Schedule and time

Who sees what

The barn owner manages staffing, and so does anyone whose login is Manager (the owner sets it in the Login box on the person's page). Managers see every employee's week, build the schedule and approve time, offered shifts, trades and time off. Payroll and what people are paid are the owner's, and so is the setup under Settings → Staffing, unless the owner turns on Pay or Settings for managers under Settings → Managers (see People and logins). Everyone else on the staff list sees their own shifts, their own availability, and their own time cards. They can also look at the whole team's schedule to see who else is on, but can't change it, and never see anyone else's time cards, availability, or the notes on other people's shifts. An employee is a person of kind staff or instructor under People, with or without a login.

Set it up

1. Open Settings → Staffing, which opens on Scheduling; Staffing's other two pages are Time clock and Pay. Under Work types, click Add work type for each kind of work (Barn chores, Lessons, Office), with a color and a default hourly rate. Work you no longer do is Archived: past shifts and time keep it, but it isn't offered for new shifts, time entries, rates or the time clock. It can't be archived while upcoming shifts, a standing shift or a setting (the lesson or paid time off work type) still use it; the message says which. Archived types fold away under Show archived, each with Restore.
2. Under Staff, type a rate for anyone paid differently from the default; a blank box means the work type's rate. A rate typed there starts today (someone's very first rate for a kind of work covers the time they've already worked). The same rates are on each person's own page under People, on the Employee tab, in the Pay and time clock card, where a change can be dated.
3. Under Pay → Pay periods and overtime, choose the pay period (weekly, every two weeks, twice a month, or monthly) and the day it counts from, the day the overtime week starts, and what counts as overtime. (Which day the managers' schedule weeks start on is the barn's, under Settings → Company profile → Weeks start on: Monday unless you pick Sunday, so the weekend sits together. An employee's own week follows the overtime week.) The defaults are sensible; Save pay rules when done. Clocking rules (grace periods, approval, rounding, where people clock in) are under Time clock, and each saves on its own page.
4. Under Pay → Holidays, add the days that pay extra. Each uses the holiday multiplier from Pay periods and overtime unless you give it its own. A closed pay period keeps the multiplier it had when it closed, so changing it there changes open periods only; reopening a period and closing it again takes the new one. Suggest holidays fills in a year at once: pick this year or next (from October on it starts on next year) for a checklist of US holidays on their real dates, never the Friday or Monday a weekend holiday is observed on, since a barn works every day. New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day start ticked; Martin Luther King Jr. Day, Presidents' Day, Easter Sunday, Juneteenth, Indigenous Peoples' Day, Veterans Day, the day after Thanksgiving, Christmas Eve and New Year's Eve are there to tick. A day already on the calendar shows as Already added. Add puts them all in at the barn's holiday rate. Edit on a holiday changes its date, name or rate in place, whether it's a Paid holiday, and its Paid day (see Paid holidays below). In the checklist a second tick, Paid, starts on for the six. A holiday in a closed pay period can only be renamed: adding one there, removing it, moving it in or out, or changing its rate would change what the period paid, so reopen the period first.

The week

Schedule opens on a grid: employees down the side, seven days across, shifts as blocks in each person's color. Click an empty day to add a shift there (who, work type, day, start, end, a note); click a block to change or remove it. Also on, under the day, lists the rest of that week: tick Wednesday and Thursday too and one save makes the same shift on all three (a day where they already have a shift then is skipped, and the schedule says so). An end time at or before the start means the shift runs past midnight. Copy last week brings the previous week's shifts into this one, and the arrows move a week at a time.

To repeat a shift, tick Repeat weekly, then either Until a last day (one shift a week on that weekday, up to a year ahead) or No end date for a standing shift: someone's regular Tuesday morning, every week until you end it. A week where the person already has a shift then is skipped, and the schedule says which weeks were. Opening one of those shifts later asks whether a change (or Remove) is for This shift or This and following; a later week that was offered up or traded to someone else keeps its new owner. Copy last week leaves repeating shifts out, since they're already there. With Also on days ticked, each day repeats on its own weekday.

Colors. Each person has one calendar color, set on their page under People, and it's the same color on the lesson calendar and the staff schedule. In the color picker, a small dot marks colors someone else already has (hover to see who). Person colors and Work type colors, above the schedule, switch what the blocks are colored by; someone with no color of their own keeps their work type's.

Standing shifts carry a small weekly tag on the schedule. They're kept eight weeks ahead: the first eight are made when you save it, and another week is added as each week goes by. A week you change, cancel, or that was offered up or traded to someone else stays exactly as it was left; it's never made again or put back. Weeks after someone's employment ends aren't made. This and following changes the standing shift from that week on, including the weeks added later (the times, the work type, the person, the web switch); removing a week with This and following ends it the day before. To end it on a day, open one of its weeks and use End the weekly shift on, or End on the person's page: later weeks still theirs come off the schedule, while weeks already worked, offered up or traded stay. Each person's page under People has a Regular weekly schedule card on the Employee tab listing their standing shifts (weekday, times, work type, since and until), with Edit (opens the next week on the schedule) and End.

If a shift lands on someone's approved time off, or at a time they said they can't work (see Availability below), it's still saved, and a note under the view says so, in case you know something the schedule doesn't: "Ana isn't available Tuesdays after 3 PM". A repeating shift says it once, not once a week.

When the barn lets people clock in from the web (see Where you clock in), the shift form has a Clock in from the web switch. On, that employee can clock in and out for the shift from the app or the website; a repeating shift carries it to every week, and Copy last week keeps it. Off, the shift is clocked on the barn's tablet, as every shift is when the barn's setting is off.

The Hours column adds up each person's week, and the Total row adds up each day. Anyone scheduled past the overtime limit under Staffing → Pay shows in amber with the word overtime, so it can be fixed before it's paid. By work type turns the grid around: a row per work type, each shift labeled with who's working it, and a click on an empty day adds a shift of that type. To staff one kind of work while still seeing each person's whole week, stay By person and pick a Work type above the grid: the rows narrow to the people who do that work (a rate for it on their page, or everyone when no rates are set, plus anyone already on a shift of it that week), with all their shifts, time off and availability still showing, and a click on an empty day adds a shift of that type.

Other ways to look at it

The buttons above the grid switch views, and the arrows step by whatever the view shows. Each view has a key: w, d, m and l. Week has three arrangements: By person, By work type and By time.

1. Week is the grid above. A day someone can't work at all is hatched gray in their row; part of a day shows as a hatched chip, such as Not 8 AM–5 PM, with the why and any note on hover. A shift at a time its person can't work carries a ⚠ Unavailable tag. To mark someone's availability, drag across their row over one or more days (with a mouse), or click a day and switch the sheet from Shift to Availability: Can't work or Can work only, all day or between two times, for those days only or Every week, with a note. It adds to their weekly availability rather than replacing it.
2. Day lays one day out by the hour, a row per person or per work type. It's where a phone opens, since a week's seven columns don't fit one; on a narrow screen it starts scrolled to the day's first shift. The strip along the top counts how many people are on every half hour, and a half hour with nobody on, between the day's first shift and its last, shows in red. Each person's row is tinted green over the hours they said they can work and hatched gray over the hours they can't. Drag along a row over the hours you want and let go to add that shift; the stretch is highlighted as you drag, turns amber and says why when it crosses that person's unavailable time, and Esc drops it. A single click adds a two-hour shift from that time.
3. Week › By time is the week the way a calendar app draws it: days across, hours down, each shift a block with the person, the work type and the times, side by side where they overlap. Drag down a day over the hours you want to add that shift (Esc drops it), or click a time to add a two-hour shift there. Whole days off and whole days someone said they can't work sit in an All day row across the top, as in Google Calendar: days in a row are one bar (gray for time off, hatched for unavailable). A small unavailable marker under a day's heading names each person scheduled that day at a time they can't work. On a phone it shows one day at a time, opening on today, with arrows either side of the day's name to move along the week. Printing it prints the hours you're looking at rather than the whole day from midnight, stretched to fill a landscape page: scroll to the morning and the print starts in the morning. It always widens to take in every shift on the days printed (the one day, on a phone), so none is cut off.
4. Finding a time for several people. In Week › By time, add people under Find a time for (type a name and pick it; the × on a chip takes them off). The grid then shows only their shifts, plus open shifts, and shades every stretch when any of them is busy: a time they said they can't work, time off, or a shift they're already on. Hover the shading to see who and why. Clear = everyone picked is free, so drag down a clear stretch to add a shift then: with one person picked it's theirs, with several you choose who, and the people you picked are at the top of the list. The people picked are part of the page's address, so the link can be sent to someone else. An old link to the Calendar view opens here.
5. Month shows the whole month, with the first few shifts and how many people are on each day. Whole days off and days someone can't work run as one bar across the days they cover. Pick a person or a work type at the top to see only theirs. Click a day to open it in the Day view.
6. List is the week as plain lines, day by day: the times, who, and the work type. Print prints just the list, for the wall in the tack room. It narrows to a person or a work type like the month.

Your shifts in your own calendar

Add my shifts to my calendar, at the top of Schedule, gives you a link for Apple, Google or Outlook Calendar with only your own shifts. It keeps up as they change: one offered up or traded, a new time, a shift taken off. It's a named link ("My shifts", which you can rename) like the barn calendar's (see Calendar and events): it's yours alone, shown once, and under Your calendar links you can get a new one (the old address stops) or turn it off without touching your other links.

For employees

Employees see their own shifts for the week, with any approved time off. Click a shift to offer it up or trade it (see Offering up and trading shifts below). Everyone, next to Mine, shows the whole team's schedule in the Week (by person, by work type or by time), Day or List view, handy before offering one up or asking for a trade. Only managers add or change shifts, and notes on other people's shifts are left out; your own shifts there open to be offered.

Draft and publish

Getting a week right takes a few passes, so changes to the schedule wait until you publish them. A new shift is a draft, outlined in dashed amber; a changed one is outlined in amber; a removed one is faded and struck through. Hover one to see who changed it last and, for a change, what everyone else still sees. Employees see the schedule as it was last published, and so do their phones, their calendar subscriptions and the time clock, until it's published. The same goes for lessons on the calendar and the families in them (see Lessons).

While anything is unpublished, a bar above Schedule and Calendar says how much, and how much of it is yours. Review and publish opens the preview: My changes or Everyone's, each one marked New, Changed or Removed, with what it was and what it will be. Untick anything not ready, then Publish. Each person affected gets one notice ("Schedule updated: 2 new shifts, 1 changed"). If a change no longer fits, such as an overlap made since, it stays unpublished and the preview says why. Discard throws a change away: a changed shift goes back to what was published, a new one is removed.

Decisions on offered shifts, trades, the pool and time off go out as they're made, since the people involved are told. To publish every change as you make it instead, turn off Schedule changes wait until they're published under Settings → Company profile.

Open shifts and the pool

When you know a shift is needed but not who can work it, add it with Who: Open shift (anyone can take it). It shows on the schedule as a dashed outline in an Open shifts row at the top, and in the Open shifts section of Requests for everyone who could work it (by the same rule as an offered shift: a rate for that work type, or everyone when nobody has one). A shift someone offers up to anyone lands in the same place. Who starts on Pick someone… unless you add from a person's row or the Open shifts row, so a shift is open only when you choose it; to put an assigned shift back in the pool, open it and pick Open shift under Who.

Anyone who can tap I can take it, with a note for the manager if they like ("I can do it but need to leave by 4"). Several people can; the shift stays there for the others until a manager decides, and your answered shift is marked so you can see you're in line. Until then, Take it back withdraws your answer. Nobody else sees who answered, only how many.

Managers see everyone who answered, with their notes. Give it to someone in one tap, or Assign… to pick anyone, change the times to fit them, or Split with someone else: up to four people, each with their own part of the shift (the first part stays this shift, the rest become new shifts of the same work). The people who got a part hear "The shift is yours", everyone else who answered hears it went to someone else, and whoever offered it up hears it's covered. You can also just open the shift on the schedule and pick someone under Who; the answers settle the same way. Removing an open shift tells anyone who answered.

Offering up and trading shifts

Employees can hand off a shift without a round of texts. Open one of your own upcoming shifts, on your week or on Everyone, and choose:

A shift that's offered up or up for a trade wears a small tag in every view: offered, claimed or trade pending. Nobody can take a shift that would put them on two shifts at once or on their approved time off. Once it goes through, the shift shows who had it before. Shifts made from the lesson calendar can't be offered up or traded; ask for a cover on the lesson instead (see the Lessons guide): cover requests sit beside offered shifts and trades on Requests, are approved the same way, and count toward the same number.

Schedule → Requests lists it all: what's waiting on you, the shifts up for grabs, your own offers, and your time off. The number beside Requests counts what's waiting on you there, and the dashboard lists each one under Open tasks. You can take back an offer until someone takes it.

Approving offered shifts and trades

By default a taken offered shift or an accepted trade waits for a manager. It's at the top of Requests under Waiting for approval, with both people and both shifts, and a warning if the change would put someone past the overtime limit that week. Approve moves the shift; Decline leaves it as it was, with a reason if you give one. Both people are told either way. A manager can also cancel any offer or trade still in play, and changing a shift's person, work type or times cancels its offer or trade (a note change doesn't).

Under Settings → Staffing → Scheduling → Offers, time off and availability, When someone takes an offered shift or accepts a trade can be It takes effect at once instead; managers are then told after the fact. No hand-offs this close to a shift (12 hours unless you change it) stops shifts being offered or taken at the last minute: inside it, people call a manager, and an offer nobody took expires.

Time off

On Requests, Request time off asks for a day, several days, or part of a day. With times, it runs from the start time on the first day to the end time on the last. The reason is optional, and only managers see it. You can withdraw a request while it waits; once it's approved, ask a manager to cancel it.

Managers approve or decline it under Waiting for approval. Approving lists the person's shifts in that time, and for each one you can Offer it to the others on their behalf, Delete it, or Leave it. Approved time off shows on every schedule view as gray (a shaded day, a band on the Day view and Week by time, a line saying Off in the list), without the reason. Time off notice under Staffing → Scheduling marks requests for days sooner than that as short notice; they're still taken.

Paid time off

When the barn has time-off policies (see below), a time-off request can be paid from a balance. The form's Paid from lists the policies you're on with what's left in each, or Unpaid. Pick one and it shows the hours it would take and your balance after. The suggestion is your scheduled shifts on those days, or 8 hours a day when nothing is scheduled; a part day counts only the hours asked for. A new employee may have to wait some days after their first shift before using a policy, and until then can ask for unpaid time off only.

Your balances are at the top of Your time off on Requests and on Schedule → Time. Managers see a waiting request's paid hours by day and the balance after; Edit paid hours changes any day before approving. Approving takes the hours from the balance, and is refused when that would go below zero unless the policy allows it. Cancelling approved paid time off puts the hours back. Once its pay period is closed, it can't change until the period is reopened.

Each person's page under People shows their balances in the Time off card on the Employee tab, with Adjust for an opening balance or a correction (add or take away hours, with a note) and the history every balance adds up from: hours earned, used, adjusted, expired and reversed. Nobody is notified of an adjustment.

Coworkers still see only the gray band. Which kind of time off someone took, whether it's paid, and anyone's balance are for that person and the managers, since sick time is nobody else's business.

Raises and pay history

On a person's page, Employee tab, Change beside a work type in Pay and time clock takes the new rate, the day it starts (Effective, today unless you change it) and an optional note. Leave the rate blank to put them back on the work type's default. A later day schedules the raise: the card shows it ("$20.00/h starts Tue, Nov 3") and the current rate stays until that day. A change can't reach back into a closed pay period; reopen the period first.

Payroll pays every day at the rate in effect that day. When a raise lands in the middle of a period, that work type gets two lines on the payroll, one per rate, with the days each covers, so the hours before the raise are at the old rate and the hours after at the new one. Changing a work type's default rate works the same way: it applies from the day you change it, and time already worked keeps the default it was worked at.

The Pay history card lists every change for each work type, newest first: the rate, the day it took effect, who made it and the note. A scheduled raise can be called off with Cancel until its day; a change already in effect stays, and a correction is a new change. Rates on file before pay history was kept show as from the start.

Employment status

The Employment card on a person's Employee tab records when they were hired, went on leave, came back, left, or were rehired, each from a day, with a note. Someone with nothing recorded counts as active. Add an entry records one by itself (a hire date, or a change from the past); an entry made by mistake can be deleted.

Changing someone's employment status

When someone leaves, goes on leave, comes back or is rehired, use Change employment status…: in the ⋯ menu on their page (where Archive is for everyone else), on the People list, or Change status… on the Employment card. Managers can use it. It goes a step at a time, each saying what it found, and the steps on the left (or "Step 3 of 9" on a phone) let you jump around:

1. Status and day. Employment ends (pick their last day worked), goes on leave (the first day off, and the day they're expected back if you know it), back from leave or rehired (the first day back). Today or a later day.
2. Login and roles. Make their login a client login, or turn it off. A client login is suggested when they still own or lease a horse, are a parent, ride lessons or have an account balance, and the step says which; with none of those, turning it off is. Works here and Teaches lessons go off. On leave, keep the login or pause it until they're back. Changing a login takes the Logins permission, and only the owner changes a manager's.
3. Shifts. Their shifts from the day on, and their standing (weekly) shifts: offer each up to the team (it becomes an open shift), cancel it, give it to someone, or keep it. All shifts at once sets every row. A leave with an expected return reaches only the shifts before it.
4. Lessons. Lessons they teach from the day on: Another instructor for good, A substitute covering for them, take them off a lesson someone else also teaches, or keep it.
5. Open requests (optional). Their offers and trades, "I can take it" answers, time off waiting for a decision and cover requests from the day on are cancelled; whoever asked is told. Approved time off after the day stays; cancel it on Requests if it shouldn't be paid.
6. Time and final pay (optional). Clock them out if they're clocked in, approve entries waiting for approval, see the pay period, and their paid time off balance with Paid out or Not paid out. That's a note on their employment record: 1barn never pays it.
7. Punch code and access (optional). Retire their punch code so the Time Clock stops taking it, take them out of group conversations, turn off their calendar links at this barn, so calendars subscribed to them stop updating, and Disconnect their AI apps (ChatGPT, Claude) here, so their next request to this barn is refused. The step says how many of each; both are on to start when employment ends or their login is turned off or paused, and like the other access changes they wait for a later day. Their links and apps at other barns aren't touched. Manager permissions belong to the barn, not a person. Staff notifications stop with Works here and Teaches lessons off.
8. Private note (optional). A reason, seen only by managers, and whether they're eligible for rehire.
9. Archive (optional, off to start). Also archive them, suggested only when nothing else ties them to the barn. Their employment history, time entries and payroll stay either way.

Review says what will happen, line by line, and one button does it; then a summary says what happened and anything that couldn't be done (a closed pay period, someone already on a shift that day). Shifts, lessons and requests are handled at once, but only from the day on. With a later day, the login, Works here and Teaches lessons, the punch code, conversations, calendar links and archiving wait for that day and happen by themselves; the Employment card says what's waiting, and deleting the entry takes it back. An ending whose last day is today changes them at once.

For someone who works here or has employment history, Archive isn't offered: Change employment status takes care of their work first and archives them as its last step. An assistant connected with a manager's login can preview the change and, after checking with you, make it.

On leave: they stay on the schedule and in the Staff list with an on leave tag, and putting a shift on a day they're on leave comes with a warning. Ended: from that day they drop off the schedule's pickers and the Staff list, can't clock in (the time clock says their employment has ended), can't be given a shift or take an offered or traded one, and a repeating shift stops before it. An entry they left open can still be clocked out. Their past shifts, time cards and payroll stay as they were. Change employment status hands on their shifts and lessons from that day. Rehiring puts them back.

Employment status is seen only by the barn's managers, and pay history only by the owner and managers with the Pay switch on. An assistant connected with a manager's login can read and change employment status; pay history stays in 1barn.

Paid holidays

A paid holiday pays eligible staff a day's hours on a holiday they don't work, without a clock-in. Each holiday has two dates. Its real date is when hours worked pay its multiplier (Holiday worked). Its paid day is when eligible staff get their holiday hours (Holiday paid). A holiday on a Saturday is paid the Friday before and one on a Sunday the Monday after, so Independence Day 2026 (a Saturday) is paid Fri Jul 3 while work on Sat Jul 4 still pays the multiplier. Under Settings → Staffing → Pay → Pay periods and overtime, Weekend paid holidays can pay them on the day itself instead, and Edit on a holiday can pick the day itself or another day. Turn Paid holiday off for a holiday that only pays extra to whoever works, such as Christmas Eve. Holidays you had before paid holidays came in are paid holidays, but nobody gets one until you turn someone on.

Who gets paid holidays, at the foot of the Holidays card, lists everyone on staff with Full-time or Part-time, a Paid holidays switch and the hours each holiday pays them (8 unless you change it). Turn on for all full-time ticks everyone full-time; part-time staff can be turned on by hand. Pick the From day, then Review shows a line per person ("Parker Wells: paid holidays on, 8.00 h. Next: Thanksgiving Day, Thu Nov 26") before you save. The same terms are on each person's Employment card (see People and logins). Full-time or part-time is any manager's to set; who gets paid holidays and their hours need the Pay permission.

On the paid day, the Schedule shows Paid holiday · 8 h for each person, gray like approved time off, in every view, and day headers name the holiday. It can't be offered up, traded or dragged, and it's never an open shift. Someone who also works that day shows both. Someone on leave, whose employment has ended, or who isn't hired yet on the paid day isn't paid, and neither is anyone whose paid holidays start later. Each person gets one paid holiday a day: two paid holidays on one paid day (Christmas Day 2027 is a Saturday, paid on Christmas Eve) are refused with a one-tap fix, such as Pay Christmas Day on Mon Dec 27.

Paid holiday hours are paid at the time-off rate (the one Time off policies sets), as their own line on payroll, such as Thanksgiving Day (paid holiday). They never count toward overtime and never earn time off. When someone has approved paid time off on their paid holiday, the holiday wins: that day's time off isn't used, and the request says so ("Thu Nov 26 is a paid holiday, so it doesn't use Vacation"). A holiday added after the approval gives that day's hours back to the balance. A closed pay period never changes: a paid day, the Paid holiday switch, or someone's terms can't reach into one.

Time-off policies

Under Settings → Staffing → Pay → Time-off policies, add a policy (Vacation, Sick, Personal) and choose how hours are earned: by hand (managers grant them), by hours worked (for example 1 hour per 30 worked, earned when a pay period closes), each pay period (earned when it closes), or once a year on the policy's year start. Sick time: 1 hour per 30 worked fills in the common sick-leave rule. Each policy can cap the balance, set how much carries over at the year start (the rest expires), set how many days after their first shift people can start using it, allow a balance to go below zero, and apply to everyone or only some people. Retire a policy to stop new requests from using it; its history and balances stay.

Closing a pay period earns the period's hours on the approved time in it. Reopening the period takes those hours back, and closing it again earns them on the corrected time.

Availability

Schedule → Availability is the week at a glance: people down the side, the days across, the hours each person said they can work in green and the hours they can't in hatched gray, with any approved time off. The arrows and Today move a week at a time. Managers see every current employee and can open anyone's availability with Edit; everyone else sees and edits their own with Edit mine.

Each person's availability has a page of its own: Every week, a row for each day of the week with what they said about it; Particular days, the dates they've marked, coming up first (Show past days for the rest); and their Preferences. Tap a time to change or remove it; + Add on a day, Add a weekly time or Mark a day adds one. Each opens in a small sheet.

1. Every week picks a day of the week (or A particular day picks a date), Available or Unavailable, and the hours: All day, or From and Until (leave one empty for the start or the end of the day, so "from 3 PM" runs to midnight).
2. Only between certain dates limits it to a stretch, such as a summer of no Sundays. A note is optional, for the person and the managers.
3. Edit or Remove any time already there.

How it's read: a time marked unavailable always counts. Once a day of the week has any available time, the rest of that day counts as unavailable. A day with nothing said about it never does. For instructors, their lesson availability for a term (on the term's sheet) counts as available during that term's dates, and shows on the tab labeled with the term; availability rolled over from the last term and not yet confirmed shows faded and doesn't count until someone confirms it.

When you add a shift, what that person said about the day shows under the day before you pick the times ("Can't work 8 AM–5 PM · Horse show"), and turns amber when the times cross it.

It's a guide, never a lock. A shift, an offered or traded shift, or a lesson at a time someone can't work still goes through, with a warning to whoever made it: on saving a shift, on an offered shift or trade waiting for approval (and to the person taking it, about their own week), on a lesson, and on the lesson timetable the solver proposes.

Preferences, next to Edit, is what someone would like rather than what they can't do: how many shifts a week and a month, mornings or afternoons on weekdays and on weekends, and anything else worth knowing ("happy to pick up extra in summer"). It shows under their name here and, for managers, on the schedule: "2 of 3 wanted · weekdays AM" in the Week view, with the note on hover. It's a hint for whoever builds the schedule, never a rule or a warning.

Someone's availability and preferences are for them and the managers. Coworkers don't see it, not on this tab, not as shading on the schedule, and not in an offer's or trade's warnings.

Shifts from the lesson calendar

For barns with the lesson program, instructors' shifts are made from their lessons, so the hours aren't typed twice. Lessons that run back to back, or within the gap set under Settings → Staffing → Scheduling → Lesson time, become one shift; the Minutes before the first lesson and Minutes after the last lesson are added to the whole block, not to each lesson. Those shifts show a lessons tag on the grid and can't be edited there: change the lessons and the shift follows within the hour, or at once when the lesson is saved. Lessons marked taught keep their shift. Untick Make instructors' shifts from the lesson calendar to stop. When the barn clocks in from the web, Instructors may clock in for those shifts from the web decides whether lesson shifts can be clocked from the app; it applies to every lesson shift still to come.

Cancelled lessons

Pay instructors for cancelled lessons, under Settings → Staffing → Scheduling → Lesson time, is Never, When cancelled within 24 hours of the start (to begin with; the hours are yours to set), or Always. It's recorded on the lesson when it's cancelled, and a manager can change it on the lesson.

A paid cancellation stays the instructor's work: its lesson shift stays, tagged cancelled — paid, and payroll counts its time as lesson time. Once the lesson's time is over, if the instructor clocked in for it, that entry gets a cancelled lesson tag; if they didn't, an entry for the lesson's own time (not the minutes before and after) is added at the Lessons work type, tagged the same, and waits in the approval queue whatever the approval policy says. It's added once. Changed to unpaid before it's approved, that entry goes; once approved, or in a closed period, it stays and the lesson says so, so reject it on the Time tab if it shouldn't be paid.

Lessons inside a longer shift

Some instructors work a full day and teach in the middle of it. When someone already has a shift of their own (Barn chores 8–5, say), their lessons during it are part of that shift, not a second one: the shift wears a small 2 lessons tag in every view, and opening it lists the lessons, each a link to that day on the lesson calendar. Only lesson time outside their shift becomes a lesson shift (a lesson that runs past five makes one from five on); less than a quarter hour outside is left off. This follows the schedule both ways: add, move, hand off or remove someone's shift and their lesson shifts that day are worked out again at once. Week totals, the overtime flag, who's on at once and availability all count each hour once.

One clock-in covers the day. Clocking in during those lessons attaches to the shift they're part of, and time already punched against a lesson shift that folds away moves to the shift that covers it.

How that lesson time is paid is a barn setting, under Settings → Staffing → Scheduling → Lesson time: Lesson time inside a longer shift is paid at the Lessons rate (to begin with) or the shift's own rate. At the Lessons rate, payroll pays the minutes of an entry that fall in the person's lessons, with the minutes before and after, at their Lessons rate for that day, and the rest at the entry's own work type. The hours never change, only which line they're on: a break comes off the non-lesson part first, rounding is applied to the whole entry, and overtime still falls on the week's latest minutes, whichever kind they were. Cancelled lessons don't count unless the instructors are paid for them. Such an entry says incl. 2h lessons on the Time tab and in the approval queue.

Where you clock in

Clocking in happens on the barn's tablet, with each person's code, at the barn (see below). That's all there is unless a manager turns on Clock in from the web under Settings → Staffing → Time clock → Where people clock in. With it on, a shift whose Clock in from the web switch is on can be clocked from the person's own login, on the website or in the phone app:

1. On the dashboard, the employee gets a card for that shift today: Clock in, which comes alive a few minutes before the shift starts (the early-in allowance under Staffing → Time clock), then the running time, Start break and Clock out; on a break, End break and Clock out. With no such shift today, there's no card.
2. Only their own scheduled shift, and only from the early-in allowance before it starts until it ends. Earlier than that, or time that isn't on the schedule, is clocked on the tablet: the app says "Clock in on the barn's iPad" and why. When the barn prevents early clock-ins, the tablet won't take it early either, so the app says when they can clock in instead.
3. A shift clocked in on the tablet is clocked out on the tablet too, and its breaks are taken there. One clocked in from the app is clocked out (and takes its breaks) there, even if the barn's setting, the shift's or the person's own changes in the meantime: nobody who clocked in online is left on the clock.

One person at a time. Some people need to clock in online and others don't. On a person's Employee tab, the Employment card has Can clock in from the web and app: Barn default (to begin with) follows the barn's setting and each shift's switch; Allowed lets them clock in from their own login for any of their own scheduled shifts, even with the barn's Clock in from the web off and whatever the shift's switch says; Not allowed keeps them on the tablet even with it on. The early-in allowance still applies, and unscheduled time is still the tablet's. Their dashboard and Schedule → Time show the clock card for that shift. Any manager can change it, and nobody is notified. Settings → Staffing → Time clock → Where people clock in says who is set apart, such as "Off for the barn · on for 2 people". An assistant connected with a manager's login can change it too, after checking with you.

The tablet takes every punch whatever the setting: any shift, and unscheduled time with a work type unless the barn has turned off Clock in without a shift (below).

Clocking in and out

At the time clock, each person types their four-digit code; the fourth digit sends it, with nothing else to tap. Clocking in attaches to the nearest scheduled shift, which decides the work type (a shift later today counts: see Clocking in early); with no shift left today, the tablet says "You're not on the schedule right now" (and, when their shift today ended in the last three hours, when it ended, such as "Your Barn Worker shift ended at 12:00 PM"), then asks what they're here for, with a button per work type. That time is marked unscheduled and, unless the barn approves everything as it lands, goes to a manager for approval; the tablet says so. A manager can turn this off with Clock in without a shift under Settings → Staffing → Time clock → Where people clock in: then the tablet only clocks people in for a scheduled shift, and anyone else sees "No shift scheduled right now — ask a manager to add your time." Clocking out always works. Only one entry can be open at a time, wherever it was opened. Each person's entries for today show on the tablet after their code, and on Schedule → Time.

Clocking in early

The early clock-in allowance (under Settings → Staffing → Time clock → Clocking in and out, 5 minutes to begin with) is how long before a shift starts someone can clock in as usual. Inside it, it's an ordinary clock-in, paid as punched. Earlier than that, the barn chooses one of three rules:

1. Allow and flag for approval (paid as punched), to begin with: the clock-in goes through, the early time is paid, and the entry waits for a manager, tagged in early.
2. Allow, paid as punched (no flag): the clock-in goes through and the early time is paid like any other.
3. Prevent early clock-ins: no punch is made. After the code, the time clock says when the shift starts and when they can clock in, such as "Your shift starts at 7:00 AM. You can clock in from 6:55 AM.", in place of the Clock in button. The website and the phone app say the same.

Why there's no "pay from the shift start". Time someone works has to be paid, so 1barn never quietly pays a clock-in from a later time than the punch. If someone can clock in, they're paid for the time; to stop early time, prevent the punch. Barns that had chosen to pay from the shift's start were moved to Allow and flag for approval on October 19, 2026; entries from before then keep what they were paid.

From Ask 1barn. The owner, or a manager with the Settings switch, can ask Ask 1barn to change any of these rules ("Turn on Prevent early clock-ins", "Let people clock in up to 10 minutes before their shift"). It shows the rule before and after, and nothing changes until you apply it.

Early isn't unscheduled. Someone with a shift later today is early for it, not unscheduled. Under the two Allow rules, their early clock-in goes on that shift. Under Prevent, they can't clock in early as unscheduled either: the time clock doesn't offer the work-type buttons until the allowance opens. Clocking in without a shift is for people with no shift left today, when the barn allows it. A shift tomorrow doesn't count.

Clocking out is never refused, whatever the rule. Clocking out more than the late clock-out allowance after the shift ends sends the entry to the approval queue, paid as punched. A first punch more than the late arrival minutes past the start marks the shift late on the schedule. An entry left open past the longest shift is closed at that length and waits for approval.

Breaks

A day of work is one time entry, with its breaks inside it. After the code, someone clocked in sees Clock out and Start break; on a break, End break and Clock out (clocking out on a break ends the break then). They can't clock in again while clocked in or on a break, start a break when they aren't clocked in, or start two at once. A break can't start once their shift has ended; that's the time to clock out. The entry's break is the minutes of its breaks added up, and that's what pay takes off, so payroll, overtime and the lesson split work as before. Entries show their breaks on the Time tab, in the approval queue and on each person's time card, such as 2 breaks · 45m, with the times on hover.

Fixing breaks. Breaks are unpaid, always, and an entry pays its breaks' minutes added up; there's no separate number to type. A manager opens the entry from the Time tab and fixes a break's Start and End, deletes a mis-tap with its trash button, or adds one someone forgot with Add break (it starts as half an hour in the middle of the longest stretch worked, to change as needed). The times, the breaks, the work type and the note are saved together by one Save. Three checks come first, with the problem under the field it's about: each break sits inside the clocked times (up to now for someone still clocked in), it starts before it ends, and no two overlap. Only someone still clocked in can have a break with no end. A break a manager adds or changes reads Added by Morgan Hale on the timeline; one left as it was keeps where it came from. Any change marks the entry edited.

A break typed by hand before breaks had times stays paid as typed until someone saves that entry. Opening it says so ("Paid with a 45 min break typed by hand. The breaks below add up to 30 min. Saving pays what's below."), and the total shows what saving will pay. One with no times at all opens as a break row asking for its start and end, or to be deleted; 1barn never makes times up. Entries in a closed pay period are never changed; their overview says when one was paid with a typed break.

A break that runs past the shift: if someone is still on a break when their shift ends, the entry is closed at the moment the break started, the unfinished break is dropped, and the entry waits for a manager, flagged break ran past the shift, whatever the approval policy. Unscheduled time does the same at the longest shift under Clocking rules. It doesn't matter when 1barn notices: the end is always the break's start. If they really were working, a manager edits the clock-out and approves it.

The time clock on a tablet

The time clock is a shared device by the door: an iPad, an iPhone, or an Android phone or tablet. Employees punch in with their own 4-digit code; the clock shows their name, whether they're clocked in, and one or two big buttons (two while clocked in: Clock out and Start break, or on a break End break and Clock out). A ring beside Done counts down 20 seconds, with the seconds left in the middle; any tap gives the full 20 again, and when it runs out the clock goes back to the keypad on its own, so the next person never finds someone else's name up. If a button is tapped after the person's screen has been up a couple of minutes, the clock asks for the code again ("That took too long"); that isn't a wrong code and doesn't count toward the lock.

1. On the device, install 1barn Time Clock (it shows as 1barn Clock on the home screen). While it's in testing, email hello@1barn.com for an invite. It opens on Pair this device.
2. In 1barn, the owner opens Settings → Staffing → Time clock → Time clock devices, names the device ("Front office iPad") and clicks Add device. A QR code and an 8-character code appear, good for 15 minutes and for one device.
3. On the clock, tap Scan QR code and point the camera at the QR code (the first time, allow the camera), or type the 8 characters. The codes never use 0, O, 1 or I, so there's nothing to guess. If the code ran out, click New code.
4. The keypad appears, with the barn's name above the time, and stays up. The app keeps the screen awake; keep the device on its charger.

To keep the clock in the app, lock it there. On an iPad or iPhone: Settings → Accessibility → Guided Access, turn it on and set a passcode; open 1barn Clock and triple-click the top (or home) button, then Start. It stays in the app until someone enters the passcode. On Android: turn on App pinning (Settings → Security, sometimes under Advanced), then pin 1barn Clock from the recent-apps view.

Replacing a tablet: click Pair a new tablet beside the device and pair the new one with that code. The old one keeps working until the new one pairs, then stops. On the clock itself, tapping the device's name under the keypad offers Unpair this device, which puts it back on the pairing screen.

Renaming a device: click Rename beside its name under Time clock devices, type the new name and press Save. Only the label changes; the device stays paired and keeps punching. A clock that's already paired keeps showing the name it was paired with until it's paired again.

A browser instead of the app: when you add a device, Using a web browser on the device instead? under the codes has a link, shown once. Open it on the device and leave the page up. Pairing the app with the code later replaces the link. A phone's own camera pointed at the QR code also opens the clock in its browser, with the code filled in.

The time clock on a computer

A computer by the door works too, in Chrome, Edge, Safari or Firefox. No app, no sign-in:

1. Add the device under Settings → Staffing → Time clock → Time clock devices ("Office PC"). Beside the QR code it says On a computer: open app.1barn.com/clock and type this code.
2. On that computer, open app.1barn.com/clock, type the 8 characters and press Enter. The keypad appears.
3. Optional: in Chrome or Edge, click Install at the top right of the clock (or the install icon in the address bar) to make it an app called 1barn Clock, in its own window with its own icon, which opens straight on the clock and can't wander off into the rest of 1barn. Otherwise, Full screen at the top right fills the screen (Esc leaves full screen).

The keyboard works: type the code and it goes at the fourth digit. On the person's screen, Enter is the big button (Clock in, Clock out, or End break on a break) and Esc goes back to the keypad. Any key gives the countdown its 20 seconds again.

The pairing belongs to that browser profile, the same way a site remembers you. Clearing the browser's site data (cookies and site data, or "clear browsing data" with that box ticked) unpairs it, and a different browser, profile or private window has to be paired on its own. To pair it again, click Pair a new tablet beside the device and type the new code.

1. An employee sets their own code under My profile → Time clock code; codes are unique at the barn, so the clock needs no name.
2. A manager can set or reset someone's code from their page under People: Pay and time clock, then Reset code. The new code is shown once, so pass it on then. Time-clock codes under Settings → Staffing → Time clock shows who has none yet.
3. Five wrong codes in a row lock the clock's keypad for fifteen minutes. A manager can let it go early with Unlock now beside the device, and the clock picks that up on its own.
4. Revoke a device under Time clock devices to end it: the clock goes back to the pairing screen and says it isn't paired any more.

Approving time

On the dashboard, staff see a Shifts card (and, when they can clock in from the web, the clock card for their own shift today): the day laid out by the hour like the schedule's Day view, with only the people working, ‹ and › to step a day at a time, and Open in Schedule to change anything. The Needs a look card lists what's waiting on an answer first: punches, offered shifts, trades and time off to approve for managers, and trades and shifts up for grabs for everyone else.

For managers, the Time tab carries a count of punches waiting for approval, and the dashboard's Open tasks lists each one along with offered shifts, trades, time off, lesson covers and answered open shifts, with Approve and Decline (or Give to someone who answered) right there and Open for the whole story. Schedule → Time shows one pay period three ways, chosen with Entries · By person · Hours beside the period's dates. Entries opens first; after that the Time tab opens on whichever you picked last, on any device, and the choice is in the page's address, so a link opens the same view. Approve all approves everything waiting, and Add entry is for time that was never punched, which is flagged manual.

Entries is a table with a row per time entry: the date, the person, the work type, the scheduled times (they open the shift on the schedule), the clock-in and clock-out, the hours worked, Variance (worked minus scheduled, such as +1.25 h or −0.50 h, colored only when it's more than the barn's off-schedule line: amber for over, blue for under) with any unpaid break beneath it, where each end came from, and the status. Click a heading to sort by it; Variance sorts most over first, then most under first. Where it came from reads Time Clock, App, Time Clock → App when the two ends differ, Added by Morgan Hale for a manager's entry, Closed automatically when 1barn ended a forgotten clock-out, or Imported for history brought over from 7shifts. A pencil marks an end a manager changed. Hours are decimal everywhere; the total at the foot also says hours and minutes.

The status chips (Everyone, Awaiting approval, Clocked in, Approved, Rejected) and the Person, Work type and Source pickers narrow all three views, and so do the quick filters: Off schedule, Edited or missed punch, and Unscheduled (shown when the barn lets the Time Clock take unscheduled work). Click a name to see only that person. On a phone the pickers are under Filters, and Sort is a menu over the list. The off-schedule line is a barn setting, Off schedule after (15 minutes to begin with), under Settings → Staffing → Time clock → Clocking rules; the color, the filter and Ask all use it.

Click a row (or tap it on a phone) to open the entry as a punch overview: the day as a timeline on the left, with the scheduled shift as a faint dashed band behind it, each worked stretch with its hours, each break with its times and minutes, and where each end came from (Time Clock, App, Imported, Closed automatically, or Set by Morgan Hale with a pencil); the form is on the right, and on a phone the timeline sits above it. The total under the timeline is the paid time, with Scheduled and Variance; when the barn's rounding moved it, a faint line gives the hours as punched. While you change a time the timeline and total follow as you type, and the clock-out reads Set by you · not saved. A clock-out at or before the clock-in is an error with make it the next day, never a quiet overnight entry; an overnight entry says Next day under the clock-out, with Same day to undo it, and its times after midnight carry +1. Save keeps the overview open and says Saved; an approved entry stays approved, marked edited. A waiting entry has Approve and Reject… there too; one that looks wrong says why, and a missed clock-out has Clock out… (the shift's end, or another time) to fill in the clock-out. In a closed pay period the overview opens read-only and says that only the owner can reopen the period.

Each waiting row also has Approve, and its ⋯ has Edit (the overview again, for a keyboard), Reject… (it asks why, under the row, so the employee knows), View shift and Only Casey's entries. Tick waiting rows, or the box in the heading for every one shown, and Approve N selected. A row that looks wrong (a clock-out nobody made, one longer than the barn's longest shift, or a same-minute punch) has an amber edge and Edit times; it can't be ticked and is never approved with others, so open it on its own, or use Approve as it is in its ⋯. Someone still clocked in well after their shift ended (past the late-out allowance) gets Clock out…: pick the shift's end, now, or another time, and add a note they see. The clock-out shows as set by you and the entry waits for approval.

By person is the period folded by person, with a folded Awaiting approval section under the period row (open it to approve from there; the Entries view is the main place to review): every entry that needs a manager, flagged with why (early in, late out, unscheduled, manual, edited, auto-closed, cancelled lesson, break ran past the shift). Hours is the period per person: hours in each overtime week, regular, overtime, Holiday worked (time worked on a holiday's date), Holiday paid (paid holidays, not worked), time off and the total, counting approved and waiting time but not rejected entries or anyone still clocked in ("1 waiting" shows under a name). A dot per wage shows each different hourly rate someone has, solid for Base (the one covering most of their work types) and ringed for Secondary; someone with two or more opens into a line per wage with its hours. Overtime and time off stay on the person, not split across wages. It's hours only, never pay.

The ⋯ in the header has Download (CSV): Entries shown (exactly what's on screen, with the scheduled times, variance and both ends' sources), Hours summary (a row per person, and a row per wage for anyone with two or more) and Hours detail (a row per person per day per work type, with its wage and its regular, overtime, holiday worked and holiday paid hours). None of them has rates or amounts.

Approval, under Clocking rules, decides what waits: None approves everything as it lands, Exceptions holds only flagged entries, and All holds every one. Employees see their own time cards by week on the same page, with each entry's status. Tapping an entry opens Your time: the day as the same timeline, with the shift band and the total, read-only. If something's wrong, Message opens Write to a manager with a note about that entry already in the box, to change before pressing Send.

Payroll

Schedule → Payroll shows one pay period at a time: a row per employee with their work types under it (a work type whose rate changed during the period has a line per rate, with its days), regular, overtime, holiday worked and holiday paid hours, the rate, and the amount, with the barn's total at the foot. Paid time off is its own line under the employee, such as Vacation (PTO), on the days it was approved for. It's paid at the rate of the work they did most in the last 90 days, or at one work type's rate if you choose that under Time off policies, as that rate stood on each day off. It never counts toward overtime, and holidays don't multiply it. A paid holiday is built the same way, such as Thanksgiving Day (paid holiday), at the same rate. Overtime is counted per week over the weekly limit; holiday worked hours are those on a holiday's date. The larger of the two multipliers applies, never both. Only approved entries count; anything still waiting is listed above the table with a link to the queue so nobody runs payroll with time outstanding.

Hours are decimal, the way payroll providers take them. Each entry's paid time is turned into hours to two places, rounding half up (8h 49m is 8.82 hours), and every total adds up those per-entry hours: the payroll, its download, the time-entries download, and the period total on Schedule → Time, which shows both, such as 396.75 h (396h 45m). Overtime splits the same hours, so regular, overtime and holiday worked hours always add up to an entry's total, and pay is the rate times those hours, to the cent.

When the barn pays lesson time inside a longer shift at the Lessons rate, those minutes are on the employee's Lessons line, which says how much of it came from inside other shifts (incl. 2h 30m inside other shifts); their Barn chores line is that much shorter. A closed period keeps the lesson time it was closed with, even if a lesson or the setting changes later.

Download CSV gives the same table as a spreadsheet for the bookkeeper, paid time off included as its own rows, with a note of how many hours on the Lessons lines were lesson time inside longer shifts. Close period opens Close pay period, below: that's where a period is closed, and where the owner reopens one. A closed period says so here, and reopened once when it has been.

1barn stops at the report. Tax, direct deposit and pay stubs stay with your payroll provider; this gives them the hours and the amounts.

Closing a pay period

Closing a pay period freezes it: its time entries can't be edited or approved, the payroll and its CSV are final, and time-off policies that earn by the period or by hours worked earn on its approved hours. The owner closes periods, and so do managers the owner gives Pay under Settings → Managers. Nobody else sees anything about closing.

A period can close once its last day is over in the barn's time zone: from midnight at the end of the last day, barn time, whatever time zone you're in. Until then Close pay period stays off and says when it opens. It also waits until nothing is left: no entries waiting for approval, nobody still clocked in from the period, and nothing that looks wrong.

Needs you on the Schedule has one item for it, with the period's dates, from the morning of the last day until it's closed: Pay period Oct 11 – 24 ends tonight · prepare for close on the last day, then 4 left before you can close (2 waiting · 1 still clocked in · 1 looks wrong) or ready to close after midnight. It counts as one item, and that period's waiting entries move into it, so they aren't counted twice under Time entries. If an earlier period was never closed, it names the oldest one and adds and 1 more. On Schedule → Time, the period row says Prepare for close on the last day, then Close pay period, with how many are left.

Close pay period walks through it on one screen, each step done once it's empty:

1. Awaiting approval. Approve them one at a time, or Approve all, which asks once and never includes the ones that look wrong.
2. Still clocked in. Someone who started in the period and never clocked out: Set clock-out picks the shift's end, now or another time, and approves it. It shows as set by you. 1barn never closes a period around them or moves them to the next one.
3. Looks wrong. A missed clock-out, one longer than the barn's longest shift, or a same-minute punch: Edit times, or Approve as it is in its ⋯.
4. Totals and overtime. Each person's regular, overtime, holiday worked, holiday paid and time off hours, by week, from approved time only, with the time off closing will earn. Its ⋯ downloads the Hours summary and detail. Hours only; the amounts stay on Payroll.
5. Close. One short confirmation with the hours, the overtime, the time off it earns and who can reopen it, then Close pay period.

Once it's closed, a green banner says when and by whom, and the screen offers Download payroll CSV at once (the same file as Payroll's) and the time entries as a CSV. A clock-out can't land in a closed period: the time clock says the period is closed and to ask the owner.

Reopening is the owner's alone, on the closed period's banner. It asks why (up to 200 characters), and the reason stays on the period: Reopened Mon Oct 26 by Harper Sloan: “Avery's Friday clock-out was late”. The owner and managers with Pay see it; employees don't, though they see any change to their own time card as usual. Reopening brings back edits and approvals and takes back the time off the close earned; closing it again earns it on the corrected hours. History lists every close and reopen. A manager sees Only the owner can reopen a closed period and, where the barn has Messages, Message Harper (the owner's first name) beside it: Write opens to the owner with the period and a link back to the close-out already in the box, to change as you like before pressing Send.

Under My profile → Notifications, Closing pay periods sends a push at 8 AM barn time on a period's last day, and one email at 9 AM two days after it ends if it's still open. Neither comes for a period with no time in it, or once it's closed.

Hours and the labor budget

Reports → Hours (Reports is under Admin in the menu) puts the budget, the schedule and what was actually worked side by side. It's for the owner and managers; staff and instructors never see it, and their own hours stay on My time. It's on every plan that has the staff schedule.

It opens on one answer for the week. While a week is running, that's where it's heading: Heading 5 h over budget, where the projection is the hours worked so far plus everything still scheduled, open shifts included. Time waiting for approval counts, and the page says how much of it there is. A week that's over says what happened: Worked 11.5 h over budget. With no budget set, it gives the week's hours and the same week last year, with Set a weekly hours budget.

Week, Month and Custom (up to two years) pick the range, and ‹ Today › steps through it. Display turns on the comparison with last year. A week compares with the same week of the year, counted from the barn's week start rather than by date, so Oct 12 – 18, 2026 sits beside Oct 13 – 19, 2025; a month compares with the same month. Two downloads, on the website: Hours by person and day, with cost for whoever can see pay, and Hours by work type and week, with last year beside it.

1. Worth a look lists what needs fixing: overtime coming, open shifts nobody has, a work type over its budget, time worked with no shift, late clock-ins and time waiting for approval. Each has a button to where it's fixed: Schedule, Schedule → Time, or the person's Work tab. When there's nothing, it isn't there.
2. By work type shows each work type's budget, scheduled and worked hours, with last year beside them.
3. Attendance and coverage has the counts: late clock-ins, time worked with no shift, shifts out sick, open shifts, shifts offered up and traded.
4. By person is each employee's scheduled and worked hours, with anything that needs a look first. Overtime is past the weekly limit under Settings → Staffing → Pay, counted week by week even in a month. A row opens the person's Work tab for the same range.
5. The last 12 months is the trend by month against last year. The month still running is drawn as a projection, dotted, so it doesn't look like a drop.
6. Busiest times is the staff hours in an average week of the last eight, by weekday and by part of the day: the morning round until 9 AM, 9 to 12, 12 to 3, 3 to 6, and the evening from 6 PM.
7. Paid time off is hours only, never which kind, since the kind can give away sick leave.
8. Labor cost, for the owner and managers with the Pay switch, is the hours worked times each person's rate on the day, plus the overtime premium. Without pay, no dollar amount appears anywhere on the page, or in Ask 1barn's answers.

How it's counted. Worked is paid time from punches and entries, with breaks taken out and the barn's rounding, whether approved or still waiting; rejected time doesn't count. Scheduled is published shifts that weren't cancelled, open shifts included; a shift marked out sick still counts as scheduled. Last year comes from the history brought over from 7shifts. 7shifts call-offs came in as cancelled shifts (Called off in 7shifts), so last year reads called off rather than out sick, its late clock-ins have no minutes, and it had no offered or traded shifts, so those show a dash.

Setting the labor budget

The budget is hours a week, set under Settings → Staffing → Scheduling → Labor budget by the owner, or a manager with the Settings switch. There's none to begin with, and the Hours report works without one.

1. Each season has its own hours a week. Seasons are a month and day to a month and day, repeat every year, can't overlap, and together cover the whole year: Winter Oct 1 – Apr 30 and Summer May 1 – Sep 30, say. The first save makes one season, All year; add a season to split it.
2. The suggested number is the median week worked in the same season over the last year (the 7shifts history included), rounded to 5 hours.
3. Barn total is one number for the barn. Work type gives each work type its own, and the season's total is their sum; Split by work type fills them in from last year's share. A work type left empty isn't budgeted, so it's never over or under.
4. The owner and managers with the Pay switch see the budget in dollars beside the hours: each work type's hours times its default rate. Dollars are never typed in.

A change applies to every week, past ones included, so the report labels it Budget (as set today). A month's budget is the weekly figure per day times the month's days.

On the schedule. With a budget set, managers get one line under the dates in the Week view: Scheduled 158 h of 150 h budget · 8 h over. It counts unpublished changes too, so you see it before you publish, and it links to the Hours report. It's hours only, and there's no line without a budget.

Asking about hours

On the Hours page, Ask in the header (and Ask why, when the week is over budget) opens Ask 1barn on the same report. It answers questions such as "Why were we over budget last week?", "Who's close to overtime this week?" or "How did this summer compare with last summer?", naming the days and people behind it ("Maya Torres worked 46 h, 6 h of overtime"). Fit next week's schedule to the budget proposes changes as unpublished drafts, shown first as a change card; nothing moves until a manager applies them and publishes.

An assistant connected with a manager's login can read the Hours report and the budget. Setting the budget asks first and says what changes ("Winter goes from 150 h to 140 h a week"). Dollar amounts reach it only for a login that can see pay.