Build the week around availability

On Pro, the Schedule page has a planning bar with three buttons: Build the week, Email schedules and Team availability. Kloqk suggests a schedule and asks people by email, but you decide. Nothing goes on the schedule until you publish it.

Build the week

1. On the Schedule page, tap Build the week. It opens on next week. Use the arrows to pick another week, and the location menu if you have more than one site.
2. What you need. One row per shift, with how many people you need each day. It starts from last week, or from your shifts if last week was empty. Tap + and − to change a day, or add a shift.
3. Who can work. Everyone at the location, with a dot for each day: green for any time, amber for some hours, grey for can't work, blue for time off. Untick anyone who is out this week. Set the most hours a week for each person; Kloqk remembers it.
4. Your week. Kloqk fills each shift. It never puts somebody outside their availability, on approved time off, on two shifts at once or past their weekly hours. Hours are spread fairly, and people keep the shifts they usually work. Change anyone from the menu on a shift. The menu shows who is free first, then who you could still pick and why not. If you pick someone outside their availability, the shift turns orange.
5. Publish. Choose what Kloqk sends, then tap Publish the week. The shifts are added. Shifts already on the schedule stay as they are.

What Kloqk can send when you publish

• Email each person their week: their shifts and total hours.
• Ask people to confirm shifts outside their availability: they get an email asking "Can you work this shift?" and answer yes or no. You get an email with each answer.
• Offer open shifts to people who are free: for a shift nobody could take, everyone who is free for it gets an email. The first person to say yes gets the shift, and it goes on the schedule. Anyone who answers later is told it is taken.

These emails need an email address on the person's profile in Employees. People without one are still scheduled, and Kloqk lists who was not emailed.

Shifts outside someone's availability

The Schedule page lists every shift that is outside the person's availability. For each one:

• Ask sends them the "Can you work this shift?" email. The list and the grid show Asked, then Said yes or Said no.
• Keep anyway keeps the shift and stops the warning.

A yes stops the warning too. A no never moves the shift: you decide what to do. If you change the shift's times later, the warning comes back.

Team availability

Tap Team availability to see everyone's week in one table, with any note they left. Tap Change next to a person to set their availability for them. Employees set their own under My Availability at the top of the Schedule tab on their own page.

Email schedules

Email schedules sends each person on the week shown their shifts, any time, for example after you change the week by hand. With a location tab open, only that location's people are emailed.

Good to know

• Employees can also answer from their own page: questions from you show at the top of their Schedule tab with Yes and No.
• Opening the link in the email doesn't answer anything. They have to tap Yes or No, so an email scanner can't answer for them.
• Building the week needs Change the schedule permission. Owners, admins and managers have it unless you change it in Settings > Team > Permissions.