Schedules and time off

Schedules control when each employee is available for bookings. Calendia starts from an employee's regular weekly hours, then layers on overrides and one-off exceptions like vacations.

See the roster at a glance

Go to Team > Schedules to open the Team planner, a grid of who's working, where, over the days ahead. Use the location and date-range controls above the grid to focus on what you need, and Copy week to reuse a previous week's plan.

Each employee needs their own weekly hours to show as working. Business opening hours are never used in their place: a day without the employee's own hours or an override shows as Not scheduled. Blocked time is taken out of the day, whether the hours come from the weekly schedule or an override.

Reuse a week with templates

If your weeks alternate, for example different hours in odd and even weeks, save each pattern as a template instead of copying weeks by hand.

1. Plan a week the way you want it, then click Week templates on the Team planner.
2. Under Save a week as a template, enter a Template name, choose the Week to save, and click Save template. Each employee's hours and days off for the selected location are saved. Vacation and sick leave are not, because they belong to that particular week.
3. To use it, go to Apply a template, choose the Template and the First week, set Repeat (for example Every 2 weeks) and the Number of times, then click Apply template.

Applying replaces the planned hours on those days, while vacation and sick leave already planned are kept. For alternating weeks, apply your odd-week template from the first odd week and your even-week template from the week after, both repeating every 2 weeks.

Add a schedule override

Use this for hours that differ from an employee's base schedule, like "Roger is in Bergen on Fridays."

1. Under Add schedule override, choose the Employee.
2. Pick a Location scope, the Day, and the Starts at / Ends at times.
3. Click Save schedule override.

Block time off or add a one-off exception

Use this to close for a day, add an unplanned extra window, or scope a closure to one location.

1. Under Add date exception, choose the Employee (or All employees) and a Location scope.
2. Pick the Date. For a full-day block, leave the time fields as they are; otherwise set Starts at / Ends at.
3. Turn on Available exception only if you're adding one-off availability rather than a closure.
4. If you're blocking time, pick an Absence type: Blocked time only, Day off, Vacation, or Sick leave. Typed absences are counted in absence reports and analytics.
5. Add an optional Reason, then click Save date exception.

Set minimum and maximum staffing

Click Manage headcount rules on the Team planner to set a default Minimum available and Maximum available headcount, plus overrides per weekday. The planner flags days that fall outside these rules.

See staffing hour by hour

Hover over a day at the top of the Team planner to see Staff working per hour: one bar for each hour of the day, labelled with how many people are working then. Use it to spot thin mornings or crowded afternoons that the daily total hides. Each bar shows the most people working at the same time during that hour, so someone who starts at 09:30 counts in the 09 bar.

If nobody is working for a stretch between the first start and the last end of the day, the day shows an amber Gap warning with the times, for example when one person works 09:00–13:00 and the next starts at 14:00. The chart repeats the warning and marks the hours with a gap. Starting late or closing early is not a gap.

Frequently asked questions

What's the difference between a schedule override and a date exception?

A schedule override adds or changes recurring or location-specific working hours. A date exception blocks or adds availability for one specific date, and is what you use for vacations, sick leave, and unplanned closures.