Entering your staff rota and regular days off
You can setup your team's regular working hours by using our recurring time-off feature. For example, if you have every Tuesday off, click on the date at the top of the calendar and go to the nearest Tuesday:
Then click anywhere in your column:
This will open the booking window on the right. Select "Time off" which is along the top next to New booking:
Then either select an end time if you only have the morning off, or tick the box that says "All Day":
Then click on the box that says "How often" and select "every week":
Then enter some notes if you like and press "Book Time Off":
If you've selected All Day time off, your whole column will be booked out and you can click anywhere on the block to surface the modal to see more details and access the menu to edit or delete:
Hide columns for staff when they are time off
Keep your calendar clean and efficient by setting it to hide staff on days they are not in the salon.
To do this, click the dark blue 'person' icon in the top right of your calendar and select "Show only active stylists":
You will see Jess is now hidden, leaving the 5 columns of staff who are working today:
Three important things to know:
Columns are only hidden when a staff member is set to time off all day
Columns will not be hidden if there are any bookings in that staff member's column; even if they are set to all day time off
As you navigate through different days, Slick will automatically switch for you to reveal columns of staff who are working and hiding columns of those who aren't
To view all columns at any time, just click the dark blue person icon, and select "Show all stylists":
Setting salon opening times
You can set your salon opening hours by going to Menu in the top left of the calendar, then Settings:
Then Select "Salon":
Here you can change your salon opening times by pressing anywhere on the time box, or switch the toggle off for days you are closed. Remember to hit Save Changes at the bottom!
Setting different working hours for staff who work shifts
We don't currently have a rota function where you can set different salon opening hours by staff member, however you can create this effect by using time off to block out the morning or afternoon by staff member.
To enter an afternoon shift for a staff member, you'll need to block them out in the morning. So click in their column to create time off and adjust the start and end time to block out the hours they don't work. You can use the "how often' function to select whether this is every day, or every week:
To enter a morning shift for a staff member, you'll need to block them out in the afternoon. So click in their column to create time off and adjust the start and end time to block out the hours they don't work. You can use the "how often' function to select whether this is every day, or every week:
You can see below how staff members are now setup to be bookable according to their shift, with Chloe and Jess working the afternoon shift, and Michael, Lucy & Sophie working the morning shift:
Changing regular working hours by editing or deleting time off
To edit or delete time off, just press anywhere on the block to surface the modal. Then press the 3 dots to surface the menu. Editing will allow you to change the time or type of time off (ie to All Day).
If the time-off is recurring, pressing "Remove" will delete that entry only and leave any others in the series.
However if you want to change regular working hours, the best thing to do is press "Delete all" and then re-enter the new rota.
When you press "Delete all" you'll be given the option to confirm that you do want to delete all entries rather than just one. Confirm by pressing "Delete all":
Entering holiday using daily recurring time off
To enter holiday or block out a period of time for a staff member, click anywhere in their column on the first day of their holiday and select "Time off".
Tick "All day" and then click on the box that says "Doesn't repeat":
Select "Daily" from the drop-down:
Then untick "forever" and click on the date to select the date when the holiday ends:
Then add some notes if you like and press "Book Time Off". This will block out the staff member for the duration of their holiday
Creating different types of time off for block time
Currently our time off feature doesn't distinguish between different types of time off (although you can use the notes field to add any details).
But if you want to have different colours in the calendar for types of time off and see a report on different types of time off, you can use our categories and services to get around this.
However please note: using services for time off in this way will affect your occupancy figures in your main hours worked report which calculates time off using actual time off, and counts any services as time busy with clients.
To create your own types of block time, go to the Menu top left, select Settings, and then Services:
Scroll to the bottom of your categories and select "Add another category". Then enter a name and choose a colour. You can create a few categories if you like so they have different colours:
Then add different types of time off as services to each category, entering the price as zero:
Then when you want to enter specific types of time off for a staff member, just click in their column, make a booking for a walk-in or use their name as the client, and select the time off service you like, and it will appear like this:
If you would like to see a report on the different types of time off, you can go to Menu, Reports, and select "Hours Worked"
Then select the report:
And you will see how much of their time was spent on the various time off activities:
As mentioned above, using services for time off in this way will affect your occupancy figures in your main hours worked report which calculates time off using actual time off, and counts any services as time busy with clients.
To see time off in action, please check out our video below which walks through various examples: