How to Set Team Member Working Hours and Availability in SpaSphere
Configure weekly schedules, add split shifts, and manage day-by-day availability for your spa team.
9 min read
Your booking calendar is only as accurate as the availability you set for each team member. SpaSphere lets you configure a weekly schedule for every provider on your team -- down to the specific hours they work each day -- so clients can only book during times your staff is actually available. You can define standard working days, set different hours per day, create split shifts for midday breaks, and mark entire days as unavailable for days off.
Why This Matters for Your Spa
Incorrect availability settings are one of the top causes of no-shows, double bookings, and client frustration in the spa industry. When a booking calendar shows open slots during hours a provider is not actually working, clients book appointments that must be rescheduled -- damaging trust and costing your front desk 10-15 minutes per rescheduling call. Research shows that spas with accurate, real-time availability see 20-35% fewer scheduling conflicts and a measurable increase in client satisfaction scores. Conversely, providers whose availability is too restrictive lose bookable hours. An esthetician with a $120 average ticket who is incorrectly marked unavailable for just two hours per week loses over $12,000 in potential annual revenue. Getting availability right is one of the highest-ROI configuration tasks in your entire SpaSphere setup.
Key Capabilities
- Day-by-day control with individual checkboxes for each day of the week
- Multiple time slots per day to support split shifts, lunch breaks, and irregular schedules
- Start and end time pickers with 12-hour format for precise scheduling
- Default schedule pre-configured as Monday through Friday, 9:00 AM to 5:00 PM
- Real-time sync with the booking calendar so changes take effect immediately
Configuring Working Hours
Open the team member's profile
Navigate to the Team Members page from the sidebar and click on the team member whose availability you want to configure. The Edit Team Member modal opens with three tabs.
Switch to the Working Hours tab
Click the Working Hours tab at the top of the modal. You will see a weekly schedule with one section per day of the week, Monday through Sunday. Each day has a checkbox and an area for time slots.
Enable or disable days
Check the box next to a day to mark it as a working day. Uncheck it to mark the provider as unavailable for the entire day. By default, Monday through Friday are enabled and Saturday and Sunday are disabled.
When you check a previously disabled day, SpaSphere automatically adds a default time slot of 9:00 AM to 5:00 PM as a starting point. You can modify these times or add additional slots.
Set time slots for each day
For each enabled day, configure the working hours by setting the Start Time and End Time using the time pickers. The pickers use 12-hour format (AM/PM) for easy reading. For a standard workday, you might set 9:00 AM to 6:00 PM or 10:00 AM to 7:00 PM depending on your spa's hours.
Add split shifts if needed
If a team member works a split schedule -- for example, mornings and evenings with a break in between -- click the Add Time Slot button on that day to create an additional time slot. You can add as many slots as needed.
For example, to set up a split shift:
- Slot 1: 9:00 AM to 12:00 PM (morning block)
- Slot 2: 2:00 PM to 7:00 PM (afternoon/evening block)
To remove a time slot, click the trash icon next to it.
Save the schedule
After configuring all the days and time slots, click Save Team Member at the bottom of the modal. SpaSphere saves the availability schedule and immediately reflects the changes on your booking calendar. Clients will only see open appointment slots during the hours you have configured.
Split shifts prevent phantom availability
If your providers take lunch breaks or have gaps between clients, use split shifts rather than one continuous time block. A single 9 AM to 7 PM block tells the booking system the provider is available during lunch, which can result in bookings during times the provider is not actually working. Creating two slots -- 9 AM to 12 PM and 1 PM to 7 PM -- accurately reflects reality and prevents clients from booking into break times. This simple adjustment can eliminate two to three rescheduling conversations per week per provider.
Common Schedule Patterns
Here are some typical schedule configurations for spa businesses:
Standard full-time (Mon-Fri)
- Monday through Friday: 9:00 AM - 5:00 PM
- Saturday and Sunday: Disabled
Extended hours with weekends
- Monday through Thursday: 10:00 AM - 8:00 PM
- Friday: 10:00 AM - 6:00 PM
- Saturday: 9:00 AM - 4:00 PM
- Sunday: Disabled
Split shift with midday break
- Monday through Friday, Slot 1: 9:00 AM - 12:30 PM
- Monday through Friday, Slot 2: 2:00 PM - 6:30 PM
- Saturday: 9:00 AM - 1:00 PM
- Sunday: Disabled
Part-time (3 days per week)
- Tuesday: 10:00 AM - 4:00 PM
- Thursday: 10:00 AM - 4:00 PM
- Saturday: 9:00 AM - 2:00 PM
- All other days: Disabled
How Availability Affects Booking
Once you save a team member's schedule, SpaSphere uses their availability to determine which appointment slots to display on your calendar and your public booking page. Only time slots that fall within the member's configured working hours -- and that are not already occupied by existing appointments -- appear as bookable.
If you change a provider's hours for a given day, new bookings will follow the updated schedule immediately. However, existing appointments that fall outside the new hours are not automatically cancelled -- you will need to review and reassign those manually if a conflict arises.
Review existing appointments before reducing hours
Before shortening a team member's working hours or disabling a day, check their calendar for any existing appointments that would fall outside the new schedule. SpaSphere does not automatically cancel or move existing bookings when you change availability. Reducing a provider's hours without checking for conflicts can result in appointments that overlap with non-working time, leading to no-shows and client dissatisfaction. A quick glance at the calendar before saving schedule changes prevents this issue entirely.
Frequently Asked Questions
Related Documentation
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