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# Staff Scheduling & Time Tracking

**_Plan Requirement_**: ${color}[#15803d](**Core**) or ${color}[#4338ca](**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](https://go.cloudbridal.com/staffschedule) page
2. View the calendar display of all staff schedules

![The Staff schedule](https://cloudbridal.com/images/help/staff-schedule.webp)

### 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 report's shift details

### 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_**: ${color}[#4338ca](**Ultimate**)

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

### Setting Up Time Tracking

1. Navigate to the [Staff Members](https://go.cloudbridal.com/settings/roles) 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

![The time tracker, ready to begin the day](https://cloudbridal.com/images/help/time-tracker.webp =720xauto)

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 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](https://go.cloudbridal.com/staffschedule) 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

Appointment availability can follow the staff schedules you create here:

1. In [Appointment Settings](https://go.cloudbridal.com/settings/appointments), edit an appointment schedule
2. Under **Availability & Staffing**, base availability on **Any capable staff member's schedule** or **Specific staff members' schedules**
3. Appointment slots then follow those staff members' scheduled working hours, and CloudBridal automatically assigns a staff member to each booking

This creates dynamic appointment availability based on your staff schedules. The Staff Schedule page keeps the connection visible:

- Each shift shows how many appointments are assigned to that staff member that day
- Daily summaries flag unassigned appointments — click to jump to that day's calendar
- Editing a shift shows which rooms it keeps bookable online, and deleting a room's only coverage warns you the room may no longer be bookable that day

## Reports and Analysis

The **Staff member time** report analyzes staff time data at both levels:

- An overview per staff member: scheduled, worked and break hours, shift counts, and wages calculated from the hourly wage configured in each staff profile
- A detailed breakdown of each staff member's shifts: scheduled vs. actual start/end times, break duration, schedule notes, and completion status

Access it from the [Reports](https://go.cloudbridal.com/reports) page.