How to Manage Staff Schedules
Coordinate your team's work hours, availability, and time-off requests to ensure your clinic is always properly staffed.
Accessing Staff Schedules
Navigate to HR → Schedules from the sidebar (requires Admin or Owner role).
Setting Up Work Schedules
Default Weekly Schedule
For each team member:
Click on their name in the schedule viewSet their regular work days and hoursAdd break timesClick Save ScheduleExample schedule:
| Day | Start | End | Break |
|---|
| Monday | 8:00 AM | 5:00 PM | 1:00 - 2:00 PM |
| Tuesday | 8:00 AM | 5:00 PM | 1:00 - 2:00 PM |
| Wednesday | 8:00 AM | 5:00 PM | 1:00 - 2:00 PM |
| Thursday | 8:00 AM | 5:00 PM | 1:00 - 2:00 PM |
| Friday | 8:00 AM | 3:00 PM | 12:00 - 1:00 PM |
Schedule Exceptions
For one-time changes (e.g., dentist leaving early on a specific day):
Click the specific date on the calendarClick Add ExceptionSet the modified hours or mark as unavailableThis overrides the default schedule for that date onlyTime-Off Requests
Staff Submitting Requests
Team members can request time off from their profile:
Go to Profile → Time OffClick Request Time OffSelect the datesChoose the type: Annual Leave, Sick Leave, Personal DayAdd a reason (optional)Submit the requestApproving Requests
Admins and owners see pending requests at HR → Time Off:
Review the request detailsCheck the calendar for staffing conflictsClick Approve or DenyThe staff member is notified of the decisionApproved time off blocks the calendar automaticallySchedule Views
Daily View — See who is working today and their hoursWeekly View — Overview of the entire team's scheduleMonthly View — Calendar showing all staff availabilityImpact on Appointments
Staff schedules directly affect appointment booking:
Patients cannot book with a dentist who is not scheduled to workIf a dentist's schedule changes after appointments are booked, you receive a conflict alertTime-off approval checks for existing appointments and prompts reschedulingAttendance Tracking
Track actual attendance vs. scheduled hours:
Staff check in when they arrive (from the dashboard)Check out when they leaveView attendance reports at HR → AttendanceCompare actual hours with scheduled hoursFor user roles, see User Management. For performance tracking, see How to Track Staff Performance.