Reading the Weekly Schedule

Reading the Weekly Schedule

The weekly schedule shows at a glance who is working on which day of the week and at what times customers can book appointments with whom. You can find it in the menu under Team → Week plan (/manager/staff/week-plan). It applies to the location selected at the top of the dashboard. The page is for viewing only. You can change work hours for a specific person under Team → Staff members (see “Create, edit, assign, and deactivate staff members”).

Next to the title, a small help icon (“How to read the week plan”) explains the page in four steps. If there are no active staff members, it will show “No active staff yet”; create staff members and enter their weekly work hours, and the schedule will appear.

Recurring Schedule or Week

At the top, you can choose between two views of the same team:

• Permanent: the template that repeats week after week. It does not include specific dates and intentionally excludes vacation, sick leave, and holidays.
• Week: a specific calendar week with dates, marked “Today”, approved absences, and closures. Above that is a bar with “Week …” and the time period from Monday to Sunday. Use the arrows (“Previous week”, “Next week”) to scroll; Today jumps to the current week. The week is based on the location's time zone, not yours.

What You See

On a computer, the schedule is a grid: the seven days of the week at the top, and the active staff members listed alphabetically by their first name on the left. The first row shows the location's opening hours (“Opening hours”, “Closed” for days off, and “24 hrs” for days when the location is open all day). Each cell displays the start and end times of the person's shift for that day. A dash means the person is not working that day. On the right is column “Total” with the weekly hours. Below each day of the week is the number of people available for scheduling that day.

On a phone, the schedule is grouped by day: for each day, there is a list of scheduled staff members with their times, followed by a break if applicable. If no one is scheduled, it shows “Nobody scheduled”.

Bookable and Unbookable

A cell with a turquoise border is available for booking. Crossed-out times are not available for booking (“Not bookable”). This happens when:

• the person is absent on that day (“Absent: …”, only approved absences);
• the location is closed on that day, whether due to a regular day off or a closure/holiday (in the recurring schedule, only regular days off from the opening hours count).

If you hover your mouse over a cell, a tooltip explains the reason. A pending vacation request (“Request open”) is marked with a blue dot; the times remain available for booking. Only once the request is approved do the times become unavailable for booking.

Weekly Hours

The total counts only bookable days, minus breaks. Closed days and approved absences are excluded, which is why the same person has fewer hours during a week with a holiday. Pending requests continue to count.

Validity of a Shift

A shift counts only within its validity period (Valid From and Valid To). A work schedule that doesn't start until next month is therefore not included in the long-term schedule today. Exactly one shift applies per day. If there are two overlapping entries, you'll only see the first one, and the booking will use that one.

The Numbers at the Top

There may be two notes above the schedule:

• open time-off requests: Takes you to the Approval Center.
• days with nobody in: Days when the location is open but no one is available for booking. This note takes you to the staff list.

Frequently Asked Questions

Why is a person missing from the schedule? Only active staff members appear. A deactivated person is not included.

Why is someone listed with shifts but not available for booking? The day is a day off or a day the location is closed, or the person is on approved leave.

Why is a day missing from the recurring schedule I just created? The shift doesn't start until later (Valid From is set to a future date).

Can I change shifts here? No, the schedule is for viewing only. Work hours are listed in the person's form under “Times.”