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
• 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 staff
• Inline Actions: Set custom hours, add time off, or edit default hours directly from the grid
• 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

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 and avatars (with coloured rings matching their scheduler colour)
• Header row: Days of the week with dates
• Grid cells: Working hours, time off, 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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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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Off Days

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

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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 Monday to Sunday of the selected week
• 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 staff.

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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 Set This Day Hours
4. In the modal:
   • Confirm or change the Date
   • Add one or more shifts with start/end times
   • Click Add a shift for split shifts
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
5. Click Add Time Off

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

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Editing Default Hours

1. Click the settings icon next to the team member name, OR
2. Click on any cell and select Edit Default 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
6. In the edit/create form:
   • Set the Start Date for when these hours take effect
   • Configure each day’s shifts (Monday through Sunday)
   • Add multiple shifts per day if needed
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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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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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)
• Quick actions to edit default hours or add time off
• Summary of their schedule

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Planning Future Schedule Changes

The default hours feature supports setting schedules with future start dates. This allows you to plan ahead for schedule changes, seasonal adjustments, or ending 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 Default 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 Regular Shift
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 Default 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 → Regular Shift
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 location 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 ⋮ → Regular Shift
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 location 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 location 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 location 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 Default 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 Default 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 Default 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 location defaults.

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