In this article, we explain how to set up the schedule (availability) for each employee. We will cover how to configure standard working hours, extra working days, sick days, and vacation days. We’ll also show how employee availability is displayed in the calendar and the online booking widget.
General Overview
The availability for employees can be found under Account > Availability (new).
Team Overview: Displays all employees working in the salon per week.
Employee Overview:
Filter: You can filter by week, month, or year.
Visual view: See when someone is working, on leave, sick, working extra hours, or working in another salon.
Schedule/Leave/Sickness Management: Manage fixed schedules, sick days, leave days, and extra days
Hours Overview: See, per employee, how many contract hours they have, how many hours are planned and worked, and how many vacation/sick hours have been logged.
Where Can I Set the Schedule?
To set a fixed schedule, select the employee on the left-hand side.
In this screen, you’ll find a full overview of the schedule, where you can perform the following actions for each employee:
Set a fixed schedule (standard availability and breaks)
Register sick days
Register leave/vacation days
Add extra working hours
Setting a Fixed Schedule
Standard working hours and breaks fall under a fixed schedule, which repeats weekly (or biweekly) in the calendar. When setting up the schedule, you need to select a start date. For each day, you can define the start and end times of the working day. You can also add one or multiple standard breaks per day.
These breaks will be visible in the calendar immediately and can be adjusted (moved or resized). Finally, you can indicate whether the schedule applies every week or every two weeks (select “biweekly”).
Adding Sick Days
Sick days can be added via the “Sickness” tab. Here you enter a start and end date (even if it’s just one day). If you tick “full day” for consecutive sick days, only the scheduled working hours will be deducted from the employee’s regular schedule.
Adding Vacation Days
You can also register vacation days for employees here. There are different types of leave you can select. Only the “Vacation” option will be deducted from the employee’s vacation hour balance. Other options (e.g. Long-term leave, Collective agreement holiday, etc.) are for administrative tracking only.
Note: Setting available vacation hours per employee can be done under Roles in the software.
Adding Extra Days
Extra working days can be added per day.
These are additional working days outside of the standard schedule, for example during holidays. You can also add a break for these extra days, which will appear in the calendar. For each extra day, you can indicate how it should be processed administratively:
Is it a schedule swap?
Is it time-for-time (compensatory hours)?
Or should it be paid as an extra workday?
How Can I Add an End Date to a Schedule?
There are two ways to set an end date:
When you add a new schedule, the system automatically adds an end date to the current schedule.
You can also manually set an end date for an existing schedule (for example, if the employee will no longer follow a fixed schedule).
→ Do this via the calendar icon at the top right of the visual overview.
How Are the Hours Calculated and Where Can I Find an Overview?
Vacation and sick days are calculated based on the start and end date, compared to the hours the employee is scheduled to work. If the employee is not scheduled on those days, those hours are not deducted from their vacation or sick balance. An overview of all vacation, sickness, or extra days can be found under the “Hours Status” tab. Here, you can view a detailed overview per employee of all total hours per category (vacation, sickness, extra days, etc.).
Where Can I Find an Overview of Leave?
Under the “Leave” tab, you can see exactly how many hours an employee has taken and how many hours remain based on their contract.
How Is Availability Displayed in the Calendar and the Online Booking Widget?
Calendar:
The white area represents availability.
If an employee does not work on a particular day, that day will not be shown.
The grey area indicates unavailability.
Vacation or sick days appear as grey blocks in the calendar, with the reason (e.g. “Vacation”) displayed.
Online Booking Widget:
Availability from the calendar is synced to determine which time slots are shown online.
If an employee is unavailable (no availability or blocked due to break, vacation, or sickness), no time slots will appear in the booking widget for those periods.
Do You Have Questions About the Software?
Please contact the Aimy Support Team. We're happy to help!