Scheduler

The scheduler is the main calendar view where you manage all appointments and sessions for your organisation. Open it with Scheduler in the main menu.

Calendar Views

The calendar offers five views — Day, Work week, Week, Month and Agenda — chosen from the View menu in the toolbar. Use the arrow buttons to move backwards and forwards, and the date picker, which shows week numbers, to jump straight to a specific date. Work week shows only your organisation's working days. Agenda lists the seven days from the selected date, with each session's participants under it.

For the day's briefing, open Day or Agenda, choose the participant details your team needs and use Print (see Generating Sessions and Printing below).

Agenda: participants, payment state and no-shows

In the Agenda view an additional Fields button lets you choose which client details (such as email or mobile) are listed for each participant. By default it shows email, mobile and every consent or process field; your choice is remembered in this browser. Which participants appear follows Set status display (see Filtering by Status below) — waitlisted clients, for example, are listed while the Waitlist status is ticked.

With payments switched on, each booked participant also shows their payment state: Paid (followed by the payment method when one was recorded), Unpaid, Unpaid · at the desk for a client who chose to pay at the desk, or Waived. An unpaid participant of an active session has a Take payment button right on the row; it needs Manage on Configuration & settings or Clients, or the Billing contact role. Once a session has started, a Mark no-show button on each participant records that they did not attend, after a confirmation that warns it cannot be undone; it needs Configuration & settings set to Manage. The same actions are in the session's own participant list.

Choosing Resources

When your organisation has more than one resource, the toolbar shows an avatar for each of them. Click an avatar to show or hide that resource's appointments; if there are too many to fit, the remainder are collected behind a "+N" button. At least one resource always stays selected, and your selection is remembered. The avatars are your standard resources (people, rooms, equipment); a session appears on the calendar of the standard resource it was created on.

By default each column in the calendar is a day, and appointments from all selected resources share it. With at least two resources selected, Group resources splits each day into one column per resource; Ungroup resources merges them again. Grouping is available on desktop only.

Creating Appointments

Double-click an empty time slot to create a new appointment (on touch devices, a single tap). A dialog opens where you enter the appointment's details, and the appointment appears in the calendar once saved.

If your organisation uses treatments, the dialog includes a treatment field; it is left out entirely when the Treatments module is switched off, when no treatments have been set up, or when your organisation has no bookable staff or provider resources. Until you choose a resource the field reads Treatment - first choose resource; once a resource is chosen it becomes Select treatment. The client field lists only active clients of your organisation, each shown as "Name (email)" (just the name when the client has no email on file).

The dialog offers a Video appointment field only when video calling is fully set up for your organisation (the Video module turned on with complete credentials); appointments already booked as video appointments keep the field so you can still open and edit them even if video calling is later turned off. When it is ticked, the Client video url and Resource video url fields show addresses that do not belong to the appointment, so do not send or open them — see Run video appointments.

Moving and Resizing Appointments

On desktop you can reschedule an appointment directly on the calendar by dragging it. Drag-and-drop and resizing are not available on touch devices — on a phone or tablet, open the appointment and change its time in the edit dialog instead.

To move an appointment, drag it to a new time slot. When resources are grouped, dragging it into a different resource's column also reassigns it to that resource.

To resize an appointment, drag its top or bottom edge up or down. Resizing changes whichever edge you drag — the bottom edge changes the end time, the top edge changes the start time — either way this shortens or extends the appointment. Sessions cannot be resized (only moved), because a session's length is set by the session's Slot duration (minutes) when the session is created.

Before a move or resize is saved, you are asked to confirm with Update appointment?:

• OK applies the change immediately and saves it (syncing to the cloud right away when you are online — see Working Offline below). The client is not automatically notified of the new time, so let them know separately if the change affects them.
• Cancel reverts the appointment to its original slot and saves nothing.

Why some sessions move without asking. A session that has no live participants — no active bookings, reservations, arrivals or waitlist entries (only cancelled, expired or no-show rows, or none at all) — moves silently, with no confirmation. This is intentional, not a bug: with nobody booked in, there is nothing to disrupt, so the prompt is skipped. Every regular appointment, and every session that still has at least one live participant, always asks Update appointment? first.

What a moved session keeps. A session keeps its capacity, participants and visibility settings when you move it; dragging it into another resource's column moves it to that resource's calendar. Reminders already scheduled for its booked participants are moved to the new time, but no message about the change is sent. When sessions have to move or be cancelled because of illness, weather or an unusable room, follow Handle a disruption.

For example: you drag a 30-minute haircut from 10:00 to 10:30 on the same stylist's column. A dialog asks Update appointment? — clicking OK moves and saves it, but the client is not automatically told. Drag a Yoga Class session that is 12/16 booked to a new time and the same confirmation appears, because it has live bookings — yet an empty, not-yet-booked Yoga Class slot moves instantly with no prompt.

Sessions in the Calendar

A session is a group slot with a fixed capacity that several clients can book. Its calendar entry shows the session name, the booked slots against the capacity (for example 5/12) and the time; pending reservations, pending acceptances and waitlist numbers are indicated on the entry too, and while a reservation is being held a countdown bar runs along it until the hold expires. With the Waitlist module on, an hourglass with a number shows how many places are waitlisted. When the session's Min capacity is above one and fewer places are booked, a small warning dot appears next to the count; it is information only. Double-click an active session to open it for editing (a single tap on touch devices) — see Edit a session.

Planned Sessions

Sessions created with the Generate dialog, or by dragging a session chip from the toolbar onto the calendar, start as Planned. Planned sessions are drawn with a dashed outline, cannot be opened, and are never shown to clients on the booking site; your colleagues do see them in their own scheduler. Activate them with the tick on each entry (Activate planned session) or with Activate all in the toolbar; the cross on an entry (Remove planned session) removes it, and Remove all planned discards all of them. The tick and the cross act at once, without a confirmation, and an activated session cannot be returned to Planned.

Activate all and Remove all planned act on the planned sessions currently shown — the dates of the current view and the selected resources. To release several generated weeks at once, switch to Month and use Activate all there.

The cross is also available on active sessions that have no bookings yet; removing such a session also removes any waitlist entries on it. In Set status display, planned sessions count as Created: if you untick that status, planned sessions and the Activate all button disappear from the calendar.

With the Sessions module enabled, the desktop toolbar shows chips for sessions linked through Dependencies to a selected standard resource's calendar: drag a chip onto an empty time slot to stage a planned session there. A chip drop is not checked against sessions already in that slot, and with several linked resources selected and not grouped it creates one session on each of them. If no chips appear, follow Prepare a calendar for group sessions.

Visibility and Bookability Badges

Entries with special visibility or bookability settings carry small icon badges — Hidden, Private, Restricted, Not bookable or Bookable from date — each naming itself when you point at it. The Bookable from date badge also gives the opening date, including for sessions set to Bookable days before, and disappears once that date has passed; a Bookable from date badge without a date means no date or day count was entered, and nobody can book the session. Badges are not shown in the Agenda view. Entries set to Coming soon (masked) appear dimmed while they also carry a badge. What each setting means for clients is explained in Session visibility & bookability.

Occupancy Heatmap

The Occupancy heatmap button recolours every appointment by how full it is — from open to full — instead of by its resource colour. The button appears when a session is linked to one of the selected resources.

"How full" is measured differently depending on the entry:

• Sessions use their real fill ratio: booked slots divided by capacity. Booked slots include places held by a running reservation and places entered as Booked slots in the session, but not the waitlist. A 12-capacity Group Swim with 3 bookings sits near the Open end of the gradient; the same session at 11/12 sits near Full.
• Regular one-to-one appointments have no partial fill — a single booked slot is, by definition, full — so they always render at the Full end of whichever scheme is active. In practice the gradient is only meaningful for sessions. For utilisation over a month, use Analytics.

While the heatmap is on, the button shows a calendar icon (Scheduler), and hovering over it offers a choice of three colour schemes:

• Yellow > green (the default) — open slots are yellow, full slots green.
• Light > dark green — lighter when open, darker as it fills.
• Resource colour — shades from a pale tint of the resource's own colour up to its full colour as bookings fill up.

Clicking the button again switches the heatmap off. Your heatmap choice (on/off and scheme) is remembered per user in this browser — it is not shared with other staff or carried to another device. The heatmap toggle itself works on any device, but the scheme picker appears on hover, so choosing a colour scheme is best done with a mouse.

Working Offline

The scheduler keeps working when your connection drops. Every change you make — creating, moving, resizing or cancelling an appointment, or generating sessions — is saved to the device first and never waits on the network, so the calendar stays responsive whether you are online or not.

The cloud icon in the top bar shows the sync state:

• Green cloud with a tick — everything is saved to the cloud.
• Amber cloud with a small "!" — a sync attempt failed while changes were waiting on this device; they are sent again at the next attempt.
• Spinning icon — a sync is in progress.
• Cloud with a tick on dark blue — offline: the browser reports no connection. The tick does not mean your changes are in the cloud; the icon has no tooltip.

Changes you make offline are queued and upload automatically the moment you reconnect. Sync also runs on its own roughly every 30 seconds, and you can force it at any time by clicking the cloud icon. If a sync fails partway through, your queued changes are kept and simply retried on the next attempt — nothing is silently lost.

The calendar caches roughly a two-week window (about two weeks back and forward) so you can browse recent and upcoming dates offline. Any unsynced edit is kept regardless of that window until it has successfully uploaded.

For example: your Wi-Fi drops mid-shift. You still drag three appointments to new times and create a new booking — each save succeeds locally and the cloud icon turns amber with a small "!". When the connection returns, within about 30 seconds (or immediately if you click the cloud icon) all four changes upload and the icon turns green.

Filtering by Status

Set status display lets you tick which appointment statuses are shown in the calendar: Created (planned sessions), Active, Reserved, Waitlist, Waitlist pending acceptance, No show, Reservation expired, Cancelled by client and Cancelled by employee. The first five are ticked by default. An entry is shown when its own status is ticked or when one of its participants has a ticked status, and in the Agenda the same ticks decide which participants are listed. Your choice is remembered in this browser.

Generate only recognises the sessions the calendar shows. Keep Created and Active ticked and Waitlisted only off before you generate, or sessions you have hidden can be created a second time.

Waitlisted only

With the Waitlist module on and a session linked to a selected resource, the hourglass button Waitlisted only narrows every view to the sessions that have at least one client on the waitlist; in the Agenda view this gives you the waiting clients per session. Click it again to show everything. The filter is not remembered: it is off again after the page is reloaded.

Generating Sessions and Printing

With the Sessions module enabled and a session linked through Dependencies to a selected standard resource's calendar, the toolbar includes Generate, enabled only in the Week and Work week views — see Generate sessions. If the button is missing, check the calendar prerequisites. The Generate button is shown on touch devices too, but stays disabled there unless you are in the Week or Work week view, the same as on desktop. Generating needs Configuration & settings set to Manage; without it the dialog opens read-only. Sessions you generate, activate, move or remove are stored only if you also have Organisation set to Manage or Manage on the calendar's resource; without it the next sync is refused, go flow signs you out and the changes not yet synced on this device are lost — see What each right opens. For the weekly planning routine, see Plan the weekly timetable.

The Print button opens the current view in a new browser window, in landscape, and starts printing. What you see is what is printed, including your filters, the Agenda fields and heatmap colours. If nothing happens, allow pop-up windows for the dashboard in your browser.