Using Calendars



Calendars can be used to control resource and team working times on a granular level. By using combinations of calendars and working time slots, you can take a lot of the day-to-day effort out of administering your resources' working time.


Assigning a Calendar

The calendar field will be mandatory for every Team but it will not be mandatory for Resources. If you don't set a calendar against a resource it will default to the calendar used against the team.


Calendar Levels

There are three levels within Oneserve where allocated time types can be applied which will override the default working hours set within the calendar, the levels are Teams, Resources and Calendars.

To ensure the scheduler displays the correct time type it will be important to apply the additional time at the relevant level depending on the outcome you would like to achieve.

The scheduler will display allocated time types in a priority order depending on where it has been assigned. The order time will be display will be

  • Resource
  • Team
  • Calendar

If you have the same time event applied at all three levels the Team would override the Calendar and the Resource would override both Team and Calendar.

If multiple allocated time events are applied at the same time on the same level the record that was modified last would take priority and be displayed on the scheduler.

The time event will indicate what level it has been created against by using the R, T, and C.

  • R - Resource
  • T - Team
  • C - Calendar

The edit and delete options will be available when you are viewing the Working/ Non-Working tab for the relevant level. For the example below, you would need to navigate to the resource page and click on the Working/ Non-Working tab for an individual resource to control the first time record.


Scheduler Displaying Allocated Time Types

The scheduler will display a key to indicate what the different colours represent for allocated time types, they will be split between the Working, Non-Working and Downtime.

Appointments can be scheduled within Working time slots, Downtime and Non-Working time will be displayed on the scheduler but you will be unable to schedule appointments. If appointments have been scheduled before you allocate Downtime or Non-Working time the appointment will be displayed as conflicting and will require rescheduling to an available resource.


If you add notes to the allocated time when you add it to one of the Working/Non Working pages the details will be displayed when you hover over the time record on the scheduler.


Example 1 - Resource Level

Resource: Aaron

  • Allocated time type Bank Holiday: 08.00 - 17.30
  • Allocated time type Overtime: 08.00-17.30

The overtime would be used by the scheduler because its the most recent event, therefore, it will override the Bank Holiday slot. By selecting the edit pencil against the Bank Holiday event and by saving any changes it would set the event to be the most recent, the scheduler will be updated to now show the Bank Holiday slot instead of overtime.



Example 2 - Multiple Levels

  • Calendar: Working Monday - Friday
    • Bank Holiday: 08.00-17.30
  • Team: Direct
    • Overtime: 08.00-17.30
  • Resource: Andy
    • Sickness: 08.00-17.30

The scheduler will display the Sickness time because it has been applied at the Resource level, this will override the Team and Calendar time types.


If the resource sickness time was modified to start later at 10.00-17.30 you would see Overtime from 08.00-10.00 and Sickness from 10.00-17.30 on the scheduler. It will only be the time that overlaps between the different levels that will use the priority ranking because the scheduler can only show one allocated time type at one time.


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