Module M4 · Manager Training

Sling & Scheduling

Master time clock validation, provider schedule management, and real-time calloff and pickup shift protocols in Sling.

⏱ ~25 min 📄 2 source documents
Part 1
Validating Time Clocks
Accurate pay starts here

Why Time Clock Validation Matters

Validating time clocks ensures accurate pay and payroll budget adherence by monitoring timely clock-ins and clock-outs and scheduled breaks. When time clocks are reviewed consistently and corrected promptly, the team is paid accurately and leadership has a clear picture of labor costs.

Deadline: The Sat–Fri previous week must be validated by the following Sunday.

Who Needs Validation

Time clock validation applies to two groups of team members:

Hourly Employees

Experience Guides, Keyholders, Experience Coordinators, and Event Coordinator. These team members are always paid hourly and require full time clock review every week.

Commission-Paid Employees

Therapists and estheticians — only when performing non-treatment hourly work, such as new hire training (non-model days), team meetings, or special projects. These hours must be flagged separately in the payrun.

Break Compliance Policy

Review each time clock entry against the break compliance thresholds below. Discrepancies in the DIFFERENCE column should be investigated and corrected before approval.

Hours Worked Break Required
Under 6 hours No break
6 hours 30-minute break
7+ hours 60-minute break

Validation Step-by-Step

  1. Log into Sling → Time Clocks → Week view. Set up columns (one-time setup).
  2. Pull missed clock-in sheet from breakroom; replace with a new sheet. Correct entries via "Edit" under OPTIONS.
  3. For remote employees: have them submit timeclocks via Sling; create the timesheet manually — enter employee name, location (auto-populates), position, correct date, time clocks, breaks → Save.
  4. Review all time clocks: shift start/end vs. clock in/out, break compliance, DIFFERENCE column for large variances, and any notes from employees.
  5. Edit or approve each entry.
  6. Check for overtime (40-hour weekly threshold); flag to Stella and Angela if exceeded.
  7. Once all entries are approved, notify Angela that payroll is ready; flag any therapist or remote training hours in the payrun.
Part 2
Managing Schedules in Sling
Keeping provider hours aligned with goals

Schedule Cadence

Provider schedule management happens at three rhythms. Use the tabs below to review responsibilities at each cadence.

During the first week of each month, scrub Sling for accuracy for the following month:

  1. Check the dashboard — ensure all time off requests have been reviewed and approved.
  2. Filter to providers only; compare their scheduled shifts against the Optimized Room Schedule Log day by day.
  3. Update scheduled shifts and open shifts as needed.
  4. Publish unassigned shifts using the "Make Unassigned Shifts Available" auto function.
  5. Use the Tracking Sheet in the Optimized Room Schedule to compare staffed hours to goal — for the current month and one month out.
  6. If hours are short vs. plan: contact the recruiting team and look for internal pickup opportunities.

Each week, stay on top of real-time schedule changes and team requests:

  • Review and respond to time off requests
  • Review and respond to pickup shift requests
  • Update provider schedule changes
  • Pull Scheduled Hours from Sling filtered by job type (LMT, Estheticians, etc.)

Update Sling immediately for any real-time changes that occur during the shift:

Therapist Running Early or Late

  • Block time in Zenoti with "Unplanned Time Off"
  • Adjust shift end/start time in Sling → "Edit Shift" → select "Only This Shift"

Extended Break

  • Block time in Zenoti
  • Edit break time in the Sling shift

Calloff or No-Show

  • Block time in Zenoti with "Unplanned Time Off"
  • Mark shift as "Sick Callout" in Sling

Pickup Shift

  • Block time in Zenoti labeled "Pickup Shift" with room and initials
  • Create a new shift in Sling with the tag "Pickup Shift"
Part 3
Pickup Shift Approval
The right process every time

Pickup Shift Approval Process

  1. Confirm the shift is available in Sling.
  2. Check the Optimized Room Schedule for room assignment.
  3. Approve the shift in Sling → add "Pickup Shift" tag.
  4. Open the provider's shift in Zenoti: assign room, enter start/end time, add break if needed, and add a "Pickup Shift" appointment block with the room name in comments.
  5. Only approve pickup shifts for the following month; leave future requests pending in case of new hire availability.

Track pickup shifts and calloffs by filtering by position and tag in Sling's reporting view.