Team Schedule

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Introduction

The Team schedule page provides a visual overview of your entire team’s working hours, time off, and availability. It’s the central hub for managing schedules across your business, allowing you to quickly see who’s working when, identify scheduling gaps, and make adjustments on the fly.

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Key features

• Visual Grid View: See all team members’ schedules at a glance with colour-coded rows
• Weekly Hours Summary: See total scheduled hours per team member at a glance
• Team Member Colours: Each team member’s row displays a coloured left border matching their scheduler colour
• Flexible Time Periods: Switch between 1-week and 2-week views
• Quick Navigation: Jump to this week, next week, or navigate by date
• Team Member Search: Filter the grid to find specific team members
• Blocked Time Display: See scheduled breaks and blocked time alongside working hours
• Inline Actions: Set custom hours, add time off, add breaks, or edit working hours directly from the grid
• Bulk Actions: Set multiple team members as not working for business closures or holidays
• Real-Time Updates: Changes are reflected immediately

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Accessing team schedule

1. In the main sidebar, click Team
2. Select Schedule from the submenu

The most common actions are also one click from the calendar: in the scheduler’s team view, clicking a team member’s name at the top of their column offers Edit this day, Edit working hours and Add time off for that member (shown to people who can manage the team schedule). You’ll see:

• A header with navigation controls
• Quick access buttons for “This Week” and “Next Week”
• A time period selector (1 Week / 2 Weeks)
• Date range navigation arrows
• A search bar to filter team members
• The schedule grid showing all team members

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Understanding the schedule grid

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Grid layout

The schedule grid displays:

• Left column: Team member names, avatars (with coloured rings), and weekly hours total (e.g., “32h this week”). A coloured left border matches each team member’s scheduler colour for quick visual identification.
• Header row: Days of the week with dates. Today’s column is subtly highlighted.
• Grid cells: Working hours, time off, blocked time, or off days for each team member/date combination.

Team member avatars display a coloured ring around them. If a team member has a custom scheduler colour set, this appears as their ring colour. Team members without a custom colour display with a default grey ring.

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Cell types

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Work hours (blue)

Cells showing working hours appear in blue with the time range displayed (e.g., “9:00 AM - 5:00 PM”). Multiple shifts are shown as separate blocks if a team member has split shifts.

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Custom hours (blue with badge)

When a team member has custom hours set for a specific date, the cell shows a “Custom” badge below the time range. This indicates the hours differ from their default schedule.

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Account default hours (muted with label)

When a team member has no personal schedule configured (or their schedule doesn’t include a particular day), the cell shows an “Account default” label above the hours in muted styling. The time range appears in a lighter, less prominent style compared to explicitly configured schedules, making it easy to distinguish inherited hours at a glance. The hours shown are inherited from your account’s opening hours (configured in Settings > Scheduling). To give the team member their own schedule, click Edit working hours from the cell menu.

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Time off (grey)

Time off appears in grey with:

• All-day time off: Shows “Time off” text
• Partial time off: Shows the specific time range blocked

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Blocked time

Blocked time (breaks, meetings, etc.) appears as badges showing the time range and optional description. A badge takes the block’s own scheduler colour, or your business-wide blocked time colour when the block has not set one (see Scheduler colours). Blocked time is managed from the Scheduler or via the Add break action on the Team schedule grid. These blocks prevent online bookings during those periods.

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Off days

Days with no scheduled shifts show “No Shifts” in light grey text.

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Recurring off days

When a day has a recurring schedule (e.g., Monday every 2 weeks, or the 3rd Tuesday of every month) and the recurrence doesn’t fall on that date, the cell displays “Off (recurring)” in indigo italic text instead of “No Shifts.” This makes it clear the day is intentionally off due to a recurring pattern, not missing configuration. Hovering shows a tooltip confirming the day is off on that date because of the recurring schedule.

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Mixed display (partial time off + work)

When a team member has partial time off but also has working hours outside that period, the cell displays both:

• The time off segment (grey)
• The remaining work hours (blue)

This clearly shows when someone is partially available.

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Navigating the schedule

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Time period selection

Choose how much of the schedule to view:

• 1 Week: Shows the selected week, running from the day your week starts on (see Week starts on)
• 2 Weeks: Shows two full weeks (14 days)

Use the dropdown selector at the top to switch between views.

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Quick navigation

• This week: Jump directly to the current week
• Next Week: Jump to the following week

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Date navigation

Use the left/right arrows to move forward or backward:

• In 1-week view: Moves by one week
• In 2-week view: Moves by two weeks

The current date range is displayed between the arrows (e.g., “Mon, 2 Dec 2025 - Sun, 15 Dec 2025”).

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Team member search

Use the search bar to filter the grid by team member name. This is useful for larger teams when you need to focus on specific team members.

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Quick actions

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Cell-level actions

Click on any cell in the grid to access quick actions via a dropdown menu: The available actions depend on the current cell state:

• Cells with time off show “Delete Time off”
• Cells with custom hours show “Clear custom hours”
• Cells without time off show “Add time off”

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Member-level actions

Click the settings icon next to a team member’s name to access:

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Managing schedules from the grid

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Setting custom hours

Custom hours override the default schedule for a single day.

1. Find the team member and date in the grid
2. Click on the cell
3. Select Edit this day
4. In the modal:
   • The Date is pre-filled based on the cell you clicked. Changing the date will show a warning, as you’d be overriding a different day than intended.
   • Add one or more shifts with start/end times
   • Click Add a shift for split shifts
   • Turn on Repeat these hours to make the override recur - every N weeks, monthly on chosen ordinals, or monthly on the last weekday. A repeating override applies on its matching dates only and takes priority over the regular schedule each time, which is how you set up an alternating late night or a rotating Saturday.
   • Use Reset to default to clear the form and revert to the team member’s default schedule for that day
5. Click Save

The cell updates immediately to show the custom hours with a “Custom” badge.

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Adding time off

1. Find the team member and date
2. Click on the cell
3. Select Add time off
4. In the modal:
   • Select the Type (Annual leave, Sick leave, Personal leave, Training, or Other)
   • Toggle All day on or off
   • Set the Start date and End date (for multi-day time off)
   • If partial, set Start time and End time
   • Optionally add a Description
   • Conflict warning: If the team member has existing booked or confirmed appointments during the selected dates, a warning message will appear showing the number of conflicting appointments. This helps prevent accidentally scheduling time off over existing bookings.
5. Click Add time off

The grid updates to show time off for all affected dates.

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Editing working hours

1. Click the settings icon next to the team member name, OR
2. Click on any cell and select Edit working hours
3. The modal displays a list of all existing schedules with their start dates
   • The schedule that applies to the currently viewed date shows a “Currently Active” badge
   • Each schedule shows how many working days are configured
4. To edit an existing schedule, click on it in the list
5. To create a new schedule, click Add new schedule - the form pre-fills with your account’s opening hours as a starting point
6. In the edit/create form:
   • Set the Start date for when these hours take effect
   • Configure each day’s shifts (all seven days, listed from the day your week starts on)
   • Add multiple shifts per day if needed
   • Use the copy icon next to any day to apply those hours to all other open days
7. Click Save changes (editing) or Create schedule (new)

To delete a schedule, click the trash icon next to it in the list and confirm the deletion. Important: The start date determines when the schedule takes effect. You can set schedules for future dates to plan ahead (see Planning Future Schedule Changes).

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Recurring day schedules

For team members who don’t work the same days every week - such as every other Monday, a Saturday every two weeks, or a visiting specialist who only comes in on the 3rd Tuesday of each month - you can set per-day recurrence on individual days within a schedule.

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How it works

Each day in a schedule can have its own repeat pattern. Days without a recurrence repeat every week (the default). A recurring day only applies on its matching dates - on the weeks or dates it doesn’t fall, the day is explicitly off (no availability, no bookings). The patterns available for each day are:

• Every week - the default.
• Every N weeks - fortnightly, every 3 weeks, and so on.
• Monthly on the nth weekday - e.g. the 1st, 2nd, 3rd or 4th Tuesday of every month. You can pick more than one (e.g. the 1st and 3rd Tuesday, at the same hours).
• Monthly on the last weekday - e.g. the last Friday of every month.

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Setting up a recurring day

1. Open Edit working hours for the team member
2. Edit or create a schedule
3. Next to any enabled day, click the ↻ repeat icon
4. In the popover, choose the pattern - every week, every N weeks, monthly on the chosen ordinals, or monthly on the last weekday
5. A preview shows the exact upcoming dates the day will be worked
6. Click Done
7. The day now shows a label like “Every 2 weeks”, “3rd Tuesday” or “Last Friday” next to it

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Common scenarios

Every other Monday: Set Monday to “Every 2 weeks.” Tuesday through Friday have no recurrence (weekly by default). One schedule handles it. Saturday every two weeks: Set Saturday to “Every 2 weeks.” Weekdays remain weekly. One schedule. Visiting specialist - 3rd Tuesday of every month: Set Tuesday to “Monthly on the 3rd,” with all other days off. The specialist is available only on the 3rd Tuesday of each month. Monthly late-night - last Friday: On the Friday row, set a late shift to “Monthly on the last.” The other Fridays keep their regular hours. 1st and 3rd Tuesday at the same hours: On the Tuesday row, choose “Monthly on the” and tick both 1st and 3rd. Both occurrences are worked at those hours. Whole week alternates (A/B weeks): One schedule does it. If week B is simply off, set each day to “Every 2 weeks” - the off-weeks are explicitly off. If week B is worked on different hours, keep the schedule on the week-A hours and override the days that differ: click the date’s cell, choose Edit this day, enter the week-B hours and turn on Repeat these hours set to every 2 weeks. The repeating custom hours take over on their matching weeks only. Don’t create a second schedule for the other week: a newer schedule replaces the older one for every day it defines, so on its off-weeks the day is off rather than alternating. Two days that take turns - Monday off one week, Tuesday off the next: The per-day repeats can’t do this on their own. “Every 2 weeks” is counted from the schedule’s start date, and every day in a schedule shares that one start date - so set Monday and Tuesday both to “Every 2 weeks” and they land on the same weeks as each other, never on opposite ones. Use repeating custom hours instead, because each one keeps its own starting date:

1. Open Edit working hours and switch Monday and Tuesday off. Leave the other days as they are. Save.
2. Go to a week where the team member works the Tuesday. Click that Tuesday’s cell, choose Edit this day, click + Add a shift and enter their normal Tuesday hours. Turn on Repeat these hours and leave it on every 2 weeks. Save.
3. Do the same on a Monday in the following week, with their normal Monday hours.

Under the repeat options is a line listing the dates the hours are On and Off. Check those dates land on the weeks you expect before you save - Monday’s On dates should be the weeks that are missing from Tuesday’s. The same approach covers any two days that take turns, and rotas longer than a fortnight: use every 3 or every 4 weeks and add one repeating override per day, each anchored to the week it belongs in.

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Important notes

• The Start date of the schedule is when the pattern takes effect. For “every N weeks” it also anchors the alternation (“Every 2 weeks” counts from the Monday of the start date’s week); the monthly nth-weekday and last-weekday patterns are absolute - the 3rd Tuesday is the 3rd Tuesday regardless of the start date.
• On the dates a recurring day doesn’t fall, it is explicitly off - no availability is shown and clients cannot book. This is intentional: if you set Tuesday to “the 3rd Tuesday,” the other Tuesdays are closed, not inherited from business hours.
• Custom hours and time off still take priority over recurring schedules.
• In the schedule list, recurring days appear in the summary (e.g., “5 working days · Tue 3rd of the month”).
• Every day in one schedule shares that schedule’s start date. For “every N weeks” this means all the days set to the same interval fall on the same weeks. You cannot put Monday on one week and Tuesday on the other from this screen - use repeating custom hours for that (see Two days that take turns).
• To change a repeating custom-hours day later, open a date that already shows the “Custom” badge. Saving a fresh repeat on one of its off dates leaves the original series in place as well, and the two together make the day worked every week.
• Clearing a repeating custom-hours day removes the whole series, not just that date. Both Clear custom hours on the cell menu and Reset to default inside Edit this day do this. To close a single occurrence, add time off for that date instead.

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Clearing custom hours

To remove a one-off schedule change and revert to defaults:

1. Click on a cell showing custom hours (has “Custom” badge)
2. Select Clear custom hours
3. Confirm the action

The cell reverts to showing the default schedule for that day.

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Deleting time off

1. Click on a cell showing time off
2. Select Delete time off
3. Confirm the deletion

Availability is restored for those dates.

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Adding a break

You can add blocked time (breaks, meetings, etc.) directly from the Team schedule grid without needing to switch to the Scheduler.

1. Click on a cell for the team member and date
2. Select Add break from the menu
3. In the modal:
   • Select the Team Member (pre-filled)
   • Set the Date (pre-filled from the cell you clicked)
   • Set the From and To times
   • Optionally add a Description (e.g., “Lunch break”)
   • Optionally pick a Scheduler colour for this break, so it stands out from the rest
   • Change the Frequency if this break repeats (daily, weekly, etc.)
4. Click Save

The break appears as a badge in the grid cell, in the blocked time colour. Recurring breaks can be managed from the Scheduler.

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Set not working (bulk action)

For business closures, public holidays, or any situation where multiple team members need time off simultaneously:

1. Click the Set not working button in the page header
2. In the modal:
   • Select the Start date and End date for the closure period
   • Select which team members to include (all are selected by default)
   • Optionally add a Description (e.g., “Public Holiday”)
3. Click Set not working

This creates all-day time off entries for each selected team member across the date range. It’s much faster than adding individual time off for each team member. Use cases:

• Public holidays (Easter, Christmas, etc.)
• Business renovations or temporary closures
• Team-wide training days

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Tooltips and details

Hover over any cell to see detailed information:

• Full date: The complete date (e.g., “Mon, 2 Dec 2025”)
• Shift details: Each work period with start and end times
• Total hours: Sum of all work hours for that day
• Custom hours indicator: Notes if hours are customised
• Time off details: Type and description of time off
• Quick tip: “Click on any shift for options”

This is useful for getting more information without opening the edit modal.

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Member detail drawer

Click on a team member’s name or avatar to open their detail drawer, which shows:

• Profile information (name, email, phone)
• Weekly hours total and upcoming time off count
• Quick actions to edit working hours or add time off
• Upcoming schedule for the next two weeks
• Upcoming time off entries with type and dates

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Planning future schedule changes

Default hours can be set with a future start date, so you can plan ahead for a schedule change, a seasonal adjustment, or ending someone’s availability after a specific date.

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How future schedules work

When you set default hours with a Start date, the system:

1. Keeps your current schedule active until the day before the start date
2. Automatically applies the new schedule from the start date onwards
3. Preserves all previous schedule versions for historical reference

The system always uses the most recent applicable schedule for any given date. For example:

• Schedule A starts 1 Jan 2026 (Mon-Fri 9AM-5PM)
• Schedule B starts 1 Jul 2026 (Mon-Fri 8AM-4PM)
• Schedule C starts 1 Jan 2027 (No shifts)

For a date in March 2026, Schedule A applies. For August 2026, Schedule B applies. For February 2027, Schedule C applies.

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Setting a future schedule

From Team schedule page:

1. Navigate to Team → Schedule
2. Click on any cell for the team member and select Edit working hours
3. Click Add new schedule
4. In the form:
   • Set the Start date to your desired future date
   • Configure each day’s shifts as needed
5. Click Create schedule

From Team Member detail page:

1. Navigate to Team → [Team Member] → Working hours tab
2. Click the ⋮ menu on any day
3. Select Edit working hours
4. In the modal:
   • Set the Start date to your desired future date
   • Configure each day’s shifts as needed
5. Click Save

The schedule grid will show the future schedule when you navigate to dates on or after the start date.

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Ending availability after a specific date

To stop a team member’s availability after a certain date (e.g., end of year): From Team schedule page:

1. Navigate to Team → Schedule
2. Click on any cell for the team member and select Edit working hours
3. Click Add new schedule
4. Set the Start date to the first day of no availability (e.g., 1 January 2027)
5. Uncheck all seven days so each day shows “No shifts”
6. Click Create schedule

From Team Member detail page:

1. Navigate to Team → [Team Member] → Working hours tab
2. Click the ⋮ menu on any day → Edit working hours
3. Set the Start date to the first day of no availability (e.g., 1 January 2027)
4. Uncheck all seven days so each day shows “No shifts”
5. Click Save

Critical: You must uncheck all seven days (Monday through Sunday). If you only uncheck some days, the remaining days will fall back to your account opening hours, which may still show availability.

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Example: limiting availability to end of 2026

Step 1: Ensure current working schedule is set

1. Team → [Member] → Working hours
2. Set default hours starting from today with your normal working days
3. Save

Step 2: Set end-of-availability schedule

1. Team → [Member] → Working hours
2. Click ⋮ → Edit working hours
3. Set Start Date = 1 January 2027
4. Uncheck all checkboxes (Monday through Sunday)
5. Verify each day shows “No shifts”
6. Save

Step 3 (Optional): Set location-level fallback

1. Settings → Scheduling
2. Toggle all days to closed
3. Save

This ensures that even if a day is accidentally missed in the team member’s schedule, the account fallback will show as closed.

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Verifying future schedules

To confirm your future schedule is set correctly:

1. Navigate to Team → Schedule
2. Use the date navigation arrows to move to the future date range
3. Verify the team member shows “No Shifts” for all days after your end date

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Best practices

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Weekly planning

• Review the Team schedule at the start of each week
• Ensure adequate coverage for busy periods
• Check for scheduling conflicts or gaps

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Managing time off

• Encourage team members to request time off in advance
• Review the schedule before approving leave
• Consider impact on service availability

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Custom hours

• Use custom hours sparingly for one-off changes
• For permanent schedule changes, update default hours instead
• Document the reason in the description when adding time off

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Default hours configuration

• When setting default hours, always configure all seven days to avoid unexpected fallbacks
• Days not included in a team member’s schedule will fall back to account opening hours
• To mark a day as “off”, uncheck the day’s checkbox (this sets empty shifts, preventing fallback)
• Test your schedule by navigating to future dates in the Team schedule grid

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Large teams

• Use the search function to find specific team members quickly
• Consider reviewing schedules by role or department
• Use the 2-week view for longer-term planning

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FAQs

Q: Can I drag and drop to reschedule? A: The Team schedule grid is for viewing and quick actions. Use the dropdown menus on each cell to make changes. For appointment drag-and-drop, use the main Scheduler. Q: Why can’t I see all my team members? A: Check if you have a search filter active. Clear the search box to see all team members. Q: What does the “Custom” badge mean? A: The Custom badge indicates that the working hours for that specific date have been manually overridden and differ from the team member’s default weekly schedule. Q: How do I see past schedules? A: Use the navigation arrows to move backwards through time. You can view historical schedules to review past working patterns. Q: Can team members edit their own schedules? A: This depends on their role and permissions. Admins can edit all schedules; Team members typically can view but may need an Admin to make changes. Q: How far in advance can I plan schedules? A: You can navigate to any future date and set up custom hours or time off. For recurring changes, use default hours with a future start date. See Planning Future Schedule Changes for details. Q: How do I stop bookings after a certain date? A: Set a new default schedule starting on your cut-off date with all days unchecked (no shifts). This will show “No Shifts” for all dates from that point onwards. See Ending Availability After a Specific Date for step-by-step instructions. Q: I set no shifts but the team member still shows availability. Why? A: You likely only unchecked some days, not all seven. Any day not included in a team member’s schedule falls back to your account opening hours. Make sure to uncheck all seven days (Monday through Sunday) to completely remove availability. Q: What’s the difference between Custom hours and Default Hours? A: Custom hours apply to a single specific date only and are used for one-off changes. Default Hours define the regular weekly pattern starting from a specific date and apply indefinitely until a newer schedule takes effect. Q: Can I have multiple future schedules set up? A: Yes. You can set multiple default hour schedules with different start dates. The system automatically uses the most recent applicable schedule for any given date. This is useful for planning seasonal changes or schedule transitions. Click Edit working hours from the Team schedule page to see all schedules in one view. Q: How do I see all schedules for a team member? A: From the Team schedule page, click on any cell for the team member and select Edit working hours. The modal shows a list of all existing schedules with their start dates. The schedule that applies to the date you’re viewing is marked as “Currently Active”. Q: Can I delete a schedule? A: Yes. In the Edit working hours modal, click the trash icon next to any schedule to delete it. You’ll be asked to confirm before deletion. Note that deleting a schedule may cause dates to fall back to an earlier schedule or account defaults. Q: Can I set a team member to work every other Monday? A: Yes. When editing working hours, click the ↻ repeat icon next to Monday and set it to “Every 2 weeks.” The other days remain weekly by default. On off-weeks, Monday is explicitly off - no availability or bookings. See Recurring Day Schedules for details. Q: Can I set a team member to work only the 3rd Tuesday of every month? A: Yes. Click the ↻ repeat icon next to Tuesday and choose Monthly on the 3rd (you can tick more than one ordinal, e.g. the 1st and 3rd). There’s also a Monthly on the last option for patterns like the last Friday of every month. A preview shows the exact upcoming dates. This is ideal for a visiting specialist or a monthly late-night. See Recurring Day Schedules for details. Q: Can different days have different repeat patterns? A: Yes. Each day in a schedule has its own recurrence. For example, Monday can repeat every 2 weeks, Friday can be the last Friday of the month, and Tuesday through Thursday repeat every week (the default). This is configured per day via the ↻ icon. One thing it can’t do: put two days on opposite weeks. Every day in a schedule counts its “every N weeks” from the same start date, so days on the same interval always fall on the same weeks. See the next question. Q: One of my team has Monday off one week and Tuesday off the following week. How do I set that up? A: Not with the repeat option on the working hours screen - it counts from the schedule’s one start date, so Monday and Tuesday always land on the same weeks. Instead, switch both days off in their working hours, then add each day back as repeating custom hours: their Tuesday hours on a week they work the Tuesday, and their Monday hours on the following Monday, each repeating every 2 weeks. Repeating custom hours keep their own starting date, which is what puts the two days on opposite weeks. Step by step: Two days that take turns. Q: My team member is suddenly bookable every Monday when they should only work alternate Mondays. What happened? A: Most likely there are now two repeating custom-hours series on Mondays, sitting on opposite weeks. This happens if you open a Monday they’re off, add hours and turn on the repeat again, rather than editing the existing series. Open a Monday that shows the Custom badge, choose Clear custom hours to remove that series, and check the remaining Mondays before setting it up again. Q: What happens on an off-week for a recurring day? A: The day is explicitly off - no availability is shown and clients cannot book. This ensures that “every other Monday” means the team member is genuinely closed on off-weeks, not inheriting business hours. Custom hours can still override a specific off-week date if needed (e.g., to work a one-off Monday). Q: What does the “Account default” label mean? A: The “Account default” label appears above the hours in a muted style, indicating that the team member has no personal schedule for that day. The hours shown are inherited from your account’s opening hours (configured in Settings > Scheduling). These hours appear less prominent than explicitly configured schedules. To give the team member their own schedule, click Edit working hours. Q: How do I add breaks from the Team schedule page? A: Click on any cell and select Add break from the menu. You can set the time range, add a description, pick a scheduler colour, and make it recurring. The break appears as a badge in the cell. You can also manage breaks from the Scheduler. Q: How do I close the business for a public holiday? A: Use the Set not working button at the top of the Team schedule page. Select the date range and which team members to include, then click Set not working. This creates time off for all selected team members at once, instead of adding it individually. Q: Will I be warned if time off conflicts with existing appointments? A: Yes. When adding all-day time off, if the team member has existing booked or confirmed appointments during the selected dates, a warning message appears showing the number of conflicting appointments. This helps you reschedule appointments before adding time off. Q: What are the coloured badges in the schedule cells? A: They indicate blocked time - breaks, meetings, or other periods when the team member is unavailable for bookings. These are managed from the cell’s Add break action or from the Scheduler. The colour is your business-wide blocked time colour, unless that block picked its own. Q: My team member works on Saturday but clients can’t book them online on Saturday. Why? A: Check that the team member has online booking enabled and has a personal schedule that includes Saturday. If they have no personal schedule, they fall back to account opening hours - and if Saturday is closed there, they won’t have Saturday availability. Either create a personal schedule for the team member or open Saturday in your account opening hours. See Opening Hours & Online booking for more details.

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