Working with Schedules

Simplifythis provides an easy to manage and yet very flexible schedule system.  This is a quick and dry overview of features of schedule.

Who’s Schedule : You can create  separate schedule for the whole business,( referred to as ‘Main Schedule’) , for a location, or for a staff.  If a staff follows the same schedule as that of a location, you don’t need to create a separate schedule for this staff.  Simplifythis will automatically use the schedule of the location that the staff belongs  to in case there is no schedule for this staff.  Extending the same notion, if a location follows the same schedule as that of the main business, then there is no need to create a separate schedule for the location.

Schedule Effective From : While creating a schedule, you’ll notice that you need to specify ‘Effective From’ date.  This is the date that the schedule becomes effective from.  You can create several schedules in advance with separate ‘Effective From’ dates.  This works well if you have separate schedule for spring, or summer, or holidays etc.  Now, given so many schedules, you must be wondering which one is going to be used on any particular date.  Simplifythis will pick the latest schedule that starts prior to any give date.  Another way to look at it  is that a schedule expires when it finds another schedule starting.

Let’s go through an example to understand this better.  Say you have 3 schedules, one starting Jan 1, 2011, another one starting May 1, 2011, and the third one starting on Sep. 1, 2011.  Then for all the days between Jan 1 and April 30 (both inclusive), Simplifythis will use the first schedule. All days between May 1 and August 31 (both inclusive), will use the second schedule and so on.

Repeating Schedules : While most people keep a weekly repeating schedule, we have also come across businesses with schedules that repeat every two week or every three week.  When you create a schedule (be it for a staff, location, or main business), it defaults to repeating every week.  However, you have an option to add additional week(s).  So, if you want a schedule that repeats itself every 2 weeks, just specify the hours for each of the two weeks, select an effective from date, and save the schedule.

To further illustrate the use of schedules, let’s look at some of the common scenarios.

I run a solo massage therapy practice.  I work 5 days a week (Tue  – Sat) from 10 to 8 with a 1 hour lunch break from 2 PM to 3  PM.

Add a main schedule that repeats every week. Un-check Sunday and Monday, and for remaining days of the week, specify two blocks of hours : 10:00 AM to 2:00 PM and 3:00 PM to 8:00 PM.

I plan on taking a dance class from 6 to 8 on Wednesdays and will need to close early.
Add a new schedule and modify hours for Wednesday such that it looks like 10:00 AM to 2:00 PM and 3:00 PM to 6:00 PM.

I have just hired another therapist.  She will be working on Tuesdays, Thursdays, and Saturdays and will have her own hours.
Add the new therapist as a staff member. Create a schedule for her that is effective from her date of joining. Un-check Monday, Wednesday, Friday, and Saturday.  Specify hours for Tuesday, Thursday, and Saturday.

I want to take every other Saturday off.
Create a new schedule for yourself from the Staff section.  Make this schedule repeat every two week. Edit the schedule for second week and un-check Saturday.

I will be closing early during holidays.
Create a new schedule with the appropriate ‘Effective From’ date near the holidays.  Select desired hours for each of the weekday.

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