Schedules are an easy way to manage when your team is available for clients to book Services. A single team member can have multiple schedules, allowing them to break their availability down for each Service offered. Assigning your Services to specific schedules gives you and your team complete control over your available booking windows.
By default, all team members will be assigned a regular schedule Monday to Friday from 9am to 5pm, though any Services will need to be assigned manually. You can easily reset the schedule to populate with different recurring days, and you can change the individual times on any given day. Staff members can then be assigned to the Services they are responsible for during their scheduled availability. Assigning a team member's schedule to a Service that is publicly available will dictate their online availability.
In this guide, we will discuss everything you need to know to make the most of your team's schedule, including:
Creating a New Schedule
Start by navigating to the Staff Schedules page. Do this by clicking or hovering your mouse over the ellipses in the left-hand menu bar, then selecting "Time Tracking and Schedules".
Then make sure the "Staff Schedules" option is selected (highlighted purple) at the top-left of the page.
This page lists all of the existing schedules for your team. Use the arrows at the top-left of the listed schedules to navigate through the weeks. Select the Facilities (for businesses with more than one facility) or Staff Members buttons to open drop-down menus allowing you to filter which schedules are shown.
Users with Employee or Lite access level designation will see only their own schedules on this page.
To add a new schedule, click the "Actions" button in the menu bar at the top of the page then select "New Schedule" from the drop-down menu.
Use the drop-down menus to set the Team Member and Facility, then name your new schedule using the Schedule Name text box. Assign Services to the schedule by clicking the relevant toggles listed under Associated Services. Set the default hours for this schedule by entering time ranges in the text box for each day of the week in the Prepopulate Weekly section. Leave the text box blank for any day with no availability. When finished, click the "+ Add Schedule" button.
The schedule will now be listed on the Schedules and Availability page and any available times will be displayed for clients looking to book any of the Associated Services.
This process can be repeated for any team member and any selection of Services. If you or one of your team members wants to set availabilities specific to a single Service, you can create a new schedule assigned to only that Service.
Schedules are only needed for Individual Services, not for Group Services or Series. Setting availabilities for Individual Services allows clients to book their own appointment times within your set schedule. Group Services and Series can be booked by clients only after you have already scheduled them on your calendar.
You can also add to your own schedule directly by selecting "Your Schedule" in your account menu then clicking "New Schedule" on the subsequent page.
Assigning Services to Existing Schedules
If a new Service has been added, or a team member decides to add take on a different Service, their existing schedule can be edited to reflect this change. To do this, click on the "# Services" button beneath the schedule name.
Use the toggles in the pop-up window to select which Services you want assigned to or unassigned from this schedule. A purple toggle indicates an assigned Service, a grey toggle indicates an unassigned Service.
When your adjustments have been made, click the "Save" button to apply the changes and update the schedule.
Lite users cannot be assigned as primary provider on any booking. As such, they cannot have their schedule assigned to any service.
Editing Individual Times in a Schedule
Sometimes a team member may need to adjust their schedule for a specific date or set of dates. This can be done from the main Staff Schedules page. Do this by clicking/hovering your mouse over the ellipses in the left-hand menu bar, then selecting the "Time Tracking and Schedules".
Then make sure the "Staff Schedules" option is selected (highlighted purple) at the top-left of the page.
A user can also edit times in their own schedule by selecting "Your Schedule" in their account menu.
For any desired schedule edits, start by making sure that the relevant date range has been selected. The date range can be changed clicking the range listed at the top left of the schedule and selecting a new date from the calendar. It can also be adjusted one week at a time using the pink arrows to either side of the listed range to jump forward or back. Use the "Today" button at any time to return to the current date.
Once you have set the date to the appropriate range, click on the cell with the time you want want to edit.
Edit the time range by typing directly into the text box. If you want to remove all availability for that day, leave the text box blank. When done, click the "Save" button and your time will be updated for that schedule on the desired day.
This will change the schedule only on that specific day. For all other weeks the schedule will remain at its default. See below for the steps required to change the default schedule. Individual days or specific date ranges may also be blocked off using the Block Time Calendar.
Resetting Recurring Times in a Schedule
If a team member wishes to change their schedule default, click the reset icon (three arrows in the shape of a triangle) beneath the schedule name.
Use the text boxes to enter the new time range you would like to set for each day of the week. You can specify from which date you would like the reset to take effect by clicking the "Select Date" button next to "Reset Schedule From".
Click the "Reset Schedule" button and you're done! The schedule will be updated from the selected date onwards.
Deleting a Schedule
To remove an existing schedule start by navigating to the main Staff Schedules page. Do this by clicking/hovering your mouse over the ellipses in the left-hand menu bar, then selecting the "Time Tracking and Schedules".
Then make sure the "Staff Schedules" option is selected (highlighted purple) at the top-left of the page.
Users can also remove any of their own schedules by clicking "Your Schedule" in their account menu.
Locate the schedule you want to delete where it is listed under the relevant team member's name. Click on the pencil icon beneath the schedule name.
The resulting pop-up window includes a field for changing the Schedule Name. Remove the schedule completely by clicking the "Delete Schedule" button at the top-right side of the window.
That's it! To learn more about how to make the most of your team's schedules, check out our guide on Assigning Schedules to Services. For more information on how to set holidays or days off, check out our guide on Blocking Off Your Availability.