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Hours & Holidays

Every location in your practice has its own opening hours and its own holiday calendar. They live on Team › Hours & Holidays, right beside the schedule, because they decide a lot: who can be working on a given day, when recurring tasks are created, how My Day is split into Beginning, During and End of day, and when FIX List response-time clocks pause.

View hours and holidays​

  1. In the sidebar, click Team.
  2. Click the Hours & Holidays tab.

The page shows the location chosen in the Location picker at the top right. You'll see:

  • Office hours: that location's regular weekly hours, one line per day, with today highlighted. Days without hours say Closed.
  • Holidays & closures, one section per year: every holiday, closure or special-hours day. Each shows its dates, whether it's Closed or Reduced hours, and tags like Annual (repeats every year), Up next, This week, or "3-day" for a multi-day closure. Dates that have already passed are tucked under Show earlier dates.

Use the search box at the top of the Team page to find a closure by name.

Edit a location's hours​

You need Edit team schedules to change hours or holidays. If you have it, an Edit button appears at the top of the page.

  1. Click Edit. The page shows Editing.
  2. In the Office hours card, click the pencil (Edit hours) or any day.
  3. In the Hours · Location name window, switch each day Open or Closed and set its opening and closing times.
  4. For each open day, set the Periods: Beginning ends and During ends. These split My Day into Beginning, During and End of day, so opening and closing Standards land in the right block.
  5. Click Save hours, then Done.
A location with no hours is closed

SOPHIE never falls back to some other location's hours. A day without hours is a closed day at that location. Nobody is scheduled to work there, and daily Standards aren't created for people who only work there. When you create a new location, SOPHIE copies the hours from one of your existing locations (or starts it at Monday to Friday, 8:00 AM to 5:00 PM) so it isn't closed by accident. Check them.

Add a holiday or closure​

  1. Click Edit, then Add closure at the top (or Add a closure or special-hours day under the list).
  2. Enter a Closure name, such as "Thanksgiving break".
  3. Under When, set the First day and Last day. Switch on Repeats every year for a holiday that falls on the same date each year.
  4. Under Hours during the closure, choose for each location: Closed, Reduced (with the shortened hours), or Open (normal hours, no change). Every location starts as Closed, so switch any that stay open.
  5. For a closure longer than a day, choose Same every day, or Set each day to give each day its own hours.
  6. Optionally add a Note to staff, for example who's on call or how patients are handled.
  7. Check Schedule impact. It shows how many shifts are cancelled, how many people are on reduced hours, and how many people are affected, worked out from the team's schedules.
  8. Click Add closure, then Done.

To change a closure, click it while editing and then click Save changes. To remove one, click the trash icon on its row, or open it and click Delete.

Add the US federal holidays​

SOPHIE starts every practice's list with the US federal holidays for the current year and the next, closed at every location. To add another year:

  1. Click Edit, then Apply US holidays next to the first year's heading.
  2. Enter the Year (it defaults to next year).
  3. Click Apply.

SOPHIE adds the 11 observed federal holidays for that year. Dates you already have for that year are kept, and only missing ones are added. When a holiday is observed on a different day (for example, July 4 on a Saturday is observed Friday, July 3), its note says so. These are ordinary entries once added, so edit or remove any your practice doesn't observe.

How hours and holidays affect the rest of SOPHIE​

  • The schedule: on Team › Schedule, a closed day shows Closed and a holiday shows its name. Nobody's usual week puts them at work on those days. A one-off working day entered for a specific date still stands.
  • People with blank times in their usual week follow the location's hours, so changing the hours here changes their day too.
  • My Day: recurring tasks aren't created for someone on a day they aren't working, and the day periods set here decide which block of My Day a task falls in.
  • Response clocks: FIX List response-time clocks pause on holidays.
  • A reduced-hours day keeps the location open with the shorter hours you set.

Good to know​

  • Hours and holidays are per location. Each location has its own hours. A closure can close one location and leave another open.
  • Viewing is open to everyone, but only people with Edit team schedules see the Edit button.
  • Time zone is set on each location's settings page, under Hours & calendar (see Spaces). Hours are read in that location's time zone.
  • Settings no longer has its own hours or holiday controls. Where they used to be, you'll find a link: Hours, holidays and schedules are set in Team › Schedule.