Staff schedule

The Staff schedule page is the staff rota: a weekly grid of who is working, where, and when. It covers both admins and instructors, and is separate from the customer-facing Schedules calendar of bookable sessions.

Getting there

• Sidebar path: Operations → Staff schedule.
• Permission: the shifts resource. Reading the rota needs shifts:read; creating, editing, and deleting shifts need shifts:create, shifts:update, and shifts:delete.

Every admin also has a personal My shifts page (Operations → My shifts) that shows only their own published shifts, no shifts permission required.

The week grid

The grid shows one column per day (Monday–Sunday). Each shift appears as a card with the staff member's name, its time range, an optional role, and (when you're viewing all locations) the location. Today's column is highlighted.

Use the toolbar to move Previous / Next week or jump back to Today. The current week range is shown alongside.

Filters

• Location: narrow the grid to a single location, or show All locations.
• Staff member: narrow to one admin or instructor, or show All staff.
• Show drafts: include unpublished draft shifts (hidden by default).

Draft and published shifts

A shift is either Published or a Draft:

• Published shifts are visible to the assigned staff member in their My shifts view, and publishing (or changing a published shift) emails the staff member.
• Draft shifts are hidden from staff and never send email. Use them to plan a rota before it's final. Drafts are dimmed in the grid and only appear when Show drafts is on.

Common tasks

Add a shift

1. Select Add shift (or click a day column) to open the shift form.
2. Choose the Staff member (grouped into Admins and Instructors) and the Location.
3. Set the Date, Start time, and End time. A shift may cross midnight (end time earlier than start time).
4. Choose a Recurrence: None (one-time), Daily, Weekly, Biweekly, Monthly, or Specific days of the week. The weekday of a weekly or biweekly shift follows its start date.
5. For Specific days of the week, pick the weekdays under Repeats on, or select Weekdays (Mon to Fri) for the whole working week in one go. This is how a Monday-to-Friday rota is entered as one shift instead of five weekly ones. At least one day is required, and the start date need not be one of the chosen days.
6. Optionally add a Role (e.g. Front desk, Opening) and a Note.
7. Choose the Status: Published (notifies staff) or Draft (hidden).
8. Select Create shift.

If the new shift overlaps another shift, a session the staff member leads, or a window they've marked unavailable, a Scheduling conflict warning lists the overlaps. The warning is advisory, you can Create anyway.

Edit or delete a shift

Select any shift card to reopen the form with its details. Change what you need and Save changes, or select Delete shift and confirm. Deleting a recurring shift removes all of its occurrences.

Editing keeps staff informed automatically: reassigning a shift tells the previous person it was cancelled and the new person they've been assigned; publishing or unpublishing notifies the assignee; and a material change to a published shift (its time, date, location, recurrence, or the days it repeats on) tells the assignee it changed.

Set availability

With a single staff member selected in the Staff member filter, select Availability to open their availability editor:

• Weekly template: recurring windows (a day plus a start and end time) describing when the person usually works. Add or remove windows and Save template. Saving the template replaces it wholesale, so if a colleague changed it while your editor was open the save is refused rather than applied: nothing is written, the windows on screen are replaced with the ones they saved, and a notice above Save template says so. Make your changes again on top of theirs and save.
• Date exceptions: one-off overrides for a specific date, marking the person available or unavailable, all-day or for a time range, with an optional note (e.g. Vacation).

Availability drives the conflict warnings shown when you schedule a shift, and when you assign an instructor to a session on the Schedules calendar. It never blocks a save, it only warns.

Scheduled hours report

For a roll-up of planned hours, open Reports and use the Scheduled hours report. It totals scheduled hours per staff member, location, and date range, a reporting foundation rather than a payroll system. Hours reflect real elapsed time in your brand's timezone, so a fixed shift correctly counts as 7 hours on the spring-forward day and 9 on the fall-back day.

Tips

• The staff schedule is not paywalled, it's available regardless of your plan's booking features.
• Location-scoped roles can't yet be limited to a single location for shifts; grant the shifts permission with All scope.
• If the grid can't load you'll see an error with a Try again action. Refresh and retry.