Manage your gym/studio opening hours and staff operator hours using the Advanced Rostering.
First, create your Roster Types.
Before you start rostering, you first need to create your Roster Types. The Roster Types are what you apply to your Roster i.e. Annual Leave, Sick Day, Rostered On, Rostered Off, Studio/Gym Closed etc.
Go to your Rostering tab in Admin. Here are some examples of various Roster Types. You can create your own by clicking the New option in your Roster Types section. Once you have created these here, you're ready to use the Roster.
When creating the Roster Types you'll have the No Bookings Allowed option. Tick this for roster types like Annual Leave, Rostered Off.
No Bookings Allowed - when creating roster types like Annual Leave, Sick Day, Day Off - this will ensure that when you use these roster types in the Roster, no bookings can be made with the operator.
Setting up operator hours in the Roster.
The simplest way to roster your operators is to first roster everyone off, then open up the time that each operator is rostered on.
Go to Settings, Roster Settings, tick Automatically Roster Operators Off, and Save.
Your Appointment page will now look like this—each operator column is shaded, everyone is rostered off.
If you click the shaded sections, you'll see that no bookings are allowed.
Now we need to open up the time that each operator is working (roster them on) to allow for bookings to made in their columns—go to Roster.
Let's roster on Dave. Dave works in the gym:
- Tuesday & Wednesday: 9:00am - 5:30pm
- Thursday: 9:00am - 9:00pm
- Saturday: 12:00 - 6:00pm
Click the next to one of your operator, in this case Dave. On the right side we can fill out the roster item details (choose Roster Item i.e. Normal Day or Rostered On, set start and finish time, tick the days of the week it applies to, tick Allow Online Bookings if applicable, and Save).
If this roster needs to be repeated into the future, you can repeat the week's roster Weekly, Fortnightly, Every 3 Weeks, or Monthly (Every 4 Weeks), for how ever many weeks you'd like. So, tick the box next to the operator name and choose Repeat Selected, then pick the frequency and duration.
Click Repeat, and then OK when you're sure.
Continue to roster on all of your staff to open up the time which they are working in their appointment column.
Note: At the bottom of your Roster, you have the following options:
- Repeat Selected: Tick the operator(s) and Repeat Selected, which will repeat their weeks roster Weekly, Fortnightly, Every 3 Weeks, or Monthly (Every 4 Weeks), for how ever many weeks you'd like.
- Email Selected: Tick the operator(s) and Email Selected to email the operators their roster.
- Clear Selected: Tick the operator(s) and Clear Selected to delete roster items.
- Allow Online Bookings for all Roster Items: This will open up all of the existing roster items to be available for clients to book online appointments into these time slots.
Click here to see how to setup your roster rates and wages in the Advanced Rostering (Part 2) article.
If you have any questions, please send them to us via the Submit a Request option in your Help & Support page.