How do I manage Shifts?

Setting shifts and time off will affect how clients can book appointments.

If a Team Member is unavailable on a specific day or time due to sick leave or annual leave, or they simply don't work that day/time, you can use the Shifts section to manage this, and these dates/times will not be visible to the client on Marketplace.

• How do I view shifts?
• Set Scheduled Shifts
• Add and update Individual Shifts
• Add Time Off

How do I view shifts?

There are 2 ways you can view shifts:

General overview

1. Click on the Team icon on the side menu
   
2. Click on the Shifts menu

Specific Team Member

1. Click on the Team icon on the side menu
   
2. On the Team Member menu, find and select the Team Member
3. On the side panel, click on the Actions dropdown and select View Shifts

   Please note: If a Team Member works at multiple Workplaces, then you'll be taken to the first workplace that appears first in the list. You'll then need to select the workplace you want to view using the filter on the top left.

It will always show the current week by default, along with the first Workplace in the list. 

You can then filters to choose:

• Date - this will show the week from Monday - Sunday
• Workplace

Set Scheduled Shifts

You can set scheduled shifts in 2 ways:

Next to the Team Member

1. Click on the Team icon on the side menu
   
2. Click on the Shifts menu
3. Use the filter to the select the correct workplace (if you have more than one)
4. Click the the 3 vertical dots next to the Team Member, and select Set Scheduled Shifts

Using the Add button

1. Click on the Team icon on the side menu
   
2. Click on the Shifts menu
3. Use the filter to the select the correct workplace (if you have more than one)
4. Click Add on the top right and select Set Scheduled Shifts

Use the toggles to turn on the days they work and input their hours

• You can also use this to update hours, add a time period, or use the X icon to remove the hours/period
• Leave the toggle off on days the Team Member is usually off
• If you selected the wrong Team Member, use the Team Member dropdown at the top of the pop up to change and update
• Click Save

Using the the above steps, you can also update scheduled shifts and it will save moving forwards, without affecting past shifts.

Add and update individual shifts

You can add individual shifts to the rota if a person has either picked up some overtime on their day off, or worked longer than their usual shift time as per the set schedule. To do this:

1. Navigate to the Shift Calendar
2. Filter by workplace and find the day using the calendar/date picker if needed 
3. On the Team Member's row, click the Add button beneath a shift
   • If it's on their usual day off, click the 3 horizontal dots
4. Select Add shift
   • If you're updating the existing shift, you can also click on the existing shift
5. Input/update the hours by using the time dropdowns
   • Use the X icon next to the existing period to remove it
6. Click Save

To delete a shift follow the first 2 steps above, and then:

1. Click on the existing shift
2. Click Delete Shift

Add Time Off

You can add time off to the Shift Calendar for Team Members, and define it as either Annual Leave or Sickness. 

There are 2 ways to do this:

Shift Calendar

1. Navigate to the Shift Calendar
2. Filter by workplace and find the day using the calendar/date picker if needed, and click Add on the day and then Add Time Off
   • You can also add time off by clicking the Add button on the top right, and selecting Add Time Off
3. A pop up will appear to input the leave type, dates and times
   • If you clicked the Add button on the top right, you'll need to select the correct person from the Team Member dropdown

Team Member

1. Click on the Team icon on the side menu
2. On the Team Member menu, find and select the Team Member
3. On the side panel, click on the Actions dropdown and select Schedule Time Off
4. You'll then be taken to the Shift Calendar, and a pop up will appear for you to input the leave type, dates and times

You'll then be able to add the details for the time off.

• Add the Leave Type from dropdown
• Change the Start Date and End Date by clicking on each of the dropdowns and picking a date using the calendar/date picker
• Click Save