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Schedules, Working Hours, and Time Off

This article covers how to configure schedules within Distributely

Where schedules live:

Go to Team Agents. Each row is a person, with a Schedule action. That opens Manage Schedule for that member.

Schedules are per person, not per team. A rep on three teams has one schedule that all three teams read. Time off works the same way.

Timezone

The first field is Timezone. Everything else on the screen is interpreted in this timezone.

This matters more than it looks. Availability is always evaluated in the member's own local time, not yours and not the portal's. A rep set to Pacific Time with hours of 9:00 to 17:00 becomes available at noon Eastern, and a record arriving at 9:15 Eastern will skip them.

The dropdown covers Eastern Time (ET), Central Time (CT), Mountain Time (MT), Pacific Time (PT), Arizona Time (MST), Alaska Time (AKT), Hawaii Time (HST), and UTC. If nobody has ever saved a schedule for a member, Distributely assumes Eastern.

Daily Schedules

Under Daily Schedules you get a card for each day of the week, Sunday through Saturday. Use Add Time Block to add a start and end time to that day.

A day can hold more than one block. This is how you handle a split day. A rep who covers 9:00 to 12:00 and 13:00 to 17:00 gets two blocks on that day, and is correctly treated as unavailable over lunch. 

If a day has no blocks, it shows No available hours set for this day. That member is unavailable for the whole of that day.

The important consequence: a member with no blocks on any day is never available. When you first open Manage Schedule for someone new, the screen suggests Monday to Friday, 9:00 to 17:00, but nothing is stored until you press Save Schedule. Opening the modal and closing it leaves the member with nothing. 

Time Off

Below the schedule is Time Off. Use Add Time Off to add a period, then fill in:

  • Start Date and End Date. Both ends are inclusive.
  • Type: Vacation, Sick Leave, Holiday, Personal, or Other.
  • Reason (optional), free text, for your own records.

Time off is evaluated by date, not by hour. If today falls inside a period, the member is off for the entire day, regardless of their working hours. A one-day absence is a period whose start and end are the same date.

Holidays are per member

There is no shared company holiday calendar in Distributely. A holiday is a time-off entry on one person's schedule. So a company-wide holiday has to be added to every member individually. Thirty reps means thirty entries.

Bulk import and export

If you are maintaining more than a handful of people, the Team Agents screen has Export Schedules CSV and Import CSV.

Export first, so you have the current state and the exact column layout. Edit the file, then import it back.

Import replaces schedules and time off for any owner present in the file. Owners not in the file are left alone. Duplicate blocks are ignored rather than doubled. The screen reports how many owners were updated and how many failed.

Because import replaces rather than merges, an export-edit-import round trip is safe, but hand-building a partial file is not — anything you leave out of a listed owner's rows is removed.

FAQ

Do I have to set schedules if my team uses HubSpot hours?

Not for day-to-day routing, but you should anyway. If Distributely cannot read HubSpot availability for a team, it falls back to the schedules configured in Distributely. Empty schedules mean an empty fallback. See Distributely Schedules vs HubSpot User Schedules.

A rep changed timezone. Do I need to redo their hours?

No. Change Timezone and save. The blocks stay as written and are now read in the new timezone.

Can I schedule someone overnight, past midnight?

Not as a single block. End times are read on the same day. Model an overnight shift as a late block on one day and an early block on the next.

What if everyone on a team is on holiday?

The team's Fallback Behavior fires.