How to Manage the Timetable – Your Booking Platform
Step-by-step guide

How to Manage the Timetable

View your team's weekly schedule at a glance, add new shifts, update existing ones, and set recurring shifts — all from the Timetable page.

📅
Weekly Overview
The Timetable shows every employee's working hours for the entire week — Mon to Sun — with total hours per employee on the left.
🔁
Recurring Shifts
Set a shift to repeat weekly or bi-weekly automatically. Choose a custom end date or let it run indefinitely.
🤖
Zoe.AI Smart Linking
The Timetable connects with Zoe.AI for smart schedule linking — helping optimise shift recommendations based on bookings.
Shift colours:
Normal shift
Modified / special shift
Different location / role
No shift — click + to add
➕

Add a New Shift

Add a shift to any employee for any day directly from the Timetable. Cells with a dashed border and a + icon mean no shift is scheduled for that day yet.

1
Navigate

Go to the Timetable

From the sidebar menu, click Timetable under the Staff section. You'll see the full weekly grid with all employees and their current shifts.

yourbookingplatform.com/timetable
TimeTable
ℹ
Zoe.AI smart schedule linking
← April 20 – 26 →
Employees HRS (20) Mon (21) Tue (22) Wed (23) Thu
Vera 60.00
+
09:00 - 19:00
09:00 - 19:00
09:00 - 19:00
Patty 56.00
13:00 - 22:00
+
13:00 - 22:00
13:00 - 22:00
Nelly 51.00
11:00 - 20:00
11:00 - 20:00
11:00 - 20:00
+
Nina 34.00
+
09:00 - 19:00
09:00 - 17:00
09:00 - 17:00
2
Select Day

Click the "+" on the day you want to add a shift

Find the employee's row and the day column. If there's no shift yet, you'll see a dashed cell with a + icon. Click it to open the Save Shift form.

💡
You can navigate to different weeks using the ← → arrows at the top, or jump back to the current week with the TODAY button.
3
Set Shift Details

Enter start time, end time & save

In the Save Shift form, set the Start Time and End Time for the shift. If this is a one-off shift, leave recurring off and click Save Shift.

yourbookingplatform.com/timetable
Save Shift
09:00
19:00
Is Recurring
Turn on to repeat this shift weekly or bi-weekly
4
Done

The shift appears on the timetable

After saving, the cell updates immediately showing the shift times as a yellow block. The employee's total weekly hours in the HRS column updates automatically.

HRS column updates automatically after each shift is added
Yellow = normal shift, pink = modified shift
Add shifts for any past or future week
✏️

Update an Existing Shift

Need to change start/end times or stop a recurring shift? Click on any existing shift block to edit it.

1
Open Shift

Click on an existing shift block

In the timetable, find the shift you want to update and click on the shift time block (the yellow, pink, or grey cell). The Update Shift form will open.

2
Edit Times

Adjust start time, end time or recurring settings

Update the Start Time and/or End Time as needed. You can also toggle Is Recurring on or off, or change the recurrence frequency.

yourbookingplatform.com/timetable
Update Shift — Vera, Wednesday
09:00
19:00
Is Recurring ✓
This shift repeats automatically
Weekly∨
Never∨
3
End Recurrence

Set an end date if the shift should stop

If a recurring shift needs to stop after a certain date, set Recur End to Custom Date and choose the last date. Select Never to keep it running indefinitely.

⚠️
Updating a recurring shift may affect all future instances of that shift. Double-check the recur end setting before saving if you only want to change one occurrence.
4
Save

Click "Update Shift" to apply changes

Click Update Shift to save. The timetable updates immediately and the HRS total is recalculated.

🔁

Set Recurring Shifts

Save time by setting shifts to repeat automatically every week or bi-weekly. Perfect for employees with a fixed schedule — set it once and the timetable fills itself.

1
Add or Edit

Open the Save Shift or Update Shift form

Recurring can be set on both new and existing shifts. Click + to add a new shift, or click an existing shift block to edit it.

2
Enable Recurring

Toggle "Is Recurring" on

In the shift form, toggle the Is Recurring switch to on. Additional fields will appear — choose the recurrence frequency and the end date.

yourbookingplatform.com/timetable
Save Shift — Khanh, Monday
19:15
22:00
Is Recurring ✓
This shift will repeat automatically
Weekly∨
Never∨
3
Recurrence Options

Choose frequency and end date

Set how often the shift repeats and when it should stop:

W
Weekly
The shift repeats on the same day every week.
BW
Bi-Weekly
The shift repeats every two weeks on the same day.
∞
Recur End: Never
The shift keeps repeating until you manually stop it.
📅
Recur End: Custom Date
The shift stops repeating after the date you specify.
4
Save

Click Save — the shift fills future weeks automatically

Click Save Shift. YBP will automatically populate that shift across all future weeks according to the recurrence setting. You don't need to add it manually each week.

✅
Best practice: Set recurring shifts for employees with fixed schedules (e.g. every Monday 09:00–19:00) and only add manual shifts for exceptions or one-off days.
❓ FAQ
Frequently Asked Questions
Common questions about managing the Timetable.
What does the HRS column show?
+

The HRS column shows the total scheduled working hours for that employee in the current week being viewed. It updates automatically every time you add, edit, or remove a shift.

What's the difference between Weekly and Bi-Weekly recurrence?
+

Weekly repeats the shift every 7 days on the same day. Bi-Weekly repeats it every 14 days — useful for part-time employees who work alternate weeks.

Can I add shifts for past dates?
+

Yes. Use the ← → arrows to navigate to past weeks and add or edit shifts there. This is useful for correcting payroll records or filling in historical schedules.

How do I stop a recurring shift?
+

Click the recurring shift block in the timetable, open the Update Shift form, and either toggle off Is Recurring or set the Recur End to a Custom Date in the past or present.

What do the different shift colours mean?
+

Yellow is a normal shift. Pink indicates a modified or special shift (e.g. one that has been manually adjusted from a recurring pattern). Grey typically indicates a shift at a different location or under a different role. A dashed empty cell with + means no shift is scheduled for that day.

Timetable is under control! 📅

Your team's schedule is now easy to manage — add, edit, and automate shifts from one clean weekly view.

  • Navigate to Timetable
  • Click + to add a shift
  • Click a shift to update it
  • Set recurring shifts
  • Control recur end date
Open Your Dashboard →