Calendar for Staff and Appointments

The Calendar Menu is a useful tool to streamline your business. Featuring multiple different views, you can organize your employees' shifts, monitor coverage, and review appointments sorted by different views.  Usable on tablet, mobile, and desktop view, your schedule and appointments can be viewed and edited from wherever you are. 

The Calendar features dynamic headings that can view your schedules in Day and Week view, as well as viewing the next or previous days or week. Additionally, you are able to view Appointments by time, rooms, location, and employee. These features can be color coordinated for clarity when viewing. 

Below is a glimpse at the various views that are available.

Schedule

The Schedule view shows all the shifts on the calendar based on your search. You choose to view the schedule based on days or weeks and change the time period being viewed using the menu options.

• Day view will show you the schedules for all locations on the calendar for the selected date.
• Week view shows a schedule over a two-week period for the location that you are logged into. To view other locations, you will need to switch your login location.
• The Employee Search will filter by the employee name and provide the schedule entries for that employee within the time period selected. You can search for multiple employees at the same time by entering a comma separated list. 

How to add a shift to the schedule:

You can add a shift to the schedule by selecting the “Add a Shift” button: 

This will open a window that allows you to enter all relevant shift data: 

The Start Time and End Time come from the store timings in General Settings > General Settings > Edit Store Timings.

To adjust the Start Time and End Time to be before/after hours, go to General Settings > Search "Allow Shifts" to adjust Allow Shift X Minutes before Opening and Allow Shift X Minutes after closing > in Settings, enter the value of minutes > Save.

To adjust the day of the week, the schedule starts on, go to General Settings > Search "Payroll start date" > Select the option > in Settings, adjust the date to a date that falls on the day of the week you want the schedule to begin.

In addition to adding singular shifts, you are able to edit existing shifts with the Pencil icon . This will open a new window that allows you to make your changes and save them. 

You are also able to copy shifts to as many days as you would like with the Clipboard icon  . 

Shifts can be deleted with the Trash Can icon     .

Views:

Day View:

Week View:

Employee Search View:

Shift Coverage:

Shift Coverage will show all shifts, separated by location, in a given week. In this view, we are showing data in different ways. You are able to see all the booked and free time slots, so that you are able to find available slots easily. If no one is scheduled the calendar will show --NO STAFF-- from start to end time.

Availability:

The Availability view will show future available shifts. You can use the Availability shift type to block shifts for future dates for specific employees. This view will only show shifts in where ShiftType is set to Availability. Only individuals with the ability to publish schedules can view this option.

Shifts must be published for all staff to see the shifts. To set who can publish and unpublish shifts, go to General Settings > General Settings and search “Publish” under Headings. In the Settings field you can adjust who is allowed to publish by adding their Login Name separated by a comma with no spaces. 

Shift Details:

The Shift Details feature will allow you to view the details for all employee shifts for the given day or weeks selected. Using this view, you are able print, export, and send your pay information to Payroll if the payroll contact information has been set up on your site. 

To set this up, go to General Settings > General Settings > Search "payroll email" under Headings. Here you can and enter the proper Name and email address for the payroll info to be emailed to.

You can access shift details by clicking the Shift Details button on any schedule view. 

A new window will open that provides shift hours for employees organized by shift type, as well as the total hours worked in all shift types. 

You are also able to see total hours for each location:

Appointments

Appointment By Rooms:

Appointment By Rooms will show appointments for the current location sorted by room/equipment. If there is no appointment at any time, then that room will not appear in the calendar.

Appointment By Employees:

Appointment By Employees shows the appointments for your current location by employee. This view uses Employees as the heading and will show all customer appointments in the calendar for assigned employees. If there is no appointment assigned to an employee then the employee will not appear in the calendar.

Appointment By Time:

Appointment By Time view shows all the appointments of all locations. It will show all the customer appointments in the calendar by location.

Appointment By Location:

Appointment By Location view will show all the appointments sorted by location. This view shows all customer appointments horizontally in the calendar and grays out canceled appointments.

Adjustable Features:

Showing Deleted Appointments: If you would like deleted appointments to show, go to General Settings > Search "deleted appointment" > Select the option, Show Deleted Appointments on Schedule > In Settings, set the value 1 > Save.

Blocking Appointments: To select a date range to block appointments, go to General Settings > Search "appointment block > Select the options to Block Start Date and Block End Date to set the date values to block > In Settings, use this format for date and 24 hour time:
2022-01-09 08:00:00

Color options

Once support enables your site to edit the calendar colors, you have the following options:

• By Shift: Show a unique color for each Shift type (random and picked by the system).
• By Employee: Show a unique color for each employee (random and picked by the system).
• By Color: Set a specified color for all shifts and appointments (Pink, Red, Black, etc.).

To set the desired calendar background setting, go to General Settings > General Settings > General Settings > Search in heading: Calendar Background > select the option > in Setting, type one of the following:

• Shift
• Employee
• (a color). Ex: White