Staff, Services & Rosters

Your roster and your service menu, built together

Most salons, clinics, and spas end up with their service menu in one place, a price list, a website, an old booking tool, and their staff roster in another, a whiteboard, a group chat, a paper rota. Keeping the two in sync is manual work: a new hire needs to be told which services they're allowed to take, and a change to someone's days needs to be carried across everywhere a customer might see availability.

Gaplessly ties both facts to the same place, the staff member's own profile. You assign which services they perform and set their weekly working hours there, once. Because they live together, they can't quietly drift apart. The booking widget, your dashboard calendar, and your own staff list all read from that one record, so there's no separate spreadsheet of who does what to update every time you add a service or someone's hours change.

What you set up once, per staff member

When you add a staff member, practitioner, or therapist to Gaplessly, there are two things you set for them, both in the same profile:

• Which services from your menu they actually perform, so a client booking that service only sees the people who offer it
• Their weekly working hours, which days they work and what hours on each of those days

That's the full setup. There's no second screen where you also configure their schedule separately, and no ongoing task where you cross-check the roster against the service list to catch a mismatch between the two.

What this changes for the person booking

On the public booking widget, available time slots come from services and staff hours together, not from the service list alone and not from a generic business schedule. A client choosing a service only sees times that fall inside a working staff member's hours for that specific service. Someone rostered Wednesday to Friday won't show up as bookable on a Monday, and someone who doesn't perform a given service won't appear as an option for it at all.

The same profile drives your side of things too, the dashboard calendar and the screens you use to book on a client's behalf, so a booking you make internally follows the same rules a client sees on the widget. There's no separate admin path where staff, hours, and services can disagree with what customers were actually shown.

What this isn't

This is service and hours assignment for booking, not a shift-scheduling or workforce-management system. Gaplessly isn't built to replace a tool like Deputy or When I Work for running your team.

There's no shift-swap request flow, no time clock or clock-in/out tracking, and no payroll calculation attached to this feature. Setting a staff member's weekly hours here tells the booking system when they can be booked, it doesn't manage their actual roster, timesheets, or pay. If your business already runs staff scheduling and payroll elsewhere, this sits alongside it as the booking-facing piece, the set of hours and services that decide what a client can book.