Assign an employee schedule to a service

In this article

Before you start

• Harbor Demo Group and Harbor Soho are selected in the GB demo, or the relevant organisation and location are active in production.
• You have service:manage and staff-schedule:manage for the location.
• The staff and role selectors can load, which requires staff:view and staff-roles:view.
• The service has a valid title, start time, end time and timezone.
• Public services also need a layout and catalogue. Internal services do not.
• When editing an existing non-recurring service, use an occurrence that has not already started.

Instructions

1. 1.

   Open the service editor

   Open an existing service from the services calendar, or create a new service. In the GB demo, use an editable future occurrence of Harbor Soho's Soho lunch service.

2. 2.

   Open Staff

   Select the Staff tab. This is where employee assignments are managed beside the service time range, role coverage status and staffing summary.

3. 3.

   Add an employee

   Select Add employee. The app creates a draft assignment in relative mode and tries to select the first active employee who is not already assigned in the form, such as Olivia Hart or Mason Reed.

4. 4.

   Set the working time

   Adjust the assignment on the service timeline. Relative mode follows offsets from the service start and end; absolute mode stores fixed start and end times.

5. 5.

   Add notes if needed

   Use notes for operational details about the employee's assignment. Notes are saved with the schedule payload.

6. 6.

   Save the service

   Select Save to submit the full service bundle. New assignment rows are created, existing rows are updated, and existing rows omitted from the submitted list are removed.

7. 7.

   Choose recurring scope

   If the service is recurring, choose whether to update only this service occurrence or future services in the series. Staff schedules inherit recurrence through the parent service.

Validations and limits

• Editing requires service:manage. Mutating included staff schedules also requires staff-schedule:manage.
• Each schedule row needs a staff member, a role and a resolved time range where the start is before the end.
• Relative mode requires integer offsets. Absolute mode uses the resolved start and end times instead.
• The UI avoids duplicate employees within the same service edit session, except for the row currently being edited.
• If a selected employee has no staff role, validation still requires a role; the analysed UI did not prove a manual role selector in the schedule row.
• Coverage warnings can appear when required roles are not fully covered. The analysis did not observe them blocking save.
• There is no individual create, update or delete endpoint for one schedule row. Schedules are saved only through the service bundle.
• Editing is blocked when a non-recurring service has already started.

Expected result

The service bundle is saved with staff schedule events linked to the parent service. Calendar, service and occurrence data are refreshed, and operational warnings are shown when the backend returns coverage issues.