shared with the branch.
That means another person’s private filter never appears in your list — and this does not change with your role. Even an Admin sees only their own filters plus the branch-shared ones in the picker. A private filter that belongs to someone else stays hidden. If you try to open a specific filter you can’t see (because it’s private and not yours, or it’s in a different branch), the system reports that the filter can’t be found, rather than confirming it exists.

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Who can open Schedule and use saved filters

Using saved filters is part of Schedule access. The roles that can work in Schedule — Admin, Ops Manager, Sales Admin, Sales Member, Client Coordinator, and Crew Leader — can list the filters visible to them in their branch and save their own.

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Who can manage a saved filter

“Manage” means rename a filter, change its sharing, overwrite it with your current filters, or delete it.

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The management rule

Within your branch, you can manage a saved filter when either:
  1. You are the owner of that filter, or
  2. You are an Admin.
For everyone except Admin, management is owner-only: you can manage filters you created, and no one else’s. Ops Manager, Sales Admin, Sales Member, Client Coordinator, Crew Leader, and Crew Member can all see branch-shared filters, but they cannot rename, re-share, overwrite, or delete a filter someone else created.

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What happens when you can’t manage one

  • A branch-shared filter that isn’t yours (and you’re not an Admin): you can see it, but you’ll get a message that you don’t have permission to modify it. Rename and delete controls don’t appear on it.
  • Someone else’s private filter: the system reports it can’t be found — a non-owner is never told that a private filter exists.

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Changing a filter’s sharing

If you can manage a filter (you own it, or you’re an Admin), you can flip it between private and shared with branch at any time. A filter’s owner and branch, however, are fixed once it’s created and can’t be reassigned.

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Why the rename and delete buttons sometimes don’t appear

In the saved-filters picker, the rename and delete controls show up only on filters you’re allowed to manage — the ones you own, or (for an Admin) any filter. On a branch-shared filter created by a colleague, a non-Admin sees the filter but no rename or delete control, which matches the permission rule above. The whole filter panel can also be disabled in some states; while it’s disabled, the rename, delete, and default-star controls are hidden too.
Even when a button is hidden, the permission rule is enforced when the action runs — the hidden controls are a convenience, not the boundary.

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Setting a default filter is separate from sharing

Marking a saved filter as your default (the star) is a personal preference. It’s stored just for you, per branch, and it does not change who can see the filter. One person’s default never affects anyone else, and the star appears on any filter you can see — there’s no management permission required to set your own default.

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Quick reference

  • Default visibility of a new filter: private, unless you tick Share with branch.
  • See a filter: the owner, plus everyone in the branch if it’s shared with the branch. Others’ private filters are always hidden.
  • Manage a filter (rename / re-share / overwrite / delete): the owner, or an Admin. Everyone else is owner-only.
  • A branch-shared filter you don’t own: visible, but a non-Admin can’t rename or delete it.
  • Setting a default: a personal, per-branch preference — it does not share the filter.