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Managing Rosters & Schedules

Managing Rosters & Schedules

Overview

Set up weekly rosters, manage working hours, handle holidays, and configure special schedules for your team. This guide covers everything from basic weekly hours to advanced scheduling scenarios.

Setting Regular Working Hours

For a Team Member

  1. Navigate to Team Members → Select team member

  2. Go to the Working Hours tab

  3. For each day:

    • Toggle the day on/off

    • Set start and end times

    • Add breaks if needed (click + Add Break)

  4. Click Save

Quick Example

Standard groomer schedule:

Day

Hours

Monday

8:00am - 5:00pm

Tuesday

8:00am - 5:00pm

Wednesday

8:00am - 5:00pm

Thursday

8:00am - 5:00pm

Friday

8:00am - 3:00pm

Saturday

9:00am - 1:00pm

Sunday

Off

Copying Schedules

Copy a Day to Other Days

Copy one day's shifts onto other days on the same person or resource.

  1. Open the team member or resource Working Hours tab

  2. Set up the source day

  3. Open the copy control on that day

  4. Under Quick Select, choose Mon-Fri if you want weekdays, or tick days under Copy to Days

  5. Under What to Copy, leave the items you want ticked

  6. Select Copy to the number of days shown

To copy one weekday onto other weekdays from a template, use Copy From and Copy To in Copy weekday configuration.

Copy working hours from another entity

Copy the whole weekly template, plus special dates, from one team member or resource to another.

  1. Go to Schedules & Sessions

  2. Open the target team member or resource (the schedule you want to fill)

  3. Select Copy working hours from another entity

  4. Under Copy From, pick the source

  5. Under Copy To, tick the targets

  6. Select Copy to the number of schedules shown

  7. Publish the pending changes

This copies the weekly template and any special dates on the source. Changes stay pending until you publish. There is no Copy Schedule button.

Split Shifts

Use case: "My trainer works 8am-12pm, takes a long break, then 3pm-6pm."

Setting Up Split Shifts

  1. Open the team member's Working Hours

  2. For the day with split shifts:

    • Set first shift: 8:00am - 12:00pm

    • Click + Add Shift

    • Set second shift: 3:00pm - 6:00pm

  3. Save

How Split Shifts Appear

  • The gap between shifts is automatically blocked for bookings

  • Both shifts appear on the calendar

  • Appointments can only be booked within shift times

Holiday & Special Schedules

Creating Special Dates

Use case: "During December, we're open longer hours."

  1. Navigate to Schedules & Sessions

  2. Select the team member or resource

  3. In the Special Dates section, click New Special Dates (or Create Special Dates if none exist yet)

  4. Set the date range on the Date Range step (e.g., 1 Dec - 31 Dec)

  5. Configure the special hours for each day on the Schedule step

  6. Save

Common Special Date Scenarios

Christmas Week Closure:

  • Date range: 23 Dec - 27 Dec

  • All days: Off (toggle all days off)

Summer Extended Hours:

  • Date range: 1 Dec - 28 Feb

  • Weekdays: 7:00am - 7:00pm

  • Saturdays: 8:00am - 4:00pm

School Holiday Schedule:

  • Date range: School holiday period

  • Add Saturday/Sunday availability

  • Extend weekday hours

Special Dates Priority

When special dates are active:

  • Special date settings take precedence over regular hours

  • Blocked times within the special date period still apply

  • Leave requests within the special dates are honoured

Session Rules (Advanced)

For specific sessions, you can configure special rules:

Per-Session Capacity

Use case: "On Wednesdays, this groomer can only handle 4 appointments instead of 6."

  1. Open the session in Schedules & Sessions

  2. Click Edit on the specific session

  3. Set Capacity Override

  4. Save

Per-Session Service Restrictions

Use case: "On Saturday mornings, only accept quick services."

  1. Open the session

  2. Click Edit

  3. Under Services, select only the services available during this session

  4. Save

Per-Session Pet Eligibility

Use case: "On Fridays, this groomer only accepts small dogs."

  1. Open the session

  2. Click Edit

  3. Set pet size, breed, or species restrictions

  4. Save

Session Labels Visible to Customers

Use case: "I want customers to see 'Morning Session' or 'Puppy Training' when choosing a time slot."

Session labels can optionally be displayed on the customer booking page so pet owners understand what type of session they are booking into.

  1. Open the session in Schedules & Sessions

  2. Click Edit

  3. Enter a Label (e.g., "Morning Session", "Puppy Training", "Small Dogs Only")

  4. Toggle Show to customers on

  5. Save

When enabled, the label appears as a small badge next to the time slot on the customer booking form. This helps customers choose the most appropriate session, particularly when different sessions serve different purposes (e.g., puppy-only mornings vs. all-breeds afternoons).

Notes:

  • Labels are only shown to customers when the "Show to customers" toggle is turned on

  • If the label field is cleared, the "Show to customers" option is automatically removed

  • Labels also apply to resource sessions (e.g., rooms or vehicles)

Leave Management

Adding Leave

  1. Open the team member's profile

  2. Go to the Leave tab

  3. Click + Add Leave

  4. Set:

    • Leave type (Annual, Sick, Personal, Other)

    • Date range

    • Full day or partial day

    • Reason (optional)

  5. Save

Leave Impact on Bookings

  • Future appointments during leave are flagged for reassignment

  • The team member won't appear in availability for new bookings

  • Existing bookings show a warning indicator

Viewing Leave Across Team

From Mission Control or the Calendar:

  • Team members on leave show a "Leave" indicator

  • Filter by availability to see who's working today

For Resources

Resources (rooms, equipment, vehicles) follow the same pattern:

  1. Navigate to Resources → Select resource

  2. Set availability hours (similar to team member working hours)

  3. Add blocked times for maintenance, cleaning, etc.

  4. Create special dates for seasonal availability

Tips for Efficient Scheduling

1. Set Up Templates First

Before adding team members:

  • Decide on your standard shift patterns

  • Create one "template" team member with correct hours

  • Copy their schedule to new team members

2. Use Special Dates Proactively

  • Set up holiday special dates at the start of the year

  • Plan for school holidays in advance

  • Configure seasonal hours before the season starts

3. Review Regularly

  • Weekly: Check for any leave or blocked times needed

  • Monthly: Review upcoming special dates

  • Quarterly: Audit all schedules for accuracy

Common Questions

Q: Can I set different hours for different weeks?
A: Yes, use Special Dates for specific date ranges with different hours.

Q: What happens to existing bookings if I change working hours?
A: Existing bookings remain but may show a warning if they fall outside new hours. You'll need to reschedule or reassign them manually.

Q: Can team members edit their own hours?
A: No, only business owners and admins can modify working hours.

Q: How far in advance can I set special dates?
A: As far as you like. We recommend setting holiday hours at least 2-3 months in advance.

Q: What's the difference between "Blocked Time" and changing working hours?
A:

  • Blocked Time: Temporary unavailability within working hours (e.g., lunch break, vet appointment)

  • Working Hours Change: Permanent or long-term schedule modification

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