Spa Planner staffing

Staffing

Staffing in Planniac is designed to give you a single place to manage your team, schedules, availability, and time off—so your operations stay aligned with guest demand and real-time activity planning.

This article covers:

• Importing and setting up team members
• Managing staff schedules
• Handling time off and availability
• Sharing schedules with your team

1. Importing Team Members

You can bring staff into Staffing directly from your existing Planniac setup or add them manually.

Import from Planniac

If your team members already exist in other parts of Planniac (such as activity assignment or operational settings), you can import them to avoid duplicate setup.

Steps:

1. Spa staff need to first be setup as Team Members in Planniac with Spa role permission Settings>Team members
2. On Spa Planner, go to → Staffing (the link is under the calendar)
3. Select Import Team Members
4. Choose users from your existing Planniac workspace
5. Assign:
6. • Role (e.g., therapist, guide, admin, support)
   • Default location or department (if applicable)
   • Base working hours (optional)
6. Confirm import

Imported staff will automatically be available for scheduling and must appear on the schedule before they can be selected for appointments.

2. Managing Staff Schedules

Schedules define when staff are available for assignments, bookings, and activities.

Creating a Schedule

1. Go to Staffing → Schedules
2. Select a team member
3. Add shifts by:
4. • Day of week
   • Start and end time
4. Save schedule

Editing Schedules

• Click to add or adjust shifts in the calendar view
• Update recurring patterns for weekly schedules
• Override specific days without affecting the full pattern

Key Behavior

• Schedules directly control availability for booking and assignment
• If a staff member is not scheduled, they will not appear as available for assignments in activity planning or upsell flows

3. Time Off Management

Time off ensures staff are automatically excluded from scheduling and availability checks.

Adding Time Off

1. Go to Staffing →
2. Click on a date for a team member on the staff schedule
3. Click the 3 dots at the top of this modal
4. Select Time off
5. Add:
6. • Date range (or single day)
   • Type (vacation, sick leave, training, personal)
   • Optional notes
6. Save

How Time Off Affects the System

• Removes staff from availability in the Spa Planner and activity scheduling
• Blocks assignment in reservation workflows
• Overrides any existing scheduled shifts for that period

4. Viewing and Managing Availability

Availability is a combination of:

• Base schedule
• Time off
• Real-time assignments

The system automatically calculates:

• Who is available now
• Who is partially available (limited capacity or overlapping shifts)
• Who is unavailable

This ensures that guest bookings only match valid staff capacity.

5. Sharing Schedules

You can share staff schedules internally so teams stay aligned across departments.

Share Options

• Team View: Full schedule across all staff
• Individual View: Single staff member schedule
• Department View: Filtered by role or location

How to Share

1. Go to Staffing → Schedule View
2. Apply filters (team, role, location)
3. Click Share
4. Choose format:
5. • Internal link (recommended)
   • Export (if enabled)
   • Print view

Best Practice

• Share weekly schedules every Friday or Sunday for operational readiness
• Keep one “source of truth” schedule rather than duplicated exports

6. Operational Tips

• Keep schedules simple and consistent—avoid over-fragmenting shifts
• Always update time off first before adjusting schedules
• Use roles consistently so staffing logic stays predictable across Spa Planner, Planniac activity scheduling and upsell.
• Regularly review availability mismatches after imports or schedule changes