Time off and holidays
Team members ask for time off; you approve or decline it. Approving closes their calendar for those dates — and deals with the appointments already booked in them.
Approve a request
- Open Team → Time off.
- Requests waiting on you show as Pending. Tap a card to see the reason, the dates and any note.
- Choose Approve or Decline.
If the member has appointments booked in those dates, the confirmation tells you before you approve:
3 booked appointments fall in this period. Approving cancels them, refunds any payments and notifies the customers.
That number is the point of the step. Approving a holiday and cancelling three customers' appointments should never be the same unannounced click.
What approving does
- The member's calendar is closed for those dates, so no new bookings can land in them.
- Appointments already booked in the period are cancelled — the same way a cancellation from the bookings page works. Paid appointments are refunded, unpaid invoices are cancelled so nobody is left with a live payment link, bundle and punch-card credits go back, and each customer is notified.
- Anything that couldn't be cancelled is reported: "1 appointment could not be cancelled." That usually means a refund didn't go through. The time off is still approved — cancel the remaining appointment from Bookings once you've sorted the payment out.
Appointments that already happened are left alone. Approving sick leave for last week doesn't refund the clients who were actually seen.
Appointments outside the dates are untouched, including one on the day right after the period ends.
Automatic approval
Under Settings → Time off you can let a reason approve itself — sick leave is the usual one, so nobody waits on you to be ill.
Two things to know about it:
- When you submit a request for someone, automatic approval works as you'd expect: the calendar closes and any appointments in the period are cancelled.
- When a member submits their own request and they have appointments booked in that period, it does not approve itself. It comes to you as pending instead, and the member is told why. Cancelling appointments refunds your customers from your account, so that stays your decision — and you may prefer to move the appointments to someone else rather than cancel them. If their calendar is clear, the request approves itself as normal.
Cancelling time off you already approved
Plans change: someone comes back early, or a holiday was approved by mistake.
- Open Team → Time off and find the approved request.
- Tap Cancel time off and confirm.
The time off is removed and the member's calendar reopens for those dates, so new bookings can land in them again.
Two things it does not do:
- It doesn't bring back the appointments that were cancelled when you approved it. A cancellation is final — the customer has been told and refunded — so rebooking means making a new appointment. The same is true of declining or deleting a request.
- It doesn't shorten a holiday. If someone took the first four days and came back early, cancelling removes the whole period, and the record of the days they did take goes with it. Ask them for a new request covering just those days if you want it on the books.
Team members can cancel their own request while it's still waiting on you. Once you've approved it, cancelling is yours — they'll ask you.
Closing days yourself
Time off is one door onto the calendar; Team → Time off → Exceptions is the other. Use it for the days nobody asked for — Christmas, a renovation week, a Friday you close at lunchtime — either for the whole studio or for one person.
- Open Team → Time off and switch to the Exceptions tab.
- Tap Add exception.
- Choose Apply to: the entire studio, or one team member.
- Choose Closed for a whole day, or Custom hours to work a shorter day.
- Pick the dates (and the hours, for custom hours) and save.
It handles the appointments already booked in those days, exactly as approving time off does. While you are still filling the form it tells you how many:
3 booked appointments fall outside these hours and will be cancelled and refunded when you save.
Saving then asks you to confirm. The appointments are cancelled the proper way — paid ones refunded, unpaid invoices cancelled, credits returned, every customer notified — and appointments that already happened are left alone.
Custom hours work the same way, on the hours rather than the day: closing at 13:00 cancels the 18:00 appointment and leaves the 10:00 one exactly where it is.
Keeping one appointment on a day you close
Sometimes the studio is closed but one appointment should go ahead anyway. Do it in this order:
- First, give that team member a Custom hours exception on that date, covering the appointment.
- Then close the entire studio for the date.
A person's own exception overrides a studio-wide one, so their day stays open and their appointment survives the closure — everyone else's is cancelled. Doing it the other way round cancels the appointment first, and a cancellation cannot be undone.
Changing or removing an exception
Tap an exception to edit it. Moving it onto different dates cancels whatever the new dates need cancelling, and tells you first.
Moving it away from a day, shortening it, or deleting it reopens the calendar and nothing else. It does not bring back appointments that were already cancelled — a cancellation is final, the customer has been told and refunded — so rebooking means making a new appointment.
Closures that came from time off
When you approve time off, the closed dates show up in this list too, marked From approved time off. Those you can't edit or delete here — they belong to the request that created them, and changing the dates on this screen would leave the request saying the person is away when their calendar is open again.
Tap the button on the card to jump to the Time off tab, and cancel the request there. That reopens the calendar in one step.
For team members
You'll find your own requests under My work → Time off. Before you submit, the form tells you how many appointments you have in the dates you picked, so nothing about the outcome is a surprise.