Work Schedules & Time Off

Work Schedules record when employees are available, unavailable, or off, separately from the timesheets that record paid work. They feed the employee calendar so schedulers can see who can take a job.

Schedule types

Every work schedule event has a type, defined under the Work Schedule tab's types:

Setting	What it does
Name, Color	How the event appears on calendars: Available, Vacation, Sick, Training.
Working	Whether the event represents time the employee is working and available for assignment, or time away.
Paid Time Off	Marks time-away events that are paid, so they can be reported.
Requires Approval	Events of this type start as pending until a manager approves them.
Send Notification	Sends the Employee Work Schedule Update notification when an event of this type is created or changed.

Creating events

On the Work Schedule tab, click New Event.

Single Event: one employee, a type, start and end (or All Day), optional location and notes. Choose Sync to Google Calendar to place it on the employee's connected calendar.
Work Schedule Recurrence: a repeating pattern (daily, weekly with chosen days, bi-weekly, monthly, yearly; ending never, on a date, or after N occurrences) for one or more employees. Generate Events creates the individual events; recurrences that never end are extended automatically to keep a year ahead.

Approval

Events whose type requires approval show an Approval Status. A manager opens the event and approves or declines it; the approving employee is recorded. Filter the list by type and status to work the queue.

Where work schedules appear

The Employee Calendar view, alongside job shifts and timesheets, so a scheduler sees availability and conflicts in one place.
The employee's own page.
The scheduler's staff picker, which respects time-away events when offering employees for a job.

Work schedules and timesheets

A work schedule event does not create a timesheet or pay anything by itself. For in-house staff who should be paid for scheduled hours, use a Recurring Timesheet Schedule, which creates timesheets they clock against. See Recurring Timesheet Schedules.

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Give every studio at least three types: a working Available type, an unpaid Unavailable type, and a paid PTO type that requires approval. That covers scheduling, time off, and reporting without more setup.

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