Setting salon hours
Correctly setting salon opening/closing times and staff members' shifts allows you to perfectly align the availability visible online and the staff members' working hours.
Clients will thus only be able to book at times when the salon is operational and at times when the staff are present. The time set will also define the margins of the Treatwell Pro calendar. As a result, the hours before opening and those after closing will not be visible.
To set the opening and closing times of your salon, you will first need to click on the "Opening Hours" option in the Treatwell Pro side menu and then on the subsection of the same name.
By selecting a day of the week from the list on the left, you will open the editing page where you can enter:
opening hours (from... to....);
any breaks (in case the salon has a split schedule, closing in the middle of the day).
Days on which the salon is closed can be deactivated by 'switching off' the relevant switch in the list on the left. In this way, these days will no longer be visible in the calendar or the online booking services.
How to set up extra working days for the salon
If necessary, it is possible to change the opening times of the salon, anticipating or postponing the default opening time. This can be set via the 'Extra Working Days' subsection, again from the 'Opening Hours' area in the side menu.
This function is particularly useful for opening booking availability on public holidays (entered as an anticipated closure according to the national calendar) or on days when the salon is usually closed.
To set up an opening, the following data must be entered:
the opening date;
the opening time (from... to....);
a break (if necessary).
How to set up the salon's planned closures
The subsection 'Planned Closures' in the 'Opening Hours' area, on the other hand, refers to closures on particular days (e.g. on local festivities or weekdays when the salon will be closed exceptionally). National holidays, on the other hand, are already set automatically by Treatwell Pro, depending on the country of origin.
To set an exceptional closure, simply indicate the date on which the salon will not open and save the change.
In the event of an extraordinary closure, it is important to first check any existing bookings for the day to be 'blocked' in the calendar and reschedule them if they have already been confirmed.
How to set staff rotas
An additional option that allows you to change the timetables visible in the calendar and block the possibility of bookings at certain times of the day is the management of staff shifts. On Treatwell Pro, it is possible to set different working hours for individual staff members. In this way, clients who use the app or widget to make bookings will only be able to book certain staff members within their working hours.
To organise work shifts in the management system, you need to access the 'Team Member' section of the side menu. By clicking on the name of a team member in the list, you'll open a page where you can edit the details for this staff member, including their schedule under the subsection "Rotas".
Clicking on the "Manage" button in the box opens the edit screen for the employee's timetable and shifts. The following data can be set here:
days of the week on which the employee works (by ticking the desired days);
shift start and end times (to be indicated for each working day);
any breaks during the day.
Once you have entered the required data, you can edit the "Manage Rotation" tab. Here you have the option to apply the same shifts to an employee all year round or define it month by month.
It is advised to set shifts well in advance so that the calendar is already configured correctly to receive future appointments.
How to make daily changes to the staff schedule
This function allows you to quickly make changes to a staff member's working hours for a given day, thereby blocking certain portions of time in the diary on which appointments cannot be entered.
This option makes it possible to 'deactivate' certain time slots in the case of special circumstances (illness, leave, lunch break, etc.). In this way, clients using the Treatwell app or widget to make bookings will not see the times when the staff member is not present.
The daily modification of the timetable can be accessed directly in the calendar by clicking on the name of the desired employee.
Available options include:
In all these cases, additional notes can be added to include important details about the block in the calendar (e.g. the name of the representative with whom a sales meeting will be held in the case of an appointment).
The last three items on the daily staff schedule editing menu are:
Amend Working Day: allows you to change the working time of a staff member for the selected day only. You can increase or decrease the time set by default (the online availability for bookings will also change accordingly)After amending a staff member’s work schedule, a clock icon is displayed next to the name in the agenda;
Print Recap: allows you to print the list of the day's appointments for this staff member;
Overbooking: allows appointments to be entered outside of the employee's default working hours.