How to Set Up an Employee Schedule?

Zenoti enables you to set up employee schedules for the Day, Week, or Month from one centralized location and then copy these schedules forward to a number of days, weeks, or months to quickly get up and running. This helps in maximizing employee utilization.

  • Daily work timings

  • Room assignments (especially for therapists)

  • Weekly offs 

Using the Day view of the Employee Schedule you can set up the daily work timings and room assignments. However, you cannot set up the Weekly offs in the Day view. To set up Weekly offs, you must switch to the Week view. This article helps you set up employee schedules in two simple steps. 

 

This article covers the following sections: 

Step 1: Set up the schedule for the day for one employee 

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

 

Step 1: Set up the schedule for the day for one employee:

  1. Ensure you are at the Center level. 
  2. Navigate to Employee > Employees > Schedule.
    The Employee Schedule for all employees in the center opens for that day (today) by default.
    Important: Notice you can schedule employees in two shifts (Shift 1 and Shift 2) depending on when you expect the employees to be available at the center. If you do not have employees working in shifts, use only Shift 1 to schedule your employees. 
    Note: The Start and End time for both shifts defaults to the center start and end time which is set to 8 am to 8 pm. 
  3. Filter the employees based on Role from the Role filter on your right top corner. 
    Example: Select Therapists from the Roles filter.
    Zenoti displays all employees with the therapist role in your center.
    Note: It is important to set up the Employee Schedule especially for therapists or service providers because they are the face of your business. Only after you enter and save schedules for therapists or service providers in the Employee Schedule, will they become available on the Appointment Book, Mobile POS, Customer/Manager/Employee Apps, and the Webstore so that bookings or appointments can be made under their name. 
  4. Click the check box next to the name of the employee.
  5. Select the work timings for the employee using the drop-down list. 
    Example: Select 9 am to 4 pm as the work timings for the therapist. 
    Note: By default, the schedule status for all employees is set to Not Set. When you set the day's schedule for an employee, the schedule status automatically changes from Not Set to Working. See screenshot for reference.
  6. Select the Room you want to assign the therapist to. Read: Assigning a therapist to a room
  7. Click Save.
    The employee schedule for the day (today) is set up. This includes the work timings and the room assignments for today. Note that this schedule is not for the week - nor does this schedule include the weekly offs. 
    To set up weekly offs for an employee, see the next section.

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

You can set the schedule for one week for the employee that includes the work timings, room assignments, and weekly offs, then you can easily copy forward the same schedule for a few weeks or months for convenience.

To set up the schedule for a week and to copy forward this schedule:

  1. Click the Week tab.
    The Week tab is next to the Day tab on the top right of your screen.
  2. In the Week view, select the name of the employee again and right-click the day of the week that is the weekly off (say Monday), and select Weekly off
    Zenoti grays out the weekly off day. 

  3. Click Save
    Zenoti saves the schedule of the therapist including shift time, room assignment, and weekly offs. But this schedule applies only for the week.
    You need to copy forward this schedule for a 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. See screenshot for reference.
    Example: If you enter 12 weeks, it means the employee's schedule is valid for the next three months and includes work timings, room assignments, and weekly offs. 

  6. Click Save and Copy
    Zenoti copies and saves the employee's schedule including shift time, room assignment, and weekly offs. 
    Note: Zenoti does not check for conflicts while copying the schedule. 

  7. Repeat these steps for all Roles (employees), as required.

 

Read: 

 

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