Managing Working Hours
AdministratorsTeam Management
Set availability and schedule preferences for team members.
Why Working Hours Matter
Working hours are used to:
- Prevent overbooking
- Show availability in schedule builder
- Validate appointment assignments
- Calculate overtime properly
Setting Working Hours
Step 1: Open Profile
- Go to Team → Select team member
- Click Working Hours tab
Step 2: Set Daily Schedule
For each day:
- Toggle the day On or Off
- Set Start Time
- Set End Time
- Optionally add break time
Example Setup
| Day | Available | Hours |
|---|---|---|
| Monday | ✓ | 8:00 AM – 5:00 PM |
| Tuesday | ✓ | 8:00 AM – 5:00 PM |
| Wednesday | ✓ | 8:00 AM – 5:00 PM |
| Thursday | ✓ | 8:00 AM – 5:00 PM |
| Friday | ✓ | 8:00 AM – 3:00 PM |
| Saturday | ✗ | — |
| Sunday | ✗ | — |
Step 3: Save
Click Save Changes
Multiple Shifts Per Day
For split schedules:
- Add first shift (e.g., 8:00 AM – 12:00 PM)
- Click + Add Shift
- Add second shift (e.g., 2:00 PM – 6:00 PM)
Part-Time Schedules
For part-time staff:
- Only toggle days they work
- Set accurate hours per day
- Note total weekly hours
Example (20 hours/week):
- Monday: 9:00 AM – 1:00 PM
- Tuesday: Off
- Wednesday: 9:00 AM – 1:00 PM
- Thursday: Off
- Friday: 9:00 AM – 1:00 PM
Flexible Schedules
If hours vary week to week:
Option 1: Set Maximum Availability
Set the widest window they could work:
- Monday–Friday: 7:00 AM – 7:00 PM
Schedule actual appointments within that window.
Option 2: Weekly Updates
Update working hours each week to reflect actual availability.
How Hours Affect Scheduling
Schedule Builder
- Only shows available time slots
- Grays out unavailable hours
- Prevents assignments outside hours
Conflict Detection
System warns if appointment:
- Starts before working hours
- Ends after working hours
- Falls on off day
Auto-Assignment
Auto-assign only considers staff during their working hours.
Overtime Tracking
Working hours help track overtime:
- System counts hours per week
- Hours over 40 marked as overtime
- Overtime rates apply automatically
Viewing Team Availability
See everyone's schedule at once:
- Go to Team → Availability View
- Select date range
- See grid of all team members
Useful for:
- Finding coverage
- Balancing workloads
- Planning schedule
Tips
- Update regularly — Availability changes
- Be accurate — Prevents scheduling conflicts
- Include buffer — Allow travel time between appointments
- Note preferences — Use notes for "prefers mornings"
Team Member Self-Service
Staff can update their own hours:
- Log into web portal
- Go to Profile → Working Hours
- Submit change request
- Admin reviews and approves
Related Articles
- Creating Appointments — Uses working hours
- Time-Off Request Management
- Handling Schedule Change Requests
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