Staff scheduling and timesheets for aesthetic clinics
Plan the clinic day. Keep the hours clear.
Give your aesthetic clinic a clear practitioner roster, with time for appointments and the work around them. Record worked hours separately, review breaks and approvals, and see the staffing picture across your locations.
Newstead · Recurring schedule
At a glance
A clearer day, from the first appointment to the final hour.
Give reception the availability to work with, protect time for the tasks around patient care and keep a separate record of the hours your team worked.
Plan appointment coverage.
Set practitioner availability by location, once or on a recurring pattern.
Make room for the other work.
Keep lunch, administration and team time visible in the appointment book.
Review the hours worked.
Bring start and finish times, breaks, notes and approval together.
See the staffing picture.
Review approved hours and outstanding approvals in Timesheets reporting.
One platform. Two clear time records.
A roster tells reception when a practitioner is available. A timesheet records the hours worked. Keeping both in DappleOS can reduce separate roster sheets and approval messages without treating planned time as proof of attendance.
Practitioner schedules
Separate timesheet entries
Approval and approver records
Build the roster around your clinic.
Set the practitioner, location and working times. Repeat a regular pattern weekly, fortnightly or at a custom interval, or create a one-off schedule when the day needs something different.
- Practitioner and location context
- One-off and recurring schedules
- Start and finish times
- Review one schedule or future recurring schedules
Appointments need space. So does the work around them.
Protect non-bookable time for lunch, administration and team work. Keep those blocks beside appointments so reception can see the shape of the working day.
- Non-bookable time blocks
- Appointments in practitioner columns
- Location-specific availability
Give worked hours a clear review step.
Record the date, start and finish times, break duration and any notes. DappleOS calculates worked hours after the break. Authorised team members review and approve entries, with the approver recorded.
- Start and finish times
- Breaks deducted from worked hours
- Notes for context
- Approval permissions
Timesheet entries are recorded separately from practitioner schedules. They are not automatically generated attendance records.
Notes: Patient follow-up completed after the final appointment.
Interactive example with fictional team data. No real time records are changed.
Know which hours have been reviewed.
Use the Timesheets report to review approved hours, pending approvals and hours by team member or location. Filter the period and team to focus on the records that need attention.
- Approved hours
- Pending approvals
- Hours by team member
- Location and date filters
Approved hours and pending approvals remain separate.
Keep the next staff conversation connected.
Scheduling and timesheets cover availability and hours. Continue into the existing tools for practitioner pay calculations and performance conversations when you need them.
Trust and compliance
Your team plans. Your clinic reviews.
Give the right people responsibility for availability and recorded hours, with a visible review step before the next administrative task.
Feature availability depends on your plan, enabled features and access permissions.
- Encrypted storage
- Controlled scheduling
- Schedule management follows the relevant clinic permissions.
- Approvals with ownership
- Timesheet approval is permission-controlled, with the approver recorded against the entry.
- Separate planned and worked time
- A practitioner schedule describes availability. A timesheet records the hours entered for review.
- A clear payroll boundary
- Keep statutory payroll, superannuation and bank payments in your payroll process. Explore Pays separately for practitioner pay calculations.
FAQs
Can we roster practitioners around our clinic’s appointments?
Yes. Set practitioner availability at the relevant location and use non-bookable time blocks for work around patient appointments. Your appointment-book setup and booking rules still determine the slots offered.
Can schedules repeat, or cover a one-off change?
You can create one-off schedules or recurring patterns, including weekly, fortnightly and custom intervals. Recurring schedule changes distinguish an individual schedule from future schedules.
Are rostered hours automatically turned into timesheets?
No. Schedules describe planned availability, while timesheet entries separately record start and finish times, breaks and notes. This keeps planned time distinct from the hours entered for review.
Can managers review and approve worked hours?
Authorised team members can review and approve timesheet entries. Worked hours deduct the recorded break, and the approval retains the approver’s identity.
Can we review hours across our team and locations?
The Timesheets report includes approved hours, pending approvals and breakdowns by team member or location. Date, location and user filters help narrow the review, subject to the clinic’s reporting access.
Does this replace payroll or practitioner pay calculations?
Scheduling and timesheets coordinate availability and recorded hours. Practitioner pay calculations have their own Pays feature, while statutory payroll, superannuation and bank payments remain with your payroll process.
What will we cover in a demo?
Bring an example roster and your timesheet approval process. We can show how practitioner availability, time blocks, recorded hours and reporting fit your cosmetic, aesthetic or laser clinic.
Ask DappleOS
Ask how practitioner rostering and timesheet review could fit your team’s working day.