Managing a staff member’s working hours

A staff member’s working hours can be used to determine when they can be scheduled for services at your business.

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

  • If your business has more than one location, you must assign the staff member to at least one location before you can set their working hours.
  • When you set a staff member’s working hours, you can set both their available time and unavailable time. Unavailable time can be used to determine scheduled breaks, days off, vacations, or any other time during which the staff member cannot be scheduled for services.
  • A staff member can be booked for Appointments only during their available time.
  • A staff member can be booked for Classes and Events even if they are scheduled outside of their working hours or during unavailable time.
  • A staff member’s working hours can be modified and canceled after they have been set.
  • If you can cancel a staff member’s working hours, all services scheduled with the staff member during that time will be affected. You will be able to notify clients of the cancellation.

This article explains how to manage a staff member’s working hours from their profile. You can also set a staff member’s available time and unavailable time from the schedule.

NoteNote The most recently added available or unavailable time will override previously set available or unavailable time.

In this article:

To set a staff member’s working hours:

  1. Click the App Drawer button .
  2. In the App Drawer, click Setup.
  3. On the Setup menu, click Staff.
  4. On the Staff menu, click Staff Members.
  5. In the list, click the staff member whose working hours you want to set. You may have to browse the list, use the Search option, or filter the list to find the staff member.
  6. Click Working Hours.
  7. 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.
  8. Enter the time details:
    1. In the LOCATION list, select the location where the staff member will be available or unavailable.
    2. Under START DATE and END DATE, select the start date and end date, or select the Ongoing checkbox if you do not want to set an end date.
    3. Under DAY OF THE WEEK, select the days of the week to which the times will apply.
    4. Under START TIME and END TIME, set the hours between which the staff member will be available or unavailable.
    5. Under REPEATS EVERY, select the frequency with which the available or unavailable time will repeat. You can set the working hours to repeat based on a specified number of weeks, months, or years. For example, if the staff member needs Thursdays off every other week, you would set the value to 2 and select a period of week. If the staff member needs the last Thursday off each month, you would set the value to 1 and select a period of month.
    6. Under SERVICES, select whether these working hours affect the staff member’s availability for all Appointment Types, or selected Appointment Types.
      • Click All services including future if you want these working hours to affect the staff member’s availability for all Appointment Types.
      • Click Select service manually and select the checkbox for each Appointment Type the staff member will be available or unavailable for during these working hours. The services available here are determined by the services that have been set up for the staff member. For more information, see Setting a staff member’s services.
        • If you select the affected services manually, this available or unavailable time cannot be visually represented on the schedule. It will only be displayed under the staff member’s working hours on their staff profile.
    7.  Enter any notes associated with the available or unavailable time. These notes will be displayed either directly on the schedule or when you hover over the time on the schedule, depending on the Staff Availability Settings you have selected in the Look and Feel: Schedule settings.
  9.  Click SAVE.

To modify a staff member’s working hours:

  1. Click the App Drawer button .
  2. In the App Drawer, click Setup.
  3. On the Setup menu, click Staff.
  4. On the Staff menu, click Staff Members.
  5. In the list, click the staff member whose working hours you want to modify. You may have to browse the list, use the Search option, or filter the list to find the staff member.
  6. In the staff member’s profile, click Working Hours.
  7. In the row of the day you want to edit, click the Edit button .
    1. Select the dates that will be affected by your edits, and then click NEXT.
    2. Select the working hours that you want to edit, and then click NEXT.
    3. Click the Edit button next to the items that you want to edit, make your changes, and then click NEXT.
    4. 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.
    5. Review your changes. Determine whether canceled services should be displayed on your schedule.
  8. Click COMPLETE. The staff member’s working hours are updated.

To cancel a staff member’s working hours:

  1. Click the App Drawer button .
  2. In the App Drawer, click Setup.
  3. On the Setup menu, click Staff.
  4. On the Staff menu, click Staff Members.
  5. In the list, click the staff member whose working hours you want to cancel. You may have to browse the list, use the Search option, or filter the list to find the staff member.
  6. In the staff member’s profile, click Working Hours.
  7. In the row of the day you want to edit, click the Cancel button .
    1. Select the dates that you want to cancel, and then click NEXT
    2. Select the hours that you want to cancel, and then click NEXT.
    3. 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.
    4. Review your changes. Determine whether canceled services should be displayed on your schedule.
  8. Click COMPLETE. The staff member’s working hours are updated.
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