Staff Scheduling

Core Plan Ultimate Plan

Staff management in CloudBridal allows you to both schedule staff for future shifts and track their actual worked hours. This comprehensive approach helps with staff planning, payroll, and performance analysis.

Contents

• Staff Scheduling
  • Accessing the Schedule
  • Creating Staff Schedules
  • Recurring Schedules
  • Schedule Notes
  • Break Management
• Time Tracking
  • Setting Up Time Tracking
  • Staff Clock In/Out Process
  • Break Tracking
  • Manager Time Entry Management
• Schedule Status Tracking
• Appointment Integration
• Reports and Analysis
  • Staff Member Time Report
  • Staff Member Time Details Report
• Best Practices

Staff Scheduling

Schedule your staff members' future shifts to plan coverage and coordinate with appointments:

Accessing the Schedule

1. Navigate to the Staff Schedule page
2. View the calendar display of all staff schedules
3. Filter by staff member or date range as needed

Creating Staff Schedules

To schedule a staff member for a shift:

1. Click the New Schedule button
2. Select the staff member
3. Enter the schedule details:
   • Date
   • Start and end times
   • Optional break times
   • Notes for the day (visible in staff reports)
4. Toggle the Recurring option if this is a regular shift
5. Save the schedule

Recurring Schedules

For staff with consistent schedules:

1. Enable the Recurring option when creating a schedule
2. Select which days of the week to repeat (e.g., every Monday and Wednesday)
3. Set a start date for the recurring pattern
4. Optionally set an end date or leave it open-ended

Recurring schedules can be overridden or removed on specific dates as needed.

Schedule Notes

You can add notes to a staff member's schedule for a specific date:

1. Click on an existing scheduled shift
2. Add notes in the "Schedule Notes" field
3. These notes will appear in the Staff Member Time Details report

Break Management

Staff breaks can be scheduled within their shifts:

1. When creating or editing a schedule, click Add Break
2. Enter the break start and end times
3. Add optional break notes
4. Save the schedule with the break included

Breaks do not count toward the total worked hours for reporting and payroll calculations.

Time Tracking

Ultimate Plan

Track actual hours worked by your staff for payroll and reporting:

Setting Up Time Tracking

1. Navigate to the Staff Members & Roles page
2. Scroll to the bottom to the Employee Time Tracker section
3. Find the Direct Link field with your unique tracking URL
4. Set up a tablet or device in your store with this link bookmarked

Staff Clock In/Out Process

When staff members arrive for their shift:

1. They select their name from the dropdown
2. Enter their PIN code (configured in their staff profile)
3. Click Begin Day to clock in
4. Confirm their check-in time

When leaving for the day:

1. They select their name and enter their PIN again
2. Click End Day to clock out
3. A summary displays their total worked time

Break Tracking

Staff can now log their breaks during their shifts:

1. During an active shift, the staff member can log in to the time tracker
2. Click the Start Break button
3. When returning, log in again and click End Break
4. The break time is automatically deducted from worked hours

Manager Time Entry Management

As an administrator or manager, you can:

1. View all staff time entries on the Staff Schedule page
2. Click on any time block to see details
3. Edit clock-in/out times if needed
4. Add, modify, or remove breaks
5. Mark shifts as complete or incomplete
6. Add notes to shifts

Schedule Status Tracking

Time blocks are color-coded to show their status:

• Green: Completed shifts (properly clocked in and out)
• Red: Incomplete or in-progress shifts
• Gray: Future scheduled shifts
• Striped: Shifts marked "Not Working" (scheduled but removed)

Appointment Integration

Staff schedules can be linked with appointment schedules:

1. In Appointment Settings, edit an appointment schedule
2. Set the Schedule based on field to Staff Schedule
3. Select which staff member's schedule to use
4. Appointment slots will now follow that staff member's availability

This creates dynamic appointment availability based on your staff schedules.

Reports and Analysis

Several reports are available to analyze staff time data:

Staff Member Time Report

Provides an overview of all staff members' hours and calculates wages based on:

• Total hours worked
• Hourly wage (configured in staff profiles)
• Number of shifts
• Break time

Staff Member Time Details Report

Shows a detailed breakdown of each staff member's schedule:

• Individual shifts with start/end times
• Break details and duration
• Schedule notes
• Completion status

Access these reports from the Reports page.

Best Practices

• Set Accurate Hourly Wages: Ensure staff profiles have correct wage information for accurate reporting
• Use Recurring Schedules: Save time by setting up recurring patterns for regular shifts
• Schedule in Advance: Create schedules at least two weeks ahead for better planning
• Add Detailed Notes: Include notes about special events or instructions for specific dates
• Link with Appointments: Connect staff schedules to appointment schedules for seamless booking
• Regular Audits: Periodically review time records to ensure accuracy
• Train Staff: Ensure all staff understand how to properly clock in/out and record breaks