Staff Schedule Overview

The Staff Schedule module provides a comprehensive way to manage your team's working hours, shifts, and availability. It syncs directly with the main calendar to ensure accurate booking availability.

Key Features

Weekly Grid View

Visual schedule grid showing all staff members and their shifts for the week. Easily see who's working when at a glance.

Weekly Hours Tracking

• Current hours displayed under each staff name
• Expected hours shown for comparison (e.g., "32.5h / 40h")
• Overtime badges when exceeding expected hours
• Support for different expected hours per staff member

Shift Management

• Create and edit shifts with start/end times
• Add breaks (paid or unpaid)
• Quick presets for common shift patterns
• Repeating shifts (every week, every 2 weeks)
• Drag and drop to copy shifts between days

Leave Types

Track different types of time off:

• Day Off
• Vacation
• Sick Leave
• Unpaid Leave
• Training

Export Options

Export your schedule as CSV, Excel, or send it directly by email.

Accessing Staff Schedule

Navigate to Team > Schedule from the main menu to access the staff schedule page.

Page Overview

The schedule page displays:

• Week Navigation - Navigate between weeks
• Staff Grid - All team members with their daily shifts
• Weekly Hours - Current vs expected hours under each name
• Overtime Indicators - Orange badges for staff over expected hours
• Daily Summaries - Staff count and total hours per day

Quick Actions

From the schedule page, you can:

• Add shift: create a new shift for a staff member.
• Multi-select: select multiple cells for bulk operations.
• Export: download or email the schedule.

Use case scenarios

Scenario 1: Weekly schedule planning

Every Sunday, the manager opens the schedule, drags shifts onto each staff's row for the upcoming week, copies the previous week's pattern as a starting point, makes minor changes, exports to PDF, posts in the staff WhatsApp group. Done in 15 minutes.

Scenario 2: Last-minute staff absence

A stylist calls in sick. The manager finds the conflict on today's grid, looks at who's free, drags the impacted appointments to a colleague who can cover, and either marks the sick stylist's shift as "Sick leave" or removes it entirely. The calendar reflects all changes immediately.

Scenario 3: Adding a new junior

Junior joins next month. Add her to the team, then on the schedule page, drag in shifts for her first week (Mon-Fri 09:00-15:00). She shows up on the grid alongside everyone else, ready to take bookings on day one.

Scenario 4: Tracking overtime

Anna's been racking up overtime three weeks running. The orange overtime badge keeps appearing under her name. The manager opens her schedule, sees she's at 47h/40h, decides to redistribute her shifts to other staff next week to keep her at 40h.

Scenario 5: Schedule conflicts before publishing

The manager builds next week's schedule, then runs the conflict check (or just looks at the grid). Spots that two stylists are off Friday afternoon, but Friday is normally busy. Adjusts before publishing, avoiding a chaotic Friday.

Tips

• Plan a week ahead, minimum: staff need to plan personal life. Last-minute schedules erode trust.
• Use templates for routine weeks: a "standard week" template + minor edits is faster than building from scratch.
• Communicate changes: edits to a published schedule should trigger notifications. The Staff Portal app shows changes automatically.
• Review weekly hours: under-utilised staff = wasted payroll, over-utilised = burnout. Track the weekly hours numbers.
• Distinguish from time-off requests: the schedule is what you set. Time-off is what staff request, separate flow.