Team Schedule is the one place to manage weekly work hours for your staff and volunteers. Set each person's normal weekly pattern once, then add date-specific changes like time off or different hours for a single day — without opening each person's record.
Team Schedule covers when people work. For the days and times a location is open, edit location hours instead. For a temporary closure like a staff meeting, use an Availability Block. See Availability, Closures, and Scheduler Blocks.
Open the Serve module, then choose Team schedule at the top of the menu.
From the Scheduler calendar's Staff tab, select Manage work schedules.
Pick a location at the top of the page. Hours are saved per location, and the grid shows your team at that site.
The grid shows one week at a time, so you can compare everyone's hours side by side.
Type in the search box to find a person quickly. If a location has more people than the page can show at once, CoolFocus tells you — narrow the list with the search box.
Select Reload week to refresh the grid after someone else makes changes.
Select Appointment calendar to jump to the Scheduler calendar for the same week and location.
Select a day on a person's row to change either that date or their recurring weekly pattern.
Weekly pattern — the recurring hours for each weekday. Changes here repeat every week going forward.
Date exception — a change to one date, such as time off, surgery recovery, or a one-off schedule change.
To set a date exception:
Select the date (or click and drag across several dates at once).
Choose Edit this date.
Select Unavailable to mark the date off, or enter a custom time range if the person is working different hours than usual.
Optionally enter a reason (up to 200 characters).
Select Apply.
A few things to know:
A day off shows as Unavailable, matching the wording used for the person's weekly hours. A person is not a building, so their day off never reads "Closed" — that word is reserved for locations and appointment types.
To undo an override, open Edit this date on a date that already has one and choose Remove exception.
Dates that are not next to each other each save as their own override rather than stretching into one date range.
A date exception holds one time range. If a day needs two separate working windows, use two appointments or contact support about your scheduling pattern.
An exception follows the person, not just their weekly-hours location: a day off still counts everywhere that person can be booked, even at a location where they have no weekly hours of their own.
The grid includes people from both Serve lists — Volunteers and Staff. A person who is on both lists still takes one row. If a person you expect is missing, check whether their weekly hours live at a different location, or open their record in Serve to add hours.
Work hours are when people are scheduled to work. Hours people actually served go on Serve → Time Sheets. See Time Sheets.
The Team Schedule and each person's record show the same schedule data — nothing is copied or synced between them.
Hours already on a Volunteer or Staff member's record appear in the Team Schedule right away.
Hours you add in the Team Schedule save straight to that person's record — open the record afterward and the schedule is there.
A person with no hours yet still appears in the grid with cells marked Not set, so you can set their hours from either place.
Two cases where the Team Schedule sends you to the person's record instead:
If a person has overlapping schedules — for example, an all-locations schedule plus a single-location schedule, or one that is inactive or starts later — the grid shows a message and asks you to resolve it on the person's Availability tab before changing recurring hours there.
A date exception applies to that person at every location, so the page asks you to confirm that when a date exception is involved.
An appointment type with a required position only offers bookable time when a qualified person is working at that time — positions, qualified people, and work schedules must all align. See Staff Positions and Work Schedules.
On the Scheduler's Staff tab, a person's column appears for the locations where they have weekly hours, so missing hours can make a person invisible there.
When a named staff member is missing work hours, the appointment type's settings page flags it and offers an Add Schedule link straight to that person's record.
If no times are offered even though hours look right, work through Troubleshooting Scheduler Availability.
