Staff Scheduling & Time Tracking

Plan Requirement: Core or Ultimate

Staff management in CloudBridal allows you to both schedule staff for future shifts and track their actual worked hours. This comprehensive approach helps with staff planning, payroll, and performance analysis.

Staff Scheduling

Schedule your staff members' future shifts to plan coverage and coordinate with appointments:

Accessing the Schedule

1. Navigate to the Staff Schedule page
2. View the calendar display of all staff schedules

Creating Staff Schedules

To schedule a staff member for a shift:

1. Click the Add Scheduled/Worked Time button
2. Select the staff member
3. Enter the schedule details:

• Date
• Scheduled start and end times
• Optional break times
• Notes for the day, if needed

4. Toggle the Recurring option if this is a regular shift
5. Save the schedule

If you plan to only use the clock in/out feature and don't want to create schedules, that's okay too. When a staff member clocks in, a record will be created for them automatically in the staff schedule calendar.

Recurring Schedules

For staff with consistent schedules:

1. Enable the Recurring option when creating a schedule
2. Set a start date for the recurring pattern
3. That schedule will repeat weekly

Recurring schedules can be overridden or removed on specific dates as needed.

Schedule Notes

You can add notes to a staff member's schedule for a specific date:

1. Click on an existing scheduled shift
2. Add notes in the "Notes" field
3. These notes will appear in the Staff Member Time Details report

Break Management

Staff breaks can be scheduled within their shifts:

1. When creating or editing a schedule, click Add Break
2. Enter the break start and end times
3. Add optional break notes
4. Save the schedule with the break included

Breaks are then surfaced in the staff time reports.

Time Tracking

Plan Requirement: Ultimate

Track actual hours worked by your staff for payroll and reporting:

Setting Up Time Tracking

1. Navigate to the Staff Members settings page
2. Scroll to the bottom to the Employee Time Tracker section
3. Find the Direct Link field with your unique tracking URL
4. Set up a tablet or device in your store with this link bookmarked

Staff Clock In/Out Process

When staff members arrive for their shift:

1. They select their name from the dropdown
2. Enter their PIN code (configured in their staff profile)
3. Click Begin Day to clock in
4. Confirm their check-in time

When leaving for the day:

1. They select their name and enter their PIN again
2. Click End Day to clock out
3. A summary displays their total worked time

Break Tracking

Staff can now log their breaks during their shifts:

1. During an active shift, the staff member can log in to the time tracker
2. Click the Start Break button
3. When returning, log in again and click End Break
4. The break time is automatically tracked in their scheduled time

Manager Time Entry Management

As an administrator or manager, you can:

1. View all staff time entries on the Staff Schedule page
2. Click on any time block to see details
3. Edit clock-in/out times if needed
4. Add, modify, or remove breaks
5. Mark shifts as complete or incomplete
6. Add notes to shifts

Appointment Integration

Staff schedules can be linked with appointment schedules:

1. In Appointment Settings, edit an appointment schedule
2. Set the Schedule based on field to Staff Schedule
3. Select which staff member's schedule to use
4. Appointment slots will now follow that staff member's availability

This creates dynamic appointment availability based on your staff schedules.

Reports and Analysis

Several reports are available to analyze staff time data:

Staff Member Time Report

Provides an overview of all staff members' hours and calculates wages based on:

• Total hours worked
• Hourly wage (configured in staff profiles)
• Number of shifts
• Break time

Staff Member Time Details Report

Shows a detailed breakdown of each staff member's schedule:

• Individual shifts with start/end times
• Break details and duration
• Schedule notes
• Completion status

Access these reports from the Reports page.

Updated on: 04/07/2025