Team schedules and approvals

Owners, admins and location managers can see the whole team's hours, set hours for employees, and approve time off and schedule changes. Your own hours and time off are on My Schedule. See Your availability, time off, and blocks.

See your team's weekCopy Anchor Link

1. Open Team and select the Schedules tab.
2. Use the arrows or Today to change the week.

Each row shows one person's hours for each day, and Hrs adds them up for the week. A day can also say:

• Off: no hours that day, a day off, or approved time off.
• Sick: they called in sick.
• Pending: they asked for the day off, and it's waiting for approval.

1099 marks a contractor and Self-managed marks a booth renter. They set their own hours (see Employees, contractors, and booth renters).

If you work with more than one location, the grid follows the location menu at the top of the page. Choose Overview to see every location together.

You can't change hours on the grid. Open the person's profile instead (see the next section).

Set an employee's hoursCopy Anchor Link

1. Open Team and select the person's name.
2. Select Schedule.
3. Select a day, then change their blocks or select Add Bookable Block.
4. Select Save changes. You'll see Schedule updated.

Their new hours apply as soon as you save. Schedule only shows for people who can be booked.

The same page has their Time Blocks, for breaks and meetings, and Schedule Overrides, to change one date. Both work the same way as your own (see Your availability, time off, and blocks).

Contractors and booth renters manage their own hours, so their schedule shows View-only.

Let an employee change their own hoursCopy Anchor Link

This is for employees (W-2). Owners and admins already manage their own schedules.

1. Open Team, select the person's name, then select Schedule.
2. Under Self-Edit Permissions, check the boxes you want:
   • Can request schedule changes: they can ask for new weekly hours. Each change needs approval. With auto-approve checked, this box says Can edit own schedule.
   • Auto-approve scheduling requests: Lilo approves their time off and their new hours right away. Lilo tells their approvers about time off, but not about new hours.
3. Select Save Changes. You'll see Schedule permissions updated.

Location managers can only change this for people at their own locations.

Approve time off and schedule changesCopy Anchor Link

1. Open Team and select the Requests tab. It shows how many requests are waiting.
2. Each time-off request shows who it's from, the type of time off and the dates. Select the check mark to approve it.
3. To deny time off, select the X. Add a note if you like, then select Deny Request.
4. New hours are grouped by person under Pending Availability Days. Select the person to see each day's new hours, with their current hours next to them.
5. Select Confirm All to approve all of that person's days, or the check mark next to one day.
6. To turn down a day, select its X. Say what you'd like instead, then select Send Feedback.

Lilo lets the person know your answer, with your note. Requests waiting for you also show under Pending Approvals on your home screen. You can also approve or deny time off from Upcoming Time Off on the person's Schedule.

In the Lilo app, go to More → Team and tap Requests. Tap Approve or Deny on each request. The app can't add a note. The Schedules tab shows the team's week, and you set hours on the web.

How it worksCopy Anchor Link

Who gets a requestCopy Anchor Link

• If the person has a reporting manager, their requests go to that manager. Set one in their Locations section, under Reporting Manager. Employees who work at more than one location need one.
• Otherwise, requests from someone at one location go to that location's managers. If it has none, they go to the admins there, then to the owner.
• A location manager's requests go to the admins at their location, or to the owner.
• Requests from someone at more than one location, with no reporting manager, go to the owner.
• The owner sees and can answer every request. Admins and location managers only see the ones sent to them.
• Owners and admins don't need approval for their own hours or time off.
• Contractors and booth renters never need approval. When a contractor takes time off, Lilo emails their managers. Nobody is told about a booth renter's time off.

What approving doesCopy Anchor Link

• Approved time off takes those whole days off, at every location. Clients can't book the person online then. A request that's still waiting doesn't block bookings.
• Lilo doesn't move or cancel appointments the person already has on those days.
• Approving new hours replaces that day of their regular week, at every location.
• If someone sends new hours for a day that's already waiting, the new request replaces the old one.
• When an employee calls in sick, Lilo takes them off that day right away and emails the people who approve their requests. It doesn't need approval. The day shows Sick on the grid.
• Only the person can cancel their own time off.

Hours on the gridCopy Anchor Link

Each day on the grid shows one span, from the first start to the last finish. For a split shift, like 9:00 AM to 11:00 AM and 3:00 PM to 5:00 PM, the span and Hrs include the break in between.

Common questionsCopy Anchor Link

Why can't I see a request someone sent?Copy Anchor Link

It went to someone else, like their reporting manager or a manager at their location. Only the owner sees every request.

How do I give an employee a day off?Copy Anchor Link

Open their Schedule and select Add Override under Schedule Overrides. Choose the Date and Day Off, then select Save Override. Contractors and booth renters take their own time off.

Can I cancel someone's time off?Copy Anchor Link

No. Only they can cancel it, from My Schedule, or My Availability for a contractor. Ask them to cancel it if you need them that day.

Does approving time off cancel their appointments?Copy Anchor Link

No. Their appointments stay booked. Move or cancel them on the Calendar.

Why can't I change a contractor's or booth renter's hours?Copy Anchor Link

They manage their own schedule, so it's view-only for you. Ask them to change it.

Can I approve requests in the Lilo app?Copy Anchor Link

Yes. Go to More → Team and tap Requests. Set hours and self-edit permissions on the web.