When to use it
Fixed operating hours on the instructor profile suit coaches with a steady week. When hours change week to week, a roster saves you editing each profile, and time off blocks bookings for a holiday or sick day without touching the regular pattern. Typical uses:- A Pilates studio on rotating shifts - part-time instructors alternate mornings and evenings on a two-week rotation, and their bookable availability follows it.
- A lunch break nobody can book over - a “Morning 06:00-14:00” shift carries a 12:00-13:00 break, so members can’t book the coach over lunch.
- A coach’s holiday - you add a week of time off, and the dialog lists the lessons and classes it clashes with so you can reassign or cancel them in one go.
How it works
There’s no global on/off switch. An instructor uses their roster on any date they’re rostered - a date covered by a rotation assignment, or one with a shift placed directly on it - and falls back to their operating hours on every other date. A rostered day with no shift reads as a day off. Time off sits on top of either: during a time-off entry the instructor can’t be booked, and the entry shows as a grey block on their column on the calendar.The Roster page
Open Staff > Roster. The page has two parts: the Scheduled shifts grid at the top (one row per instructor, one column per day, with week navigation) and the Shifts & rotations panel below it, where you build the reusable pieces. Viewing needs staff.read.organization; creating and editing shifts, rotations, and assignments needs staff.manage.organization.The building blocks
- Shifts - reusable named time windows like “Morning 06:00-14:00”, each with a color and optional standard breaks (e.g. lunch). Managed in the Shifts card.
- Rotations - a weekly pattern that picks a shift for each day, repeating over a cycle of 1-12 weeks. Managed in the Rotations card.
- Assignments - attach an instructor to a rotation for a date range; this is what generates their roster.
- Roster - the generated list of individual shifts, shown in the Scheduled shifts grid and editable shift by shift. An assignment with an Effective until date generates the whole roster up to that date; an Ongoing one uses a rolling 8-week window. See Repeating schedules.
Set up a rotating schedule
1
Create your shifts
In the Shifts card, choose Add shift. Give it a name, a start and
end time, and a color, then add any standard breaks (name, start, end) -
for example a 12:00-13:00 lunch. Breaks must fall inside the shift window.
Repeat for each distinct pattern you run (e.g. “Morning”, “Evening”).
2
Build a rotation
In the Rotations card, choose Add rotation. Set a Cycle length
(1-12 weeks) and a Cycle start date (the date week 1 begins). Then, for
each day of each week, pick one of your shifts or leave it Off. A
two-week cycle that alternates mornings and evenings, for instance, captures
a typical part-time pattern.
3
Assign an instructor
In the Scheduled shifts grid, on the instructor’s row, click their
rotation cell (Set regular shifts). Pick the rotation, the Starting
week (which week of the cycle they begin on), and the Effective from /
Effective until dates - leave the end open for an Ongoing
assignment. Their roster generates immediately: to Effective until when
you set one, so a coach contracted through June has their whole roster on the
grid, or a rolling 8 weeks when the assignment is ongoing.
4
Adjust the roster
The grid now shows each instructor’s generated shifts with their breaks.
Click any day cell to add a one-off shift or edit an existing one. Editing a
generated shift marks it as a manual override, so rotation regeneration
leaves it untouched; use Cancel shift to drop a single occurrence.
An assignment with an Effective until date generates its roster all the way
to that date. An Ongoing assignment is generated for a rolling 8-week
window and extended automatically. Either way, manual overrides and one-off
shifts survive regeneration; unedited rotation shifts are replaced when you
change the rotation.
Breaks
Breaks are the unavailable windows inside a working shift - most commonly lunch. Define them on a shift (in the Shifts card) as a name plus a start and end time within the shift window. Once a shift is on the roster, its breaks:- Block bookings during their window, so nobody can book the instructor over lunch.
- Show on the roster grid under each shift, as a
Break 12:00-13:00line. - Show on the Schedule calendar as a muted, non-interactive card in the instructor’s column, labeled with the break name.
- Are editable per shift - open any shift from the roster grid to add, edit, or remove its breaks. One-off shifts can carry their own breaks too.
Working hours on the instructor profile
On an instructor’s details page, a read-only Working hours block shows the hours derived from their roster, with a Manage shifts link back to Staff > Roster.Time off
Staff > Time off lists every instructor time-off entry with Instructor, Start time, End time, Status (upcoming, active, or past), and Note, newest first. You can also add time off from the calendar (Add > Time off) and from an instructor’s details page. To add an entry, click Add time off and fill in:- Instructor - who is away.
- Start time and End time - the window. For a new entry it defaults to tomorrow’s opening hours.
- Note - optional, for example “Vacation”.
- Keep as is - leave it with this instructor.
- Reassign instructor - pick a replacement in Reassign to.
- Leave unassigned - remove the instructor and keep the booking or class.
- Cancel booking or Cancel class - cancel it. Cancelling a booking waives the member’s cancellation charge unless you turn on Keep the cancellation charge; cancelled classes follow their own cancellation flow.
Related
- Instructors - Operating hours, the bookable flag, and the instructor profile.
- Calendar - Where shifts, breaks, and time off show on instructor columns.
- Repeating schedules - How rotation assignments generate the roster.