A staff member's schedule

Every team member can have their own schedule — their own weekly hours, one-day changes, and time off. Personal hours beat the branch’s hours for that person, and time off removes them from availability altogether.

It all lives on one page: Setup → Working hours, mode Staff schedule.

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1. How to get there

The navigation path

1. Pick the board in the left rail.
2. Open the Setup hub.
3. Click Working hours.
4. In the toggle at the top, choose Staff schedule.

The shortcut from a staff member’s card

1. Open Catalog → Resource kinds and go into the kind the person belongs to (e.g. «Stylists»).
2. Open their card and click Working hours in the section list.
3. At the bottom of that section there’s a tile Schedule & Leave with the hint Per-day locations, overrides and time-off for this person. Click it.

The shortcut opens this same page already in Staff schedule mode with that person selected (the address carries ?resourceId=…).

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2. Who appears in the list (and who doesn’t)

Above the editor sits a row starting with the caption Staff member and one pill per person — avatar, name, and their role in small caps if one is set.

Only person resources appear here — those belonging to a resource kind whose category is “person”. Rooms, chairs, equipment and courts don’t: they carry no personal schedule and inherit the branch’s hours.

Important: if your board has more than one person-type resource kind (say «Stylists» and «Assistants»), only people from the first such kind show up here. The rest can’t get a personal schedule from this page — edit their hours from their own card instead (Catalog → Resource kinds → the kind → the person → Working hours).

If there is no person resource at all, the page shows a dashed box:

No staff yet — add team members from Records → Settings → Resources, then come back here.

The path in that message is out of date. Today’s real path is Catalog → Resource kinds → the kind → new resource. See Add a resource.

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3. The three tabs for the selected person

Tab	What it’s for	Scope
Working hours	This person’s regular week	Every week, indefinitely
Special days	A one-day change — a different branch and/or different hours	One date
Time off	Vacation and days off	A date range

A count appears next to Special days and Time off once entries exist. Every change saves itself — there is no Save button.

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4. The Working hours tab — the personal week

The editor is the same one as in Business hours mode: a summary strip, seven day tiles, the drag bar, the From and To fields, net time, and the Breaks block. Every control is described in full in Your board’s working hours.

Three differences that are specific to a person:

4.1. A per-day location chip

If the board has two or more locations, a small chip with a branch name appears next to the Open switch. It says where the person works on that weekday. Open it and:

• pick a branch — they’re there that day;
• or pick All locations (at the bottom of the list) — they’re not pinned to a branch and show up at every one.

This chip is the mechanism behind “Monday and Wednesday at Vitosha, Tuesday at Lozenets”. Individual dates are moved from the Special days tab.

4.2. An “empty day” does not automatically mean “doesn’t work”

Mind the wording:

State	What happens
The day is explicitly switched off (the Open switch is down)	The person doesn’t work that day. An explicit close beats the branch and the board.
The person has no personal hours at all	They inherit the branch’s hours (or the board’s shared fallback). That is not “doesn’t work” — it’s “same as the salon”.

So: to switch someone off for a given weekday, drop that day’s switch. A blank card means “same as the salon”.

4.3. Wider than the salon is allowed

Personal hours are not intersected with the branch’s — the winning level supplies both ends. A stylist set to 08:00–20:00 really does work 08:00–20:00 even if the branch is 09:00–18:00. If you don’t want that, don’t give them hours, or match them by hand.

Breaks are the exception: they are combined across levels. The branch’s lunch break survives even when the person sets their own hours.

4.4. There’s a check here too

After a successful save a check appears below the editor for the services this person performs: Bookable — next free slot: …, or N services will show clients “no available times” with the reason and a Fix link. See the diagnosis article.

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5. The Special days tab — one date, a different branch or different hours

Use it for “this Saturday Elena is at the other branch, 10:00–14:00”. The entry applies to that date only; the next day the regular schedule returns.

You need at least one location. With none, the tab shows: Add at least one location first — special days move staff between branches. The reason is that a special day always carries a branch — it’s a required field, not an optional one.

5.1. How to add one

1. Click the day you need on the calendar. A panel opens on the right, headed Add special day, with the date spelled out (e.g. «Saturday, 2 August») and the person’s name below it.
2. Work at — every branch as a selectable card. The first one is tagged Default location. Click the branch they’ll be at. A ✓ marks the chosen one.
3. Custom hours for this day — a switch. Below it you read what applies by default: Using Saturday default · 10:00–14:00 (or Closed if their regular day is off).
   • Left off → their regular hours apply and only the branch changes.
   • Switched on → From and To appear. Squeeze the window below 15 minutes and the other end moves itself.
4. Note — free text, e.g. «covering Elena’s clients». The hint reads Visible to managers. Optional. — the client never sees it.
5. At the bottom there’s a preview chip: Elena works at Vitosha · 10:00–14:00.
6. Click Add special day to save it. Cancel throws it away.

Important: nothing is saved until you press Add special day. Clicking a day on the calendar only creates a draft — precisely so you can’t schedule something without noticing.

5.2. Editing and removing

• Click a day that already has a special day → the panel opens as Edit special day. Here every change saves immediately.
• The buttons at the bottom become Remove and Done.
• On the right there’s an Upcoming special days list with a count; at zero it reads Nothing scheduled. Each row shows the date, the branch, the hours and the note; the bin icon removes it.
• Below the list is a Year overview strip, coloured per branch — it answers “where was this person this year”.

5.3. Error messages

Message	Meaning
A special day already exists for this date — edit the existing one.	One person gets at most one special day per date
Special day not saved — check the hours.	The hours are invalid (end before start)
This person is on time off that day — remove the time off first.	Time off wins; delete it in the Time off tab and retry
Entry not found — it may have been deleted by someone else.	Somebody removed it in the meantime

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6. The Time off tab — vacation and days off

Time off is a hard close for that person. On those dates they don’t take part in availability at all — not on the public site, not in the schedule’s hatched columns.

6.1. The two kinds

Above the calendar there’s a Mark as row with two choices:

• Day off — one or a few days off shift.
• Vacation — a longer absence.

The choice here decides what your next click adds. The two kinds differ by colour on the calendar and by label; for availability they do exactly the same thing — the person is removed.

The calendar marks the days: vacation with the «Vacation» label, days off with the Off label.

6.2. How to add

The page’s own hint says it exactly:

Pick Day off or Vacation above, then click a day — or drag across several — to mark it. Click a marked day to clear it. Existing bookings on those dates will need rescheduling.

In practice:

1. Pick the kind under Mark as.
2. A single click on a day → time off for that one day.
3. Drag across several days → time off for the whole range (both ends included).
4. Alternatively use the Add by dates… field on the right. Pick a start and an end — the entry is created the moment both are chosen, and the field clears for the next one.

6.3. How to remove

• Clicking an already-marked day clears the entry that covers it.
  • If it was a single day → deleted immediately.
  • If it was a range → a confirm appears, Remove this time off?, reading This removes the whole time-off entry 1 Aug – 14 Aug. with Remove / Cancel. One stray click can’t wipe a two-week holiday unasked.
• The ✕ on a chip in the Upcoming time off list also removes it — but that one does not ask.

6.4. The rest of the tab

• Upcoming time off + a count. At zero: No upcoming time off. Drag-select on the calendar to add one. Each chip shows the label and the dates; clicking it jumps the calendar to that month.
• A legend with three colours: Vacation, Day off, Selecting….
• A collapsible All entries section (past ones included) with a count. Each row has the kind, two dates and a Reason (optional) field — that’s how you rename an entry.
• A Year overview strip — how much time off this person took, and of which kind.

6.5. What time off does NOT do

• It doesn’t cancel existing bookings. The hint says so outright: «Existing bookings on those dates will need rescheduling.» Check the schedule for those dates and move people by hand.
• It doesn’t close the salon. Only that person is removed. If another stylist can perform the service, its times remain — just with them.
• It tells the client nothing. No email is sent because of time off.

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7. Time off, special day or a switched-off weekday — which to use

Situation	The right tool
«Ivan never works Sundays»	Working hours tab → the Sun tile → drop Open
«Ivan is on holiday 1–14 August»	Time off tab → Vacation → drag the range
«Ivan is off just this Thursday»	Time off tab → Day off → click the day
«This Saturday Ivan is at the other branch»	Special days tab → pick the day → Work at
«This Saturday Ivan finishes at 14:00»	Special days tab → Custom hours for this day
«The whole salon is closed on 24 December»	Not here — Business hours → Holidays, see Closures & holidays
«This branch keeps shorter hours»	Not here — see Hours by location

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8. A resource’s schedule vs. access to the system

These are two different things and are often mixed up:

• The schedule here belongs to the resource on the calendar — when this person can take clients. It exists even if they never sign in.
• Admin access is separate — an invitation, a role, permissions. See Invite your team.

You can have a stylist resource with no account, and a colleague with an account who isn’t a resource.

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Troubleshooting

Symptom	Cause	What to do
«No staff yet…»	The board has no person resource	Catalog → Resource kinds → add a person
One of my stylists isn’t in the person row	They belong to a second person-type kind	Edit their hours from their own card
The Special days tab says «Add at least one location first»	The board has no location	Catalog → Locations
I clicked a day but nothing saved	Special days are a draft until Add special day	Press Add special day
The special day won’t save — «This person is on time off that day»	Time off beats a special day	Remove the time off, then add the special day
I set time off but the bookings are still there	Time off doesn’t cancel bookings	Reschedule them by hand from the schedule
The person still shows up for clients	You’re checking a different date, branch or person	Open the public page for the same date
The person vanished from every branch	The per-day chip is pinned to a branch where the service isn’t offered	Change the chip or pick All locations
The lunch break appeared for them too	Breaks are combined across levels — that’s intended	See Breaks & lunch

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What’s next

• Your board’s working hours — the frame and the three levels.
• Closures & holidays — closing the whole salon.
• How availability works — every layer together.
• Invite your team — system access, not scheduling.