In this article, we will look at the following:
Things to know:
- The default view is the Day view
- When in Week view - clicking on a specific day opens the modal for that day, but with the option to expand to see and edit the entire week
- Days off are split into - day off, vacation, and sick - functionally these all act the same, but there is visual differentiation in the hours schedule and they are reported differently in reports
- Clicking on the white space around a staff's name will automatically open the full week view modal (when in week view)
- Only the staff members' default hours will be overwritten when setting hours for all staff using the "All Staff" option
Setting Custom Hours & Creating Split Shifts
The ‘Hours’ button on schedule or the ‘Edit Availability’ option can be used to customize your hours for a particular day or week without it affecting your regular working hours that were set up on your profile. Let's look at how to set custom hours.
- Go to your appointment schedule
- On the left sidebar, you will see the Hours button. If you want you can also filter the schedule by Day View > Select any staff then click on the Edit Availability option.
- This will open the Custom Hours user interface. Here you will be able to:
- Filter by a specific location
- Filter by business hours or all hours
- Filter by specific staff
- Filter by a specific day
- Choose between day or week view
- Import schedule
- Select Custom from the drop-down menu
- Add your start and end times as well as the frequency. Should the custom hours be for just today or until a specific date?
- Once you have saved your changes, your availability will be updated automatically.
This option is useful when staff members have a recurring day off. For example, if a staff member has every Tuesday off for the next 4 weeks, they can set recurring customized hours. Recurring customized hours are also useful for when there are holidays or special events and the staff member has a different schedule than usual for a specific period of time.
Importing Staff Schedule
Instead of manually entering your schedule each time, you can just import by using the Import Schedule link.
- Go to your appointment schedule
- On the left sidebar, you will see the Hours button. If you want you can also filter the schedule by Day View > Select any staff then click on the Edit Availability option.
- Select the Import Schedule link
- Here you can view the instructions pdf and download the spreadsheet
- How to complete the spreadsheet:
- Enter (or paste) each staff schedule, starting on Row 3. Row 2 is just an example to help
you out, but won't be imported. - How to specify a day's schedule:
- Specify a time range e.g., 9:30am - 5:00pm
- Format the times in the time range e.g., HH:MM (09:30) or H:MM (9:30)
- Use a "-" between the times with a space on either side
- Add "am" or "pm" after each time
- Enter split schedules with semicolon e.g., 9am - 12pm; 1pm - 4pm
- Enter "OFF" to indicate the staff member has the day off - You may simply leave it blank if you don't want to import the data for specific days
- Please do NOT:
- Add/edit/remove the staff members or it won't import properly
- Change the date format in the header or it won't import properly
- Enter (or paste) each staff schedule, starting on Row 3. Row 2 is just an example to help
- After completing the spreadsheet, upload the file
- Once uploaded, your availability will be updated with the scheduled hours that you imported
Customized hours should not be used for time-tracking purposes. You should use the Time Tracking Report which can be found by going to Dashboard > Reports > Staff > Time Tracking.