Staff hours, availability and time off

Sidebar: Team & Payroll → Team Schedule.

Three separate things control when someone can be booked. Set them in this order.

1. Working hours

Each team member has a weekly pattern — which days they work and the hours on each. This is what the calendar draws its columns from, so a groomer who only works Tuesday to Saturday should not have Monday hours.

Set these on Team Schedule, per person, per day of the week.

Get this right before anything else. Almost every "the calendar is showing the wrong people" question is someone with no hours set, or hours left over from a rota they no longer work.

2. Time off

Staff request time off themselves from My Time Off, and managers approve or decline it from Team Schedule. Requests are pending until someone acts on them.

Approving time off does not cancel appointments already booked in that period. Check the calendar for the dates and move anything that clashes — approval is a staffing decision, not a rebooking one.

3. Appointment capacity

On the Professional plan and above, Appointment Capacity (under Team Members) adds a layer on top of hours: how much work a person can actually take, by skill, rather than just when they are present.

This is the difference between "Sam is here 9 to 5" and "Sam can do four full grooms in a day". If you are overbooking people who are technically available but realistically full, this is the tool. Most single-groomer businesses do not need it.

It has two parts:

• Service Mappings — which services draw on which skills
• Utilization — how full each person actually is

Why someone shows as available when they are not

Work down these:

1. No working hours set for that day. With nothing set, there is nothing to stop a booking.
2. Time off requested but not approved. A pending request does not block anything.
3. Time off approved after the appointment was booked. Existing bookings stay put.
4. The appointment was made by staff, not the client. Booking from inside the dashboard is deliberately not blocked — you can always fit someone in. Online booking is the side that respects availability.

Day view and busy staff

The calendar's day view leads with staff who actually have appointments, so a quiet Tuesday does not show you eight empty columns. Idle staff are still there when you want them.

Who can change what

Working hours and time-off approvals are manager and owner territory. Staff can see their own schedule under My Schedule and request their own time off, but cannot change their hours.