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How to Add and Manage Your Shifts & Working Hours

Correctly setting up your shifts ensures clients can book appointments online. This guide covers adding repeating or one-off shifts and managing time off.

Martin Gjorgjievski avatar
Written by Martin Gjorgjievski
Updated over 2 months ago

Accessing the Shifts Area

  1. Log in to your Study Docs account.

  2. Navigate to the Shifts tab on the left-hand menu.

  3. You will see a list of all your staff members, organized by practitioners and admin staff.

Adding Repeating Shifts (For Regular Hours)

If you work a consistent schedule week-to-week (e.g., every Monday and Tuesday), use this method to set up shifts that repeat indefinitely.

  1. In the Shifts tab, click the pencil (edit) icon beside the staff member's name.

  2. This will open the Working Hours tab.

  3. Click the pencil icon next to the day you want to add a shift for (e.g., Monday).

  4. A settings window will appear. Configure the shift details:

    • Start Time & End Time: Enter the shift times (e.g., 12:00 PM to 6:00 PM).

    • Break: Optionally, add a break (e.g., 30 minutes) to block off time and prevent bookings.

    • Location: Select the location where this shift will take place.

  5. Click Save. The shift will now be added to your calendar.

  6. Repeat this process for each day you work regularly.

Important: Shifts added this way will repeat for that day every week moving forward.
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Adding One-Off Shifts (For Ad-Hoc or Sporadic Hours)

If your hours change weekly or you need to add a single shift on a specific date, use this method.

  1. In the Shifts tab, navigate to the specific date on the calendar where you want to add a shift.

  2. Click the pencil icon directly on that date cell for the relevant staff member.

  3. Enter the shift details as before: Start Time, End Time, Break (optional), and Location.

  4. Click Save.

This shift will appear on the calendar but will not repeat on subsequent weeks. It is a one-time occurrence.
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Managing Time Off & Deleting Shifts

To Delete a One-Off Shift:

  • One-off shifts appear as distinct blocks on the calendar. Simply click on the shift and then click the trash bin (delete) icon to remove it.
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To Book Time Off for Repeating Shifts:

If you need to close a day for annual leave, training, or sickness without deleting your regular shift pattern:

  1. Click the pencil icon next to the practitioner's name.

  2. In the Working Hours tab, navigate to the "Days Off" section.

  3. Click to add a new day off.

  4. Enter a comment (e.g., "Annual Leave," "Training").

  5. Select the date range for the time off (e.g., from August 28th to August 28th for a single day).

  6. Click Save.

This will block the selected date(s) on the calendar, making them unavailable for bookings. You can edit or remove these days off from the same section.


Summary

  • Repeating Shifts: Use the pencil next to the staff member's name to set weekly patterns.

  • One-Off Shifts: Use the pencil on a specific date in the calendar for non-repeating hours.

  • Time Off: Use the "Days Off" section to block dates without altering your underlying shift pattern.

Need More Help?

If you have any questions or run into any issues while setting up your shifts, please don't hesitate to contact our support team. We're happy to help!
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