---
title: "Scheduler: Introductory guide"
description: Learn how to use the Scheduler in Pabau to set staff shifts and working hours, so your team is bookable in the Calendar during your opening times.
---

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# Scheduler: Introductory guide

## Set your staff's shifts and working hours, so they're bookable in the Calendar during your practice's opening times.

- **Available on:** All Pabau plans
- **Pricing structure:** Included as standard
- **Where you can use it:** Pabau web and the Pabau GO iOS app
- **Set-up time:** The Scheduler is one of foundational features in Pabau. However, it's dependent on other features being set up first. Read more in the [Before you start](https://support.pabau.com/en/pabau2/scheduler-introductory-guide#Before-you-start) section.
- **Ideal for:** Any practice that needs to see who's working, when, and where
- **Best-kept secret:** Because the Scheduler feeds staff availability straight into the Calendar (and Online Booking, if you have that enabled), the schedules you set up for your staff members are what clients can actually book. So it's really important to get it right.

<iframe width="256" height="145" src="https://www.youtube.com/embed/pDVRf__oP9A?feature=oembed" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" referrerpolicy="strict-origin-when-cross-origin" allowfullscreen title="Scheduler (updated): A walkthough of our latest updates to Pabau's scheduling feature" style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border-width: medium; border-style: none; border-color: currentcolor; border-image: none;"></iframe>

What is the scheduler?

The Scheduler is where you plan your team's time, i.e., who's working, when, and at which location. Set shifts and working hours for each staff member across all your rooms and locations, and the Scheduler keeps your rota in one clear view.

It works hand in hand with the Calendar. The shifts you set here define when each practitioner is available, and that availability flows through to the Calendar so appointments can only be booked when someone's actually on shift.

**🤔Scheduler vs. Calendar — what's the difference?**

You use the Scheduler to manage your staff: shifts, working hours, and coverage. Meanwhile, you use the Calendar to manage your appointments: booking clients in, taking deposits, rescheduling, and running a waitlist.

### Key things you can do

- Set working hours and shift patterns for each staff member
- Manage staff coverage across multiple rooms and locations
- Adjust shifts as needs change, with availability updating automatically
- Keep online booking availability accurate by keeping the rota up to date

Before you start

As the Scheduler is a core feature in Pabau, there are several features that need to be set up *before* you can start using it. Here's a list of what you need to do first: 

1. [Set up your business details](https://support.pabau.com/en/pabau2/en/pabau2/how-to-set-up-business-details?hsLang=en)
2. [Add your location](https://support.pabau.com/en/pabau2/locations?hsLang=en)
3. [Add your team](https://support.pabau.com/en/pabau2/how-to-create-a-team-member?hsLang=en) and [create and assign roles](https://support.pabau.com/en/pabau2/roles?hsLang=en)
4. [Set up the services you'll offer](https://support.pabau.com/en/pabau2/how-to-create-a-service-category?hsLang=en)<https://support.pabau.com/en/pabau2/how-to-create-a-shift-in-the-scheduler?hsLang=en>

Once these are done, you're ready to [add shifts](https://support.pabau.com/en/pabau2/how-to-create-a-shift-in-the-scheduler?hsLang=en) — and only once shifts are in place can you start booking appointments. 

### Get started

- **New to Pabau?** [Book a demo](https://pabau.com/book-demo/) to see the Scheduler in action
- **Already a customer?** Open the Scheduler in [your Pabau account](https://app.pabau.com)
- **Setting up for the first time?** Start with [Business Details](https://support.pabau.com/en/pabau2/en/pabau2/how-to-set-up-business-details?hsLang=en)<https://support.pabau.com/en/pabau2/how-to-set-up-business-details?hsLang=en>

#### **What does "No team scheduled" on the Calendar mean?**

The Calendar shows **No team scheduled** (or **No team scheduled in** your location) when nobody in your current view has a shift on that day. In the day view, the Calendar only shows a column for a staff member who has a shift that day, so with no shifts there are no columns to book into.

It can also appear when shifts exist but your view hides them, for example:

- the location you have selected has no shifts that day
- you have filtered the Calendar to staff who are not working that day
- everyone working that day has a holiday booked and holidays are hidden

#### **How do I clear it so I can book on that day?**

Click **Edit Schedules** on the message. This opens the Scheduler on that date. Add a shift for the staff member you want to book with, then go back to the Calendar: their column appears and you can book into it. When you view a single staff member's week, a day without a shift shows **\[name\] not scheduled** with the prompt **Add a shift to start booking appointments for this day.**

**NOTE:** If you only need to book occasionally outside someone's normal hours, add a one-off shift for that day rather than changing their regular pattern.

### Related resources

- <https://support.pabau.com/en/pabau2/how-to-configure-appointment-settings?hsLang=en>[How to Create a Shift in the Scheduler](https://support.pabau.com/en/pabau2/how-to-create-a-shift-in-the-scheduler?hsLang=en)
- [How to Edit a Shift in the Scheduler](https://support.pabau.com/en/pabau2/how-to-edit-a-shift-in-the-scheduler?hsLang=en)
- [Setting Staff Permissions](https://support.pabau.com/en/pabau2/setting-staff-permissions?hsLang=en)
- [Managing Staff Leave / Time Off](https://support.pabau.com/en/pabau2/leave-management?hsLang=en)
- [Overview of the Calendar](https://support.pabau.com/en/pabau2/overview-of-the-calendar?hsLang=en)
- [Setting Up Online Booking](https://support.pabau.com/en/pabau2/en/pabau2/online-bookings/online-bookings?hsLang=en)

---

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- [Pabau Account Optimization](https://support.pabau.com/en/pabau2/pabau-account-optimization?hsLang=en)
- [For Patients: How-to Guides](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#main-content)

    - [Client Portal Guide](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#client-portal-guide)
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- [Pabau Product Portal](https://support.pabau.com/en/pabau2/pabau-product-portal?hsLang=en)
- [Pabau Classic to Pabau 2](https://support.pabau.com/en/pabau2/pabau-classic-to-pabau-2?hsLang=en)
- [Compliance](https://support.pabau.com/en/pabau2/compliance?hsLang=en)
- [Care Plus Upgrade](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#main-content)

    - [Getting started](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#getting-started)
    - [Cases](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#cases)
    - [Forms & templates](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#forms-templates)
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- [Marketing Plus upgrade](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#main-content)

    - [Getting started](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#getting-started)
- [Labels](https://support.pabau.com/en/pabau2/labels?hsLang=en#main-content)

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- [Engage](https://support.pabau.com/en/pabau2/engage?hsLang=en#main-content)

    - [Getting Started](https://support.pabau.com/en/pabau2/engage?hsLang=en#getting-started)
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- [Insurance Billing](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#main-content)

    - [Insurance Billing (UK)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-uk)
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- [Data Hub](https://support.pabau.com/en/pabau2/data-hub?hsLang=en)
- [Ultrasound Configuration (DICOM Setup)](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#main-content)

    - [GE Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#ge-ultrasound-machines)
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    - [Samsung Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#samsung-ultrasound-machines)
    - [Philips Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#philips-ultrasound-machines)
    - [Canon Ultrasounds](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#canon-ultrasounds)

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