Staff rostering software. Set up once.

Why the staff roster and the service menu belong together

Most salons, clinics and spas keep the service menu in one place, a price list, a website or an old booking tool, and the staff roster somewhere else, a whiteboard, a group chat or a paper rota. Keeping the two in step is manual work. A new hire has to be told which services they can take, and a change to someone's days has to be copied everywhere a client might see availability.

In Gaplessly both live in the staff member's profile on the Team page, so they can't drift apart. The booking page, the dashboard calendar and your staff list all read that one record, and there is no spreadsheet of who does what to update when you add a service or someone's hours change.

What you set for each staff member

A stylist, a therapist or a practitioner each has one profile, and everything sits in it:

• The services they do, so a client booking a colour only sees the people who do colour.
• Their hours for each day of the week.
• Split shifts: a second window in the same day, for a long lunch or a school pick-up.
• Repeating rosters: a cycle of 2 to 8 weeks, for every other Saturday or a fortnightly pattern, set up once.
• One-off changes: different hours, or a day off, on a single date without touching the regular roster.

All of that sits on one screen, so the roster and the service list stay matched.

Time off and roster changes

Leave, holidays and sick days go in as time away: a first day, a last day and an optional reason. If bookings already sit in those dates, Gaplessly shows you which ones before you save. Changing someone's regular hours works the same way when existing appointments would fall outside the new ones.

Staff can ask for a day off or different hours on a date. Trusted team members change their own hours directly. For everyone else, a request for a date inside your approval window (7 days by default, adjustable from 1 to 60) waits for an admin, and one further out applies on its own.

What clients see when they book online

On your booking page, a client choosing a service only sees times inside the working hours of someone who does it. A stylist rostered Wednesday to Friday isn't bookable on a Monday, and someone who doesn't do a service never appears as an option for it.

Bookings your team makes from the dashboard, for a phone call or a walk-in, can go at whatever time the person on the desk picks, so they can fit someone in outside the usual hours when they need to. The calendar still won't take two appointments for the same staff member at the same time.

What it doesn't do: shift swaps, time clocks and payroll

Setting a staff member's hours here tells the booking system when they can be booked. Shift-swap requests, clock-in and clock-out, timesheets and payroll are not part of it.

If you already run staff rostering and payroll in another tool, keep it. Gaplessly sits alongside it as the booking side: the hours and services that decide what a client can book.