Setting Up the Working Schedule
The working schedule consists of two layers that work together: schedules and periods. This combination isn't immediately clear to many users. This guide explains both layers completely separately, then shows how to combine them.
The Two Layers, Explained Simply
Think of a schedule as a calendar sheet: it only determines from when to when it's valid, nothing else.
Think of a period as what you fill in on that calendar sheet: which hours of which day you work, take a break, and so on.
- A schedule is always a span of time, running Monday through Sunday.
- A period is a block within one day of that schedule, for example "9 to 12 working."
So you always create a schedule first, then fill that schedule, day by day, with periods.
Creating a Schedule, Step by Step
Step 1: go to Working Schedule
Click Settings, then Working Schedule.
Step 2: start a new schedule
Click Create schedule.
Step 3: choose the start date
Fill in Valid from. This must always be a Monday: Sophia suggests the next Monday by default.
Step 4: choose the end date
Fill in Valid to. This must always be a Sunday. Don't know yet when this schedule ends? Just leave this field empty: you'll see "Indefinite" appear.
Step 5: confirm
The schedule is created, but starts completely empty: no working hours have been filled in yet. You do that in the next step.
WARNING
Does the period of your new schedule overlap with an existing one? Then Sophia shows an error message, along with a suggestion for a valid start date.
Adding Periods, Step by Step
Every schedule shows the seven days of the week, each empty until you add something to it.
Step 1: choose a day
Click the plus icon next to the day you want to add a period to.
Step 2: give the period a name
Type a free description, for example "Consultations" or "Lunch break." This name is just for you, to easily recognize periods.
Step 3: decide whether this is a working period
Turn on Working for hours you're actually available for appointments. Turn this off for, say, a break or admin time: these hours then don't show as available in the calendar.
Step 4: fill in the hours
Enter the start and end time of this period.
Step 5: choose a color
Choose a color to visually recognize this period quickly in your calendar.
Step 6: repeat for every day
Repeat steps 1 through 5 for every day you want to work. You can also set several periods in a row on the same day, for example a morning and evening period with a break in between.
WARNING
Sophia doesn't check whether periods within the same day overlap, nor whether the end time actually comes after the start time. You need to watch out for this yourself.
TIP
Have you created periods before? Then you'll see a list called Recently used at the top of the form. Click one of these to instantly copy its label and color, so you don't have to type everything again. This list is stored on your own device and browser, not in your Sophia account: on a different device you start with an empty list.
Adjusting a Schedule or Period Later
- Edit schedule: click the pencil icon next to a schedule. Here you can only adjust the start and end date, not the periods themselves.
- Delete schedule: click the trash icon. Sophia first asks for confirmation, since this can't be undone.
- Edit or delete a period: use the icons next to that specific period, within the day it belongs to.
TIP
Sophia only checks whether your schedules overlap with each other. A change to a schedule or period isn't compared against appointments already booked: you'll only notice a conflict afterward, when you check the calendar.
Common Mistakes
- Choosing a start date that isn't a Monday, or an end date that isn't a Sunday: Sophia doesn't accept this.
- Letting periods overlap within the same day: Sophia doesn't warn you about this, so double checking stays necessary.
- Changing a schedule without checking whether appointments already exist in that period: this can lead to conflicts you'll only notice later.
TIP
For the full explanation, including every detail about editing and deleting, see the Working Schedule guide.