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. 

Watch this video to understand how to set up employee schedules.

Important: Only users with the required permissions can access the Employee Schedule page. Administrators can access the permission from Admin > Organization > Security Roles > Name of the role such as Manager or HR Manager > Permissions tab > Employee Manager section > Other Settings > Schedule permission.
If you do not have access to this page, reach out to Zenoti Support.

To set up employee schedules, the easiest way is 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.

Note that you can edit an employee's schedule (if you have permission) in the Week and Month views too. See the section on setting up an employee’s schedule for the week/month later in this article.

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)
  • Add Notes such as when an employee is coming in late, working reduced hours, or is on leave. Such Notes appear in the Employee Attendance Details report under the Notes column. 

Note You must use the Day view to set up daily work timings, room assignments, and add notes. 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 must first filter your employees based on 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.
    Note: You will see the Room option only if a relevant setting is enabled at the center     level. Learn more: Assign a Room to a Therapist
6. Click the Notes icon to add notes for the employee.
    When you are setting up an employee’s schedule, you may want to add handy             notes to indicate details about an employee’s availability. For example, an                     employee may be in all-day training, may be available for reduced hours, or may           be our sick. You can add such details as notes for the employee.
    You can add notes for employee statuses such as Working, On Leave, Weekly Off,       or Sick Leave.
    Note: Zenoti does not save a Note that you enter for an employee whose status is       Not Set.

    Important: After you enter notes in the Notes pop-up box and click Save, you are         not done yet! Be sure to click the Save button on the page - only then your Notes         are saved. See the following screenshot for reference.

Tip: Managers can add such notes from the Day view of the Employee Schedule. Business owners can view such notes in the Employee Attendance Details report in the Notes column.
7. Click Save.
    The employee schedule for the day is now set up.
    This includes the work timings, room assignments, and notes. 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 must                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
       off.
       Important: 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. Zenoti also           does not copy forward the Notes you may have entered in the Day View for an             employee.
  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 9 AM to 4 PM, you can edit this to say, 9 AM to 6 PM.

Important: 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.

Tip: You can also change the schedule of an employee in the Week and Month views. 

Set up an employee’s schedule for the Week/Month

  1. Ensure that you are at the center level. 
  2. Navigate to Employee > Employees > Schedule.
  3. Shift to Week/Month view. 
  4. Click the date for which you want to change the schedule of an employee and select any one of the following options as appropriate:
    a) Working (Update Schedule): You get this option if the employee is already scheduled to work and you are updating the scheduled working hours.
    b) Working (Add Schedule): You get this option if the employee was earlier not scheduled to work and you are now adding a schedule.
    c) Other options such as Leave, Special Leave, Weekly Off: Select these options, as appropriate.
    Note:  These options depend on the type of Leaves configured at the organization level. 
  5. Click Save.

See Also 

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