Managing a staff member’s working hours

A staff member’s working hours can be used to indicate when they’re available to provide services at your business. You can set a staff member’s working hours by adding available or unavailable time from the staff member’s profile, the schedule, or the Elevate Staff App.

  • Available time – A time or date range during which a staff member is available to provide services at your business.
  • Unavailable time – A time or date range during which a staff member cannot be scheduled to provide services. This can include scheduled lunch breaks, sick days, or vacations.

When modifying a staff member’s working hours, keep the following information in mind:

  • You can only add new available or unavailable time from the schedule when the schedule view is set to calendar view and displays a single day or a week of the schedule at once.
  • The most recently added working hours will overwrite any previously set available or unavailable time. For example, if you set an hour of unavailable time from 2:00 p.m. to 3:00 p.m. and then set available time from 10:00 a.m. to 5:00 p.m. on the same day, the unavailable time will be overwritten.
  • If your business has more than one location, you must choose a home location for a staff member before you can set their working hours.
  • If you’re setting a staff member’s available working hours for more than one location, make sure their available working hours at each location are different. If a staff member has the same working hours set at multiple locations, the staff member can be booked at different locations during the same time.
  • If a staff member has multiple entries of the same working hours, you won’t be able to change the end date when editing those working hours. To be able to edit the end date, you must delete the working hours and create new ones.
  • You can only cancel a staff member’s working hours from their staff profile.
  • A staff member can be booked for an appointment only during their available time. However, they can be booked for a class or event outside of their set working hours.
  • Staff members can be booked for services spanning multiple days. This can occur if a location’s business hours are configured in a manner where the location is open at both the end and beginning of two consecutive days. For more information, see Setting a location’s business hours.
  • When a staff member has available time set during which appointments can be booked, clients will be able to book appointments with that staff member regardless of the location’s business hours. This means clients can book appointments with available staff members at closed locations. For more information about setting a location’s hours, see Setting a location’s business hours.

To learn how to modify a staff member’s availability from the Elevate Staff App, see Elevate Staff App: Managing staff availability.

CautionCanceling a staff member’s working hours can result in the cancellation of all services scheduled with that staff member within that time period. If you set Display as canceled on schedule to ON, you can review the list of canceled services on the schedule after you complete the cancellation.

In this article:

    To set working hours from a staff member’s profile:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Setup. You can filter the list by entering Setup into the Search field.
    4. On the Setup menu, click Staff.
    5. On the Staff menu, click Staff Members.
    6. In the list, click the staff member whose availability you want to set. You may have to browse the list, use the Search option, or filter the list to find the staff member.
    7. In the staff member’s profile, click Working hours.
    8. Click Add available time or Add unavailable time, depending on whether you want the staff member to be available or unavailable for services during the specified time.
    9. Set up the staff member’s availability by filling out the following fields:
      • LOCATION – Select the location where the staff member is based.
      • Start date and End date – Set the date range during which the staff member is available or unavailable.
        • No end date – Select this checkbox if you don’t want to set an end date.
      • Day of the week – Select which days of the week the staff member is available or unavailable.
      • Start time and End time – Set the time range during which the staff member is available or unavailable.
      • Repeats every – Select how often the available or unavailable time will repeat. The options are weekly, monthly, or annually. For example, if the staff member needs Thursdays off every other week, you’d add unavailable time on Thursday, and set it to repeat every two weeks.
      • Available time applies to – Select whether these working hours affect the staff member’s availability for all or selected appointments. You have two options:
        • All appointments – Select this option if you want the working hours to be reflected in all services.
        • Select appointments – Select this option if you want the working hours to apply only to specific appointments, then select the checkbox next to each appointment. The availability of appointments is determined by the services that have been previously set up for the staff member. For more information, see Setting a staff member’s services. If this option is selected, the available or unavailable time won’t be visually represented on the schedule. It will only be displayed under Working Hours in the staff member’s profile.
      • NOTES – Enter any notes associated with the staff member’s availability or unavailability. These notes will be displayed either directly on the schedule or when you hover over the time on the schedule depending on whether the Unavailable Notes setting is set to ON. For more information, see Customizing the look and feel of Wellness Living.
    10. Click Add time.
    11. Click Save.

    To modify working hours from the staff member profile:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Setup. You can filter the list by entering Setup into the Search field.
    4. On the Setup menu, click Staff.
    5. On the Staff menu, click Staff Members.
    6. In the list, click the staff member whose availability you want to modify.You may have to browse the list, use the Search option, or filter the list to find the staff member.
    7. In the staff member’s profile, click Working Hours.
    8. Next to the working hours you want to edit, click the Action button , then select Edit.
      • Select a start date and end date to start applying the schedule change, and then click NEXT.
        • Select the Ongoing checkbox if you don’t want to select an end date.
      • Select the working hours that you want to edit, and then click NEXT.
      • Click the Edit button next to the items that you want to edit, make your changes, and then click NEXT.
      • If clients are affected by this change, choose whether their services are affected, whether they should be notified of the changes, and how they should be notified of the changes. Click NEXT.
      • Review your changes. Determine whether canceled services should be displayed on your schedule.
    9. Click COMPLETE.

    To cancel working hours from a staff member’s profile:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Setup. You can filter the list by entering Setup into the Search field.
    4. On the Setup menu, click Staff.
    5. On the Staff menu, click Staff Members.
    6. In the list, click the staff member whose availability you want to cancel. You may have to browse the list, use the Search option, or filter the list to find the staff member.
    7. In the staff member’s profile, click Working Hours.
    8. Next to the working hours you want to edit, click the Action button , then select Delete.
      • Select the dates that you want to cancel, and then click NEXT.
        • Select the Ongoing checkbox if you don’t want to set an end date.
      • Select the hours that you want to cancel, and then click NEXT.
      • If clients are affected, choose whether their services are affected, whether they should be notified of the cancellation, and how they should be notified of the cancellation. Click NEXT.
      • Review your changes. Determine whether canceled services should be displayed on your schedule.
    9. Click COMPLETE.

    To set availability from the schedule:

    1. Click the App Drawer button .
    2. In the App Drawer, click View All.
    3. In the list, click Schedule. You can filter the list by entering Schedule into the Search field.
    4. Set the schedule to be in Calendar view .
    5. Change the Calendar view to Day or Week For more information, see Schedule views.
      • When you select Day view, you can view staff availability for multiple staff members at a time.
      • When you select Week view, you can view staff availability for one staff member at a time.
    6. On the schedule, find the staff member for whom you want to modify their working hours. You may have to browse the list, use the Search option, or filter the list to find the staff member.
    7. Click on an open area in the schedule. You have the following options:
      • Add Available Time – Select this option to add available time to the staff member’s schedule. This option will only be displayed when:
        • The schedule is in Day Calendar view and an area that shows unavailable time on the schedule is selected.
        • The schedule is in Week Calendar view, filtered for a single staff member, and an area that shows unavailable time is selected.
      • Add Unavailable Time – Select this option to add unavailable time to the staff member’s schedule. This option will only be displayed when:
        • The schedule is in Day Calendar view and an area that shows available time on the schedule is selected.
        • The schedule is in Week Calendar view, filtered for a single staff member, and an area that shows available time is selected.
        • The schedule is in Week Calendar view and filtered for multiple staff members.
    1. Update the staff availability by filling out the following fields:
      • SELECT STAFF – Select the staff member whose working hours you want to modify. This option will only be available if you’ve selected Modify staff availability.
      • LOCATION – Select the location where the staff member is based.
      • START DATE and END DATE – Set the date range during which the staff member is available or unavailable.
        • Ongoing – Select this checkbox if you don’t want to set an end date.
      • DAY OF THE WEEK – Select which days of the week the staff member is available or unavailable.
      • START TIME and END TIME – Set the time range during which the staff member is available or unavailable.
      • REPEATS EVERY – Select the frequency in which the available or unavailable time will repeat. The options are weekly, monthly, or annually.
      • For example, if the staff member needs Thursdays off every other week, you will add unavailable time on Thursday, and set it to repeat every two weeks.
      • SERVICES – Select whether these working hours affect the staff member’s availability for all or selected services. You have two options:
        • All services including future – Select this option if you want the working hours to be reflected in all services.
        • Select service manually – Select this option if you want the working hours to be reflected in selected services. The services available are determined by the services that have been previously set up for the staff member. For more information, see Setting a staff member’s services. If this option is selected, the available or unavailable time cannot be visually represented on the schedule. It will only be displayed under Working Hours in the staff member’s profile.
      • NOTES – Enter any notes associated with the staff member’s availability or unavailability. These notes will be displayed either directly on the schedule or when you hover over the time on the schedule depending on whether the Unavailable Notes setting is set to ON. For more information, see Customizing the look and feel of Wellness Living.
    2. Click COMPLETE.
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