Scheduling Settings

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Introduction

The Scheduling Settings page allows you to configure your business opening hours for each day of the week. These hours serve as the fallback default working hours for your team members.

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How Opening Hours Work

Opening hours act as a fallback for team member availability. When a team member has no personal schedule, your account’s opening hours are used instead. The system calculates availability using the following precedence (highest to lowest priority):

1. Time Off - Blocks availability entirely for the specified period
2. Custom Working Hours - Per-date overrides for individual team members
3. Team Member Default Schedule - The team member’s regular weekly schedule
4. Account Opening Hours - Used only when a team member has no schedule configured

Important: If a team member has their own default working hours set, the account opening hours will NOT apply to them. Each team member’s schedule takes precedence over the account-level settings. When a team member is using inherited hours, an “Account Default” label appears above their shifts on the Working Hours tab and the Team Schedule grid. On the Team Schedule grid, inherited hours appear in a muted style to distinguish them from explicitly configured schedules.

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When Account Opening Hours Apply

Account opening hours are used when:

• A team member has no default working hours configured at all
• A team member’s schedule doesn’t include a specific day (falls back to account settings for that day)

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When Account Opening Hours Don’t Apply

Account opening hours are ignored when:

• A team member has their own default working hours that cover that day
• Custom hours have been set for that specific date

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Opening Hours

Set your business operating hours for each day of the week. You can configure different hours for each day or mark specific days as closed.

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Configuring Opening Hours

1. Navigate to Settings → Scheduling
2. In the Opening Hours section, you’ll see all seven days of the week (Monday through Sunday)
3. For each day:
   • Use the toggle switch to mark the day as open or closed
   • For open days, select the start time and end time from the dropdowns
4. Click Save to apply your changes

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Apply to All Days

Use the copy icon next to any open day’s time settings to quickly apply those hours to all other open days. This only copies the times to days that are already marked as open — it won’t change closed days to open. Tip: This is useful when most of your business days share the same operating hours. Set one day’s hours, then click the copy icon to apply them across all open days.

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Time Slot Intervals

Control the time intervals displayed to clients when booking appointments online.

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Available Options

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How to Change

1. Click Edit next to the Time Slot Interval setting
2. Select your preferred interval from the dropdown
3. Click Save

Shorter intervals give clients more booking options, while longer intervals reduce the number of available slots shown.

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Closing Your Business Temporarily or Permanently

To prevent all bookings for your location:

1. Navigate to Settings → Scheduling
2. Toggle all seven days to closed (off)
3. Click Save

Important considerations:

• This only affects team members who rely on account opening hours as their fallback
• Team members with their own default working hours will still show availability unless their schedules are also updated
• For complete closure, you must also update each team member’s schedule (see Team Schedule)

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For Temporary Closures

For holidays or short closures, use the Set Not Working feature on the Team Schedule page. This lets you select a date range and multiple team members at once, creating time off entries for everyone in one action — much faster than adding individual time off for each team member. This preserves your regular schedule configuration and makes it easy to resume normal operations.

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For Permanent or Long-Term Closure

If ending availability after a specific date (e.g., closing at end of year):

1. Set account opening hours to closed for all days (safety net)
2. For each team member, set a new default schedule starting on the closure date with no shifts

See Planning Future Schedule Changes for detailed instructions.

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Working Hours Enforcement

Control whether appointments from the scheduler must fall within team members’ working hours.

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How It Works

When Enforce Working Hours is enabled:

• Scheduler cells outside a team member’s working hours are visually dimmed and show a not-allowed cursor — clicking them is blocked
• Appointment form — if the selected time falls outside working hours (e.g., a long service extends past the end of the day), the warning turns red and the Schedule / Update button is disabled
• The Working Hours overlay in the scheduler is automatically turned on and cannot be toggled off, so team members’ hours are always visible

When Enforce Working Hours is disabled (the default):

• Appointments can be created at any time from the scheduler, even outside working hours
• The Working Hours overlay can be toggled on or off from the scheduler header for informational purposes

Note: Online booking always enforces working hours regardless of this setting. This setting only controls behaviour for business users creating appointments from the scheduler.

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Enabling Working Hours Enforcement

1. Navigate to Settings → Scheduling
2. Scroll to the Working Hours Enforcement section
3. Toggle Enforce Working Hours on
4. The setting takes effect immediately

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Working Hours Overlay in the Scheduler

In Day and Week views, the scheduler can display a visual overlay that dims time slots outside each team member’s working hours. This overlay is controlled by the Working Hours toggle in the scheduler header.

• When Enforce Working Hours is enabled, the overlay is always on and the toggle is disabled
• When Enforce Working Hours is disabled, the overlay defaults to off but can be toggled on for informational purposes

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Opening Hours & Online Booking

Account opening hours play a special role in online booking availability. Understanding this relationship helps avoid common configuration issues.

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How Online Booking Slots Are Generated

When a client selects a date on your online booking page, the system:

1. Collects all team members’ actual working hours for that day, resolving the full hierarchy (custom hours > personal schedule > account opening hours as fallback)
2. Generates candidate time slots from the union of all team members’ working hours
3. Shows only slots where at least one eligible team member is available and the full service duration fits within their working hours

This means online booking slots are driven by actual team member availability. If a team member has a personal schedule that includes Saturday (even if account hours don’t), Saturday slots will appear for that team member.

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How Account Opening Hours Affect Online Booking

Account opening hours serve as a fallback for team members without personal schedules. They do not act as a hard boundary:

• Team member with a personal schedule: Their own hours are used, regardless of account hours
• Team member without a personal schedule: Account opening hours are used as their working hours

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Example

• Account opening hours: Monday-Friday 9:00 AM - 5:00 PM, Saturday-Sunday closed
• Team member “Sarah” has a personal schedule: Monday-Saturday 9:00 AM - 5:00 PM
• Team member “James” has no personal schedule (uses account defaults)

Result: Sarah’s Saturday slots appear on the online booking page. James has no Saturday availability (account hours are closed). Monday-Friday shows slots for both.

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Processing Time & Buffer Defaults

Set location-level default values for processing time and buffer times. These defaults are inherited by all services unless a service explicitly overrides them.

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What Are Processing Time and Buffer Time?

• Processing Time: Time after the active service where the client remains but the team member is free to serve others (e.g., colour development, treatment absorption). Visible to clients.
• Buffer Before: Setup time before a service that blocks the team member. Not visible to clients.
• Buffer After: Cleanup time after a service that blocks the team member. Not visible to clients.

For a detailed explanation of how these compose together, see Service Timing Concepts.

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Configuring Defaults

1. Navigate to Settings → Scheduling
2. Scroll to the Processing Time & Buffer Defaults section
3. Set each value using the dropdown:
   • Default Processing Time: Choose from 0 to 120 minutes
   • Default Buffer Before: Choose from 0 to 60 minutes
   • Default Buffer After: Choose from 0 to 60 minutes
4. Changes save automatically

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How Defaults Are Inherited

When a service has “Use default” selected for any of these values, it inherits the location-level default. The resolution order is:

1. Bundle override (if the service is part of a bundle with a custom value)
2. Service-level value (if an explicit value is set on the service)
3. Location default (the value set here)
4. 0 minutes (if no default is configured)

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When to Use Defaults

Set a default processing time when:

• Most services at your location require similar processing time (e.g., a colour salon where most services need 30 minutes for colour development)
• You want to avoid setting processing time individually on every service

Set default buffer times when:

• All services need consistent setup/cleanup time (e.g., 10 minutes between clients for room sanitisation)
• You want to ensure team members always have preparation time between appointments

Leave defaults at 0 when:

• Processing and buffer times vary significantly across services
• You prefer to configure these per service individually

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Resources

Resources are physical assets like rooms, chairs, or equipment that can be assigned to services and appointments.

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Enabling Resources

1. Navigate to Settings → Scheduling
2. Find the Resources toggle
3. Turn it On to enable resources for this location

Once enabled, you can manage resources directly from this page. For detailed information on setting up and using resources, see Resources.

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Attendance Tracking

Attendance tracking allows your team to clock in and out, recording work hours for payroll and reporting.

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Enabling Attendance Tracking

1. Navigate to Settings → Scheduling
2. Find the Attendance Tracking toggle
3. Turn it On to enable for this location

Once enabled:

• The Time Clock widget appears in the sidebar for all team members with access
• The Timesheets page becomes available in the sidebar
• The Attendance Report appears under Reports
• Admins can set up clock-in PINs for team members (see Clock-in PIN)

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Scheduler Colours

Customise the background colour used for each appointment status in the scheduler. This makes it easy to distinguish between confirmed, completed, pending, and cancelled appointments at a glance.

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Default Colours

Each status has a default colour that is used unless you choose a different one:

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Changing a Status Colour

1. Navigate to Settings → Scheduling
2. Scroll to the Scheduler Colours section
3. Click the colour button next to the status you want to change
4. In the popover, either:
   • Select a preset colour from the swatch grid
   • Use the custom colour picker to choose any colour
5. The change saves automatically

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Resetting a Status Colour

To reset a single status back to its default colour:

1. Click the colour button next to the status
2. Click Reset to default at the bottom of the popover

This option only appears when you have set a custom colour for that status.

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