Scheduler

The scheduler is the main calendar view where you manage all appointments and sessions for your organisation.

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.

In the Agenda view an additional Fields button lets you choose which client details (such as email or mobile) are listed for each participant.

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.

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.

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 comes from its capacity and slot settings rather than from the calendar block.

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.

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. Double-click an active session to open it for editing — see Edit 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 cannot be booked by clients. Publish them with the tick on each entry, or Activate all in the toolbar to publish every planned session at once; the cross on an entry removes it, and Remove all planned discards all of them. The cross is also available on active sessions that have no bookings yet.

For organisations that use sessions, the toolbar shows a chip for each session on desktop: drag a chip onto an empty time slot to stage a planned session there.

Visibility and Bookability Badges

Entries with special visibility or bookability settings carry small badges — Hidden, Private, Restricted, Not bookable or Bookable from date (with the opening date) — matching the Visibility & bookability legend at the bottom of the calendar. Entries masked as coming soon appear dimmed until their opening date.

Occupancy Heatmap

The Occupancy heatmap button recolours every appointment by how full it is — from open to full — instead of by its resource colour, with an Open > Full legend at the bottom of the calendar.

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

• Sessions use their real fill ratio: booked slots divided by capacity. 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.

While the heatmap is on, hovering over the button 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. Like grouping, the heatmap toggle is desktop-focused; the scheme picker appears on hover, so it is best used 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 "!" — you have local changes that have not yet synced.
• Spinning icon — a sync is in progress.
• Offline — the tooltip reads Offline — not yet synced, or Offline — last synced … with the time of the last successful sync.

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.

Generating Sessions and Printing

For organisations with session resources the toolbar includes the Generate button, enabled only in the Week and Work week views — see Generate Sessions. 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. The Print button prints the current calendar view.