Special Days in Employees’ Profiles

The Special Days feature is designed for flexible scheduling, allowing you to assign unique working hours or service offerings to an employee for specific dates or periods. This feature is ideal if your business has services that are only available occasionally, or if an employee has irregular availability. For example, if an employee can work extended hours on a particular day or only offers a specific service once a month, you can configure these details under Special Days.

Unlike the employee’s regular schedule, which sets standard working hours and services, Special Days give you the flexibility to customize availability for one-time or sporadic service offerings. Once set, these days will override the employee’s general working hours but will still respect any assigned Days Off, meaning that if a Day Off overlaps with a Special Day, the Day Off will take precedence, and the employee will be unavailable.

If your employee or service is available only at certain times or irregularly, this feature allows you to remove regular working hours altogether and rely solely on Special Days. This way, on the front end, customers will see the first available appointment slot without needing to search through unavailable days. This setup works particularly well for seasonal services, special workshops, or limited-time offerings.

Setting up Special Days

To set up a Special Day, access the Special Dyas tab and click on the “Add Special Day” button, and configure:

Date or Range: Select either a specific date (by double-clicking a single date) or a range of dates if the employee follows the same schedule for multiple days.
Work Periods: Define one or multiple periods of work time for the chosen dates.
Services: Choose one or multiple services that will be offered during each period.
Location: Choose one or multiple locations your employee operates in during these dates and select the relevant location for each period.

After setting up the schedule, click “Save Special Day” to apply the changes.

The Special Days feature does not include a “Break” option like the Work Hours setting. For instance, if an employee has a dentist appointment at 12:30 and needs to be away for a couple of hours, create a single Special Day with two periods. The first period should end when the employee leaves, and the second period should begin when they are expected to return. The gap between these periods serves as the break during which the employee will not be available for their assigned services.

You can add multiple periods within the same Special Day as needed, but keep in mind that they cannot overlap. To add a period, click on the “+ Add Period” option located below the hours, services, and locations dropdowns. You can also use the “-“ button to delete a period if necessary.

Similar to the Work Hours setup, you can select multiple services and/or locations within the Special Days configuration. For instance, you could create a special day period from 09:00 to 12:00 when the employee will work at Location 1, and then another period from 13:00 to 17:00 when they will be at Location 2. These two periods can encompass all assigned services or only the specific services you choose to include.

Additionally, you have the flexibility to select multiple locations for a single period, allowing your customers to choose where they want their appointment to take place. This feature provides greater versatility in managing employee schedules and improving customer experience.

Duplicating Special Days

Next to each Special Day created, you will find three buttons:

Copy
Edit
Delete

While the functions of these buttons are fairly straightforward, the Edit feature deserves a bit more explanation.

When you click on the Edit button, the special day will be duplicated, but the date range will be left blank. This allows you to copy the periods, selected services, and/or locations without having to re-enter all the details. It also gives you the flexibility to set a different date or date range, making it easier and quicker to create multiple Special Days when needed.

Important Notes

Priority of Days Off: Special Days, along with Work Hours periods, will be overridden if there are Days Off during those dates. This means that Days Off take precedence in the employee’s schedule

Avoid Overlapping Special Days: Do not create multiple Special Days for a single date or overlapping date ranges. This can lead to confusion in your list of Special Days and disrupt the employee’s available time slots. Since the employee’s schedule is stored in Amelia’s database, creating multiple Special Days for the same date may overwrite previous entries, causing conflicts in availability. Instead, you can add multiple periods for the same date or date range.

Editing Special Days by Employees: Employees can edit their Special Days if you have granted them permission to manage their schedule through the roles settings. They can do this via the front-end Employee Panel or by logging into WordPress.

To enable WordPress access, ensure that the Amelia Employee user role is assigned to them in the Employee Profile. With this user role, employees will only be able to access their profile information and view their Appointments and Events. They will not have the same level of access as Admins or Managers.

Days Off Employee Badges