For anyone who books appointments or plans the week at a center. Takes about three minutes.

Ever glance at the calendar and wonder, "Who's in today?" The Who's in band puts the answer right above the calendar, so you don't have to leave it to find out.

Who's in shows each person's shift for each day, like Jane Advocate 9am–12pm. It is for your team to see at a glance.

It never changes what clients can book. Adding a shift, changing one or taking one off does not open or close any openings. What can be booked still comes from your location hours, appointment type hours, rooms and positions.

• Open Schedule and choose one location. The band shows for one location at a time, on the Day, Work week and Week views. It doesn't show on the Staff tab when it is set to staff rows, because that view already shows who's in.

• To add or change a shift you need permission to edit appointments at that location.

• If no one has a shift yet and you can edit, you'll see one thin line: Who's in · Add a shift. If you can't edit and there are no shifts, the band stays out of your way.

1. Open the day you want on the Day or Week view.

2. In the Who's in band, click Add under that day. (If the band is the thin line, click Add a shift.)

[Screenshot: the Who's in band with the Add button]

3. Under Who, search for a staff member or volunteer and click their name.

4. Set From and Until. The end time must be after the start time.

5. Choose How often (see below).

6. Click Save. The shift appears in the band right away.

[Screenshot: the Add someone dialog filled in]

• Just {the date you clicked}: one day only. Everyone with edit access sees this choice.

• Every {weekday}: every week, like every Tuesday.

• Every other {weekday}: every second week.

• One {weekday} a month: the same week of the month as the day you clicked. If you clicked the second Tuesday, it repeats on the second Tuesday of each month.

The three repeating choices are for Scheduler admins. If you don't see them, ask an admin to set up the repeating shift, or add the one day you need.

1. Click the person's shift in the band.

2. Change From and Until, or click Take off.

3. If the shift repeats, Apply to asks how far the change goes:

• Only this day: just the day you clicked. Every other day stays as it was.

• This and following: this day and every one after it.

• Every {weekday}: every one of those days in the repeat.

If you aren't a Scheduler admin, you'll only see Only this day.

4. Click Save (or Take off).

A day you changed shows "(changed for this day)" when you hover over it.

Shifts that were set on a person's Availability tab show in the band too. You can see them here, but you change them there. If you click one, CoolFocus tells you so. If the same person and hours are in both places, the band shows them once.

If your center plans how many people each position needs, the Day view adds a line under the band for each position, like Advocate: planned 2, 1 expected.

• Planned is the number you hoped to have for that position.

• Expected is how many people with that position have a shift that day.

When the two numbers differ, the line is orange so you notice it. It's a gentle heads-up, not a rule: it doesn't stop anyone from booking or change any openings. If a position has no plan, nothing shows for it.

I added a shift. Why didn't any openings change? Who's in is just for your team to see. Openings come from your hours, appointment types, rooms and positions.

I don't see the Who's in band. Check that you've picked one location, you're on Day, Work week or Week, and you're not on the Staff tab in staff rows. If you can't edit appointments and no one has a shift, the band is hidden. Still stuck? Chat with us.

Where do I set someone's regular weekly hours? On their Availability tab. See Staff Positions and Work Schedules.

The band says "We couldn't load who's in." The calendar still works as normal. Refresh in a moment, and chat with us if it keeps happening.

• The Staff tab: who's listed and what "short" means

• The Scheduler Is Client-Centric: What Belongs on the Calendar