Team Schedule
Team › Schedule is the single place your practice keeps track of who works when, and where. It shows one week at a time for the location you're looking at: every team member down the side, the days across the top, and in each square whether that person is working, off, out, or at another location.
The schedule matters beyond the grid. SOPHIE uses the same answer everywhere: whether recurring tasks land on someone's My Day, when a due date moves to the next working day, who counts as holding a role on a given day, and what SOPHIE tells you when you ask who's in. Keep it accurate here and the rest of SOPHIE follows.
Open the schedule
- In the sidebar, click Team.
- Click the Schedule tab.
The grid shows the location chosen in the Location picker at the top right of the Team page. Picking a different location there also switches your current space across SOPHIE (see Spaces).
Read the grid
The column headers show each day's date and that location's hours, plus how many people are working, for example "8:00 AM – 5:00 PM · 6 working". A day the location is closed shows Closed. A holiday shows its name instead, and a reduced-hours holiday shows the shortened hours beside the name.
Each square shows one person's day at this location:
| What you see | What it means |
|---|---|
| A time range, like "8:00 AM – 5:00 PM" | Working here, during those hours. |
| A time range with "also at …" underneath | Working here, and also at another location that same day. |
| Striped and greyed, "at Lakeway" | Working that day, but at another location. |
| Time off with "Covered by Ana" | Booked time off, and who is filling in. See Time Off. |
| Off | Not a day they usually work. |
| The holiday's name | The location is closed for a holiday or closure. |
| Closed | The location has no hours that day. |
A small dot in the top-right corner of a square means that date was changed just for that day, rather than following the person's usual week.
Who appears: everyone who belongs to this location, plus anyone from another location who is scheduled here on a day this week.
Get around
- Use the arrows beside the week to move back or forward a week, or click the week's dates to pick any week from a calendar. Jump to today brings you back to this week.
- Show by department groups people under their department. Turn it off for one alphabetical list. SOPHIE remembers your choice in this browser.
- The search box at the top of the Team page filters by name or role.
Set someone's usual week
A person's usual week is the pattern they normally work: which days, at which location, and (optionally) which hours.
- On the schedule, click the pencil next to the person's name, or click any square in their row.
- Under Usual week, switch each day on or off.
- If your practice has more than one location, choose where they work on each day. You can choose a specific location or Any of their spaces.
- Leave the times blank to follow the location's hours, or type in their own start and end times.
- Click Save usual week.
Blank times follow the location. When you leave a day's times alone, the fields show the location's hours in grey, and nothing is saved for that day's times. If the location's hours change later, this person's day changes with them. Type a time only when this person really works different hours from the location.
A day the location is closed starts off. For someone with nothing set, a day their location is closed shows as off in the editor, so you won't save a Saturday nobody works by accident.
One location per day, usually. People can work Monday, Wednesday and Friday at one office and Tuesday and Thursday at another. Set each day to its own location; a day you leave on the location you're viewing is saved at that location. If a day puts someone at more than one location at the same time (for example, by choosing Any of their spaces), SOPHIE shows "At Lakeway and Round Rock at the same time" under that day, plus a note at the top of the editor. That's fine for a role that genuinely covers several locations. SOPHIE points it out but lets you save it.
Discard throws away unsaved changes. Reset to whenever their space is open removes the person's usual week entirely, so the "nothing set" rule below applies again.
Nothing set
If nobody has filled in someone's usual week, the editor says Nothing set — works whenever their space is open. That's a real answer, not a gap: SOPHIE treats them as working every day their location is open, during its hours. For many practices, that's right for most of the team, and you only need to set a usual week for part-timers and people who split their time.
How SOPHIE decides whether someone is working
For any person on any date, SOPHIE checks these in order and stops at the first one that applies:
- Time off. If time off is booked for that date, they are not working.
- A one-off day. If someone added a working day or changed hours just for that date, that wins. It even stands on a holiday, because whoever entered it knew about the holiday.
- Their usual week. If their usual week says they work that weekday, they work it: at the location named for that day (or each of their locations), during their own hours or the location's. A usual working day never puts someone at work when the location is closed or on a holiday.
- Nothing set. They work every day their location is open, at each location they belong to.
Holidays and location hours come from Hours & Holidays. A location with no hours set is treated as closed.
One-off days
A one-off day changes a single date without touching the usual week, for example putting a fill-in to work on a day they'd normally be off. In the grid, a one-off day has a small dot in the corner of its square.
Today, you add a one-off working day from the Add time off dialog. When the fill-in you choose isn't working on one of the covered days, SOPHIE offers a Schedule … button that adds that day for them at the absent person's location and hours. See Time Off.
History
Every change to someone's schedule is recorded. Open the person's schedule (pencil or any square) and scroll to History to see entries like "changed by Maria, Oct 30 — Mon off → on". Time off bookings and cancellations appear there too. The same changes also go to your practice's audit log.
Good to know
- Everyone can edit their own schedule. You can change your own usual week and add your own time off without any special permission.
- Editing other people takes a permission. To change someone else's usual week, book time off for them, or put a fill-in to work, you need Edit team schedules (see Roles & Permissions). If you don't have it, other people's rows have no pencil and their squares can't be clicked. Controls you can't use are hidden rather than shown and refused.
- Cancelling booked time off is separate. It takes Change booked time off, even for your own time off.
- The grid never guesses. Each square is SOPHIE's own answer from the rule above. If a square looks wrong, check the person's usual week, any time off, and the location's hours and holidays.
- Times show in 12-hour form throughout, in the location's time zone.