You need to set up employee schedules or employee rosters for your service providers as Zenoti uses this information to show their availability in the Appointment Book and in the Webstore. The schedule details also appear on Zenoti Mobile. 

Zenoti allows you to set up employee schedules for all employees of your center from a single screen. 

Important: Only users with the required permissions can access the Employee Schedule page. If you do not have access to this page, reach out to Zenoti Support.

To set up employee schedules, you need to first define an employee’s weekly schedule and then copy that schedule forward for any specified number of days, weeks, or months as required.

You can use employee schedules to specify:

  • Daily work timings (shift timings or working hours)
  • Room assignments
  • Days off during the week (also referred to as weekly offs)

Note You must use the Day view to set up daily work timings and room assignments. You must then switch to the Week view to define the weekly offs. 

This article covers the following sections: 

Step 1: Set up the employee’s schedule for the day

Step 2: Set up the employee’s schedule for the week and copy the schedule forward 

Step 1: Set up an employee’s schedule for the day

  1. Ensure that you are at the center level. 
  2. Navigate to Employee > Employees > Schedule.
    Important: If your center has fewer than 50 employees, then Zenoti loads all the employees by default.
    If your center has more than 50 employees, you first filter your employees based on their, Center (say, This Center), Job (say, Therapist), and Role (say, Senior Esthetician) to view a list of employees. 

    After you select from the filters, you can view a list of employees who match your         criteria - you can then proceed to set up their schedules.

3. Select the checkbox next to the name of the employee for whom you would like to      define a schedule.
    Important: You can set up the schedules in split shifts (Shift 1 and Shift 2). If you do       not have employees working in different shifts, define schedules using only Shift 1.
    Note: The Start and End time for both shifts defaults to the center's start and end         time.
4. Select the start and end time for this employee’s shift using the drop-down list.              Note: By default, the status reads Not Set. When you set the day's schedule for an        employee, the schedule status automatically changes to Working. See screenshot        for reference.

5. Select the name of the Room you want to assign to the service provider. Learn              more: Assign a Room to a Therapist
6. Click Save.
    The employee schedule for the day is now set up.
     This includes the work timings and the room assignments.  Next, you must define         the days of the week that the employee is entitled to time-off (Weekly offs). See           the next section for details.

Step 2: Set up the employee’s schedule for the week and copy the schedule forward

  1. Click the Week tab on the top right of your screen.
    The Week view appears.
  2. Select the employee and right-click the block that corresponds to the weekly day off (say, Monday), and select Weekly off.  Zenoti greys out the block. 

   3. Click Save.  
       Zenoti saves the schedule that applies only for a single week. Next, you need
       to copy this schedule forward for any number of weeks as required.
   4. Click Copy.
       The Copy Employee Schedule window opens.
   5. Enter the number of weeks you want to copy the schedule forward to.
       Example: If you enter 12 weeks, Zenoti copies the employee's schedule for
       an additional 12 weeks. Click Save and Copy. Zenoti copies and saves the
       employee schedule including shift time, room assignment, and weekly days
: Zenoti does not check for appointment conflicts when copying a
       schedule forward. That is, if you use the copy forward feature to change a
       provider’s schedule, the front desk will need to manually ensure that no
       appointments were booked against that provider. For example, you might
       change a provider’s schedule from a 1 P.M. – 7 P.M. shift, to a 9 A.M. – 2 P.M.
       shift. If a customer had booked an appointment at 4 P.M. with that provider,
       Zenoti does not check for the conflict. The front desk is responsible for
       manually assigning another provider to the appointment in question.
  6. Repeat these steps for specific Roles or for a specific employee, as required.

Note: On a given day, you can extend an employee’s schedule even if the employee has already checked in. For example, if the employee was due to work from 9AM to 4PM, you can now edit this to say, 9AM to 6PM.
You still cannot make changes to the employee’s status after the employee has checked in. For example, if the employee’s status is Working, you cannot change it to Leave or Weekly Off.

See Also 

Did this answer your question?