Scheduling & hours

Scheduling covers three things: when the space is open, when staff work, and when machines are booked. They all appear on one calendar.

Opening hours

Open Settings › Operating Hours. Pick a day, then:

• Add event to add a block of hours. Hours can be open to everyone, or limited to a group (“Members’ club until 10 PM”). Use Add type to create your own kinds of hours.
• Close this day for a holiday or other one-off closure.

Members see the current hours in the app, including which kind of access applies right now. Changing hours needs Edit settings.

Change the time zone

Hours, shifts, bookings, emails and controller clocks all use your space’s time zone. To change it:

1. In Settings › Operating Hours, click Times are in followed by the current zone.
2. Pick the zone under Workspace time zone. The picker shows the time there now.
3. Click Save time zone.

Opening hours keep their local times. Shifts and bookings already made move by the difference between the two zones. Your controllers get the new zone straight away. This also needs Edit settings.

Staff shifts

Shifts need the Time Tracking module. Open Time & Shifts › Staff Schedule and click Add shift. A shift has a time, the people on it, an optional duty (front desk, shop steward or your own list) and the area it covers. Repeating shifts fill in ahead automatically. The schedule has day, week and month views.

• Availability: when a manager plans a term in Staffing Planner, staff are asked when they can work and mark it on a weekly grid. The planner builds the schedule from their answers.
• Swaps and cancellations: staff can swap shifts with each other, and request or cancel shifts if your rules allow. A cancelled shift goes back up for grabs.
• Coverage: Coverage Requests asks staff for extra hands for a one-off gap, such as Saturday 9 to 1, and schedules people from the yeses.
• Rules: clock-in rules, flagged punches and reports are under Time Settings.

Managing shifts needs Manage shifts, time settings & reports.

Machine reservations

Reservations need the Reservations module.

1. Open Scheduling › Manage Reservations.
2. On the Bookable equipment tab, switch on each machine members should be able to book. Use Bookable resources for rooms and benches.
3. To set booking limits for one machine, open it, click Edit and use the Booking section. Machine types can carry defaults.

Members book from Scheduling › Book a Resource on the web, or More › Reservations in the app. On the web they see their bookings under My Stuff › My Reservations. What members see is in Book a machine or room.

Machines you don’t make bookable stay walk-up. With controllers installed, bookings and walk-ups work together at the machine: a scan during someone else’s booking is refused, and a session that follows a booking ends with it.

Managing reservations needs Manage reservations & bookable resources.

Calendars

Calendar near the top of the menu shows every layer you’re allowed to see: hours, shifts, reservations, maintenance and events. All times follow your space’s time zone.

Each person also has a personal calendar feed: their shifts, the trainings they teach, the tours they guide, the sessions they signed up for and the equipment they reserved. Staff who use the time clock find it on Time & Shifts › Time Clock, under Your schedule in your own calendar. Click Copy link and subscribe to it in Google Calendar, Outlook or Apple Calendar. The feed is read-only and updates itself, though Google can take several hours to pick up changes.