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Calendar

"Calendar" is the main screen for day-to-day booking work. From here you choose the date and location, create new bookings, move existing appointments, and add "Blocked time".

What to use the calendar for​

  • New bookings and review of the booked schedule.
  • Moving and editing existing appointments.
  • Finding a suitable available time with Booking Assistant when you do not want to check slots manually.
  • Temporarily closing time with "Blocked time".
  • Quick workload overview by employees and resources.

How to work in the calendar​

  1. Open "Calendar".
  2. Choose a date with the date picker and use "Today", back, and forward for quick navigation.
  3. Choose a location if you work with more than one.
  4. Optionally show only the people who are currently working.
  5. Add a new booking with "Add new appointment" or by selecting an empty slot.
  6. Open an existing booking to review or edit it.
  7. If you need to close a period, use "New Blocked time".

The detailed fill-in and save flow is in Create and save an appointment.

What matters​

  • Calendar is the main working screen in the system.
  • If you do not see the expected available times, first check the location, employees, selected availability source, working hours, and blocked time.
  • For a booking to appear in the calendar, it needs a selected employee and, when required, a resource.
  • "Blocked time" is used for breaks, absences, closed hours, and one-off exceptions.
  • If you often work with temporary closures, use Blocked time as the dedicated practical topic, and use Calendar for quickly closing a specific period.

Rescheduling, duplicating, and more actions​

When you open an existing appointment, its menu can give you access to actions such as:

  • "Reschedule";
  • "Single duplicate";
  • "Duplicate by datetime";
  • "Send SMS to clients";
  • "Documents" and the activity log.

The detailed flow for these actions is in Appointment actions.

Deleting and restoring an appointment​

If you need to remove an already created appointment:

  1. Open the appointment from the calendar.
  2. Use Delete from the appointment screen or from the edit screen.
  3. Confirm the action.

After deletion:

  • the appointment is marked as deleted instead of disappearing without a trace;
  • when you open it, you will see a warning that the appointment is deleted;
  • if needed, you can use Restore to bring it back.

Important:

  • this action requires permission to delete appointments;
  • if your goal is only to mark the outcome of the appointment, changing the status is often more appropriate than deleting it.

Calendar views​

You choose the view in "Settings" → "View":

  • "Day" and "Week" — one column per day with the appointments of the whole team. "Week" suits studios with group classes and many employees, where a column for every person makes the week too wide.
  • "Day by employees/resources" and "Week by employees/resources" — every day is split into columns per employee or resource.
  • "Month" — the whole month, one row per week.
  • "List day", "List week" and "List month" — the appointments as a list.

Blocked time in the calendar​

In "Day", "Week" and "Month", an employee's or a resource's blocked time shows as a bar at the top of the day, with the name and the hours. This way it does not cover the appointments. The reason shows when you hold the pointer over the bar, and clicking the bar opens "Edit blocked time".

In the views by employees and resources, blocked time is in the employee's or the resource's column. Blocked time of the whole location is shown in the time grid.

When someone on the team adds, changes or deletes blocked time or changes working hours, your calendar updates straight away, without you reloading the page.

The appointment card​

What the card shows depends on its size. A short card shows the time, the client and the service on one line, and a taller card shows the other details too. In a group class with a limited number of places, the card shows how many are taken, for example 6/13. When the class is full, the count is on a dark background, and when it is overbooked, on a red one. If the class has a minimum to run, the count takes a warning colour while the seats taken are below the minimum.

When you hold the pointer over a card, a details window opens: time and duration, clients, service, employees, resources and notes. In a group, each client is on a separate line with phone and status, and you also see how many people are waiting.

Calendar settings​

From "Settings" you can control:

  • "Slot duration" Defines the interval of the time grid in the calendar, for example 15, 30, or 60 minutes. This affects how you see and choose available time slots.
  • "Outside working hours" Shows extra hours before and after the working hours so you can see a wider time range in day and week views. It does not change the working hours themselves, only what is visible on screen.
  • "View" Lets you choose whether to work in day, week, month, or list view — for the whole team or by employees and resources. This is the setting that determines how the calendar opens. The views are described in Calendar views.
  • Location, employees, and resources These filter what you see in the current calendar view. This is useful when you work with more than one location or want to focus only on part of the team or on specific resources.
  • "On shift" Lets you show either all employees/resources or only those that have working hours set.
  • "Coloring by" Changes the booking colors by service, employee, or resource. This helps you distinguish entries faster in a busy booked schedule.
  • Appointment box elements Lets you choose what information appears inside each booking card, such as time, client, employee, resource, service, amount, and notes.
  • "Appointments overlap" Determines whether overlapping appointments are shown on top of each other in the calendar.

These settings are remembered, so the next time you open the calendar it starts with the same preferences.

Schedule print​

In the desktop version you can use "Print schedule" to generate a PDF of the weekly or monthly calendar view.

Frequently asked questions

What is the fastest way to add a new booking?

From Calendar with the "Add new appointment" button or by selecting an empty slot.

When should I use "Blocked time"?

Use it when you want to temporarily close time for a break, absence, maintenance, or another one-off exception.

Why can’t I reschedule the booking?

Rescheduling works only when you select an empty slot and you are in day or week view.

Can I print the schedule?

Yes, through "Print schedule" in the desktop version of the app.

How do I delete an appointment and can I restore it later?

Open the appointment and use "Delete". Deletion is restorable, and if needed you can later choose "Restore" from the same record.
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