Working Hours & Leave Management
Overview
Effective working hours and leave management ensures your team members are available when needed while maintaining work-life balance. Proper scheduling helps optimize team capacity, prevent burnout, and provide consistent service to customers.
Working Hours Management
Setting Working Hours
Working Hours Template
Each team member has a weekly working hours template on their Working Hours tab. For different hours on set dates, add Special Dates on the same tab.
Working Hours Configuration
Standard Schedule
Set regular hours for each day of the week
Consider business operations and customer demand
Account for personal preferences and constraints
Special Dates
Set different hours for a specific date or date range
Handle holidays, special events, or personal commitments
Plan for seasonal changes or special circumstances
In the product: Working Hours tab → Special Dates → New Special Dates (or Schedules & Sessions)
Time Zone Considerations
Ensure hours are set in correct time zone
Consider daylight saving time changes
Account for multi-location businesses
Working Hours Best Practices
Align with Business Needs
Match Team Member Hours to Business Operations
Coordinate with customer demand patterns
Plan for peak and off-peak periods
Ensure adequate coverage during business hours
Consider Service Requirements
Some services may need specific hours
Consider service complexity and duration
Plan for service-specific scheduling needs
Individual Considerations
Accommodate Personal Needs
Consider family commitments and personal preferences
Allow for work-life balance
Provide flexible arrangements where possible
Plan for Growth
Consider future scheduling needs
Plan for team expansion
Maintain flexibility for changes
Leave Management
Types of Leave
Planned Leave
Vacation Time
Purpose: Planned time off for rest and relaxation
Planning: Schedule in advance to ensure coverage
Duration: Varies by individual and business policy
Personal Time
Purpose: Personal appointments and commitments
Planning: Schedule around business needs
Duration: Usually shorter periods
Special Events
Purpose: Weddings, graduations, family events
Planning: Coordinate with business operations
Duration: Varies by event
Unplanned Leave
Sick Leave
Purpose: Illness and medical emergencies
Planning: Cannot be planned in advance
Duration: Varies by illness severity
Emergency Leave
Purpose: Family emergencies, personal crises
Planning: Immediate response required
Duration: Varies by situation
Weather/Emergency
Purpose: Weather emergencies, natural disasters
Planning: Business-wide response
Duration: Varies by emergency
Leave Management Process
Adding Leave
Petboost has no leave request or approval step. Leave takes effect as soon as it is added, and adding it sends no notification.
Open Team Members and select the team member
Open Leaves & Restrictions
Select Add, then Add Leave
Set the Start Date and End Date
Set the Start Time and End Time. They default to 9:00 am and 5:00 pm, so change them to cover the whole shift. Leave runs from the start time on the start date to the end time on the end date
Optional: Enter a Label (Optional), for example Sick Leave
Select Add Leave
If the team member has bookings in that time, Appointment conflict detected lists them before you save. Petboost adds the leave without cancelling them unless you select Cancel Appointment or Cancel All. Select Check for existing appointments to review the overlapping bookings.
To repeat the same leave, select Add, then Batch Create.
Plan cover for the team member's bookings and adjust other schedules as needed.
Managing Leave
Use the Leaves & Restrictions Tab
Add one-off leave with Add Leave, or repeating leave with Batch Create
Apply public holidays from the Public Holidays card
Edit or delete leave in the Leaves & Blocked Time list
Check the Leave Summary: Total Leaves, Single Day, Multi Day and Upcoming
For different working hours on set dates, use Special Dates on the Working Hours tab.
Navigate to: Team Members, select the team member, then open Leaves & Restrictions.
Coordinate with Business Operations
Ensure adequate coverage
Plan for peak periods
Consider customer impact
Maintain service quality
Scheduling Optimization
Peak vs. Off-Peak Management
Peak Periods
Characteristics: High customer demand, maximum utilization
Strategy: Ensure all team members are available
Considerations: Staff availability, capacity management
Off-Peak Periods
Characteristics: Lower demand, opportunity for maintenance
Strategy: Schedule leave, training, and development
Considerations: Customer convenience, staff efficiency
Seasonal Adjustments
Summer Months
Increased demand for outdoor activities
Extended hours for play areas and exercise
Additional staff for peak season
Vacation planning and coverage
Winter Months
Reduced outdoor activity demand
Focus on indoor services
Maintenance and improvement projects
Holiday scheduling
Holiday Periods
Special scheduling for holidays
Increased capacity for boarding
Modified hours for staff holidays
Customer communication
Team Coordination
Coverage Planning
Primary Coverage
Assign primary coverage for each team member
Ensure adequate coverage during leave
Plan for peak periods and special events
Backup Coverage
Identify backup team members
Cross-train team members on multiple services
Maintain capacity buffers
Emergency Coverage
Plan for emergency situations
Have emergency contact procedures
Maintain emergency coverage protocols
Communication
Schedule Changes
Communicate schedule changes clearly
Provide adequate notice when possible
Update all relevant systems and calendars
Leave Coordination
Check coverage on the calendar before you add leave
Communicate leave schedules to team
Plan for coverage and customer impact
Technology and Tools
Scheduling Systems
Automated Scheduling
Use scheduling systems for availability checking
Implement automated conflict prevention
Use reporting and analytics
Leave Management Tools
Use leave management features
Plan for coverage and coordination
Communication Tools
Team Communication
Use team communication tools
Share schedules and updates
Coordinate coverage and changes
Customer Communication
Communicate schedule changes to customers
Provide alternative options when possible
Update booking systems with changes
Common Challenges and Solutions
Coverage Shortages
Problem: Not enough team members available during peak periods
Solutions:
Cross-train team members on multiple services
Use part-time and contract staff
Plan for seasonal staffing needs
Consider flexible scheduling arrangements
Leave Conflicts
Problem: Several team members want the same days off
Solutions:
Agree a leave policy with your team
Plan for peak vacation periods
Check the calendar before you add overlapping leave
Maintain adequate coverage
Schedule Coordination
Problem: Difficulty coordinating team member schedules
Solutions:
Use scheduling technology effectively
Plan schedules in advance
Coordinate with business operations
Maintain flexibility where possible
Best Practices
Working Hours Management
Clear Communication
Set clear expectations for availability
Communicate schedule changes in advance
Ensure team members understand their commitments
Flexible Arrangements
Accommodate individual needs where possible
Provide flexible work arrangements
Consider work-life balance
Regular Reviews
Monthly review of working hours
Adjust based on business needs
Consider seasonal variations
Leave Management
Proactive Planning
Plan leave in advance
Coordinate with business operations
Ensure adequate coverage
Clear Policies
Establish clear leave policies
Communicate policies to team
Ensure consistent application
Effective Coverage
Plan for adequate coverage
Cross-train team members
Maintain capacity buffers
Related Articles
Getting Started with Team Members - Basic team member setup
Team Member Management - Understanding team member setup and management
Capacity & Workload Management - Managing team member capacity
Service Assignment & Skills - Matching team members to services
Team Member FAQ - Common working hours and leave questions
Availability Troubleshooter - Diagnose why team members aren't showing as available for bookings
Frequently Asked Questions
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