Scheduling lives in three connected surfaces. Managing them needs the scheduling permission, which is deliberately separate from the ability to book appointments — you can grant "runs the rota and signs off payroll" without handing over the client calendar.
| Surface | What it is |
|---|---|
| Team → Scheduling (the Availability tab) | The recurring weekly template — who normally works when |
| Shifts (Scheduled shifts) | Overrides for a specific week |
| Timesheets | What was actually worked, and payroll approval |
Working hours: the template
The template is the default pattern: a person's usual days and times, repeating every week. It's the single most important thing to get right, because without hours nobody appears as bookable on the calendar — the day grid stays empty even though staff exist.
Set each person's working days and times. A day can carry a split range — 9am–12pm, then 2pm–6pm after a break.
Shift templates
Save a week you've built as a reusable shift template ("Full-time M–F", "Weekends only") and apply it to anyone's week. That turns setting up a new starter into two clicks.
Scheduled shifts: overrides
The Shifts tab (Scheduled shifts) is the grid for changing one specific week without touching the template. Someone starting late on Tuesday, covering an extra Saturday, going home early on Friday.
Handy tools on the grid:
- Copy week → next week — duplicate the overrides you've just built
- Pull last week — bring last week's overrides forward
- Copy Monday to all — fill a whole week from one day
- Clear — remove a date's override and let the recurring template take over again
Timesheets
Timesheets holds clock-in records, paid hours, and approvals.
How a timesheet is created
- Clock — someone clocked in and out from the widget on Today. This is the normal case.
- Manual — added by a manager, for a missed punch
- Auto — filled in automatically for a scheduled shift with no punch
States
| State | Meaning |
|---|---|
| Clocked in | Live, still running |
| Clocked out | Finished, not yet reviewed |
| Edited | Adjusted by a manager after the fact |
| Approved | Signed off and locked for payroll |
| Voided | Discarded |
Click a row to open its detail drawer — clock in/out, breaks, and the raw versus paid minutes. Breaks can be paid or unpaid, and the paid-minutes figure reflects that.
Approving a week
Approve a week to lock it for payroll. Everything approved is what the payroll report is built from, so approval is the moment the hours become authoritative rather than provisional.
Payroll settings — pay period, rounding, break rules — sit behind Payroll settings on the same page.
Staff view
Staff can't open the team timesheet page. They see their own worked hours under My hours, which reads the same records self-scoped to them.
Time off
Operations → Time off
Anyone can request time off. Managers and admins approve or deny, with an optional note back to the requester.
The page shows four figures for the year:
- Allotted — days available
- Approved — booked
- Pending — awaiting review
- Remaining — still available
When you review a request, Owneli tells you who else is already off in that window — the thing you actually need to know before approving.
Approving blocks those dates on the calendar automatically. A pending-approval count shows on the sidebar so requests don't sit unseen.
Configuring it
Settings → Time off & notifications sets which days count as working days (default Monday to Friday), which request types staff can pick, and who receives time-off request emails. Leave the approver list empty to notify every admin and owner.
Reporting
- Growth → Reports → Working hours — scheduled versus worked
- Growth → Reports → Payroll & commission — the pay run, hours with tips
- Growth → Reports → Wages — labour cost against revenue