Everyone works your business hours until you give them their own. This article covers the three layers of a person's roster, from the everyday to the single date.
Their own weekly hours
On their page in Team, under Availability, turn on Own hours and set their week. From then on their days come from this pattern, not the business hours. Someone with their own hours can even work days the business week doesn't - their page offers what they work.
Rotating weeks
If their week alternates - every second Saturday, a fortnightly pattern - set Repeats to every 2, 3 or 4 weeks. You get a tab per week (Week A, Week B and so on): fill each in, and they take turns automatically, forever. Week A starts the week you save. Rotating rosters are part of the paid plans.
Time away and different hours
For a date that differs from the pattern, press Add a change under Time away and different hours on their Availability tab. Pick the date, or the first and last day, then say what is different:
- Away: whole days they can't be booked, with a reason (Holiday, Sick, Training or Other) and an optional note. The calendar shows them as Away.
- Different hours: in this Saturday 10am to 2pm, or a late start all week. The calendar shows it as their hours that day. Saving a date that already has different hours replaces them.
The date carries the exception and the pattern stays untouched, so there's nothing to remember to change back. Every change coming up sits in one list, with Remove beside each.
The calendar shows you the way there. In day view, click a person at the top of their column to see how their day stands, with Edit profile and Manage availability, which opens their page on that date with the form ready. In week view, click the day at the top of a column to see who is working and their hours; click a name to manage their availability on that date.
When a change strands bookings
If new hours or a one-off change leave existing bookings outside working time, we show you each one straight away: move it to a genuinely free time, cancel it (nothing is charged, and you choose what happens to any deposit), or skip it for now.
What goes where
Whole days one person is away, and different hours on a date, both live under Time away and different hours on their page; Block time's Whole day switch saves a day away from the calendar. Hours within a day - a lunch - are Block time, on the Bookings page in either Calendar or List. Days the whole business is shut are Closed dates in Settings, Hours, or Block time's Whole day switch with The whole team picked. On the calendar a closed day is grey. Click anywhere in the grey for Delete closed date (owners and managers), Manage closed dates, and New booking. A person's day away is grey too: click it for Remove time away, Manage availability and New booking. To have one person work while the rest are off, delete the closed date and give the others the day off from their columns.