Schedules & Availability

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Schedules control when your activities and resources are available for booking. You can set recurring weekly hours, add special one-off dates, and block out time for holidays, maintenance, or staff absences.

Activity Schedules

Every activity needs at least one schedule entry to generate bookable time slots. Schedules define the days and times the activity is open for business.

Recurring Weekly Hours

The most common setup is a recurring weekly schedule. For each day of the week, you specify the hours the activity is available. For example:

• Monday–Friday: 9:00 AM — 5:00 PM
• Saturday: 10:00 AM — 4:00 PM
• Sunday: Closed

Days without a schedule entry are treated as closed — no time slots will be generated.

Split Schedules

You can add multiple time ranges on the same day to create gaps. For example, if your salon closes for a lunch break:

• Monday: 9:00 AM — 12:00 PM
• Monday: 1:00 PM — 5:00 PM

This creates time slots in the morning and afternoon with no bookings available during the lunch hour.

Special Date Overrides

Need different hours for a specific date? Add a one-off schedule entry with the exact date. Special date entries override the regular weekly schedule for that day.

Examples:

• Open late on December 23rd: 9:00 AM — 8:00 PM
• Shortened hours on July 3rd: 9:00 AM — 1:00 PM
• Special Saturday opening for an event: 7:00 AM — 10:00 PM

Closing on a Specific Date

To close on a date that would normally be open (like a holiday), add a special date entry and mark it as unavailable. You can add a label like "Christmas Day" or "Staff Training" for reference.

Slot Interval Overrides

Each schedule entry can optionally override the activity's default slot interval. This is useful when you want different spacing at different times. For example, a tennis court might have 60-minute slots during peak hours but 30-minute slots during off-peak to fill gaps.

Resource Schedules

If your activity uses resources (stylists, instructors, rooms), each resource can have its own availability schedule in addition to the activity schedule. A resource is only available when both the activity and the resource are scheduled.

When to Use Resource Schedules

Resource schedules are most useful for people-based resources. Equipment and rooms typically follow the activity's schedule, but stylists, instructors, and guides often have individual working hours, days off, and availability patterns.

Examples:

• Sarah works Monday, Wednesday, and Friday from 9:00 AM to 3:00 PM
• Mike works Tuesday through Saturday from 10:00 AM to 6:00 PM
• Room A is available Monday–Friday, but Room B is only available Thursday–Saturday

Setting Up Resource Schedules

Navigate to the resource within its activity and add schedule entries. The format is the same as activity schedules — you can create recurring weekly entries and special date overrides.

If a resource has no schedule entries, it is considered available whenever the activity is open. This is typically the right setup for non-person resources like lanes, rooms, or equipment.

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If all your resources have the same hours as the activity, you do not need individual resource schedules. Only set them up when specific resources have different availability.

Blocked Times

Blocked times let you prevent bookings during specific periods without changing your regular schedule. Use them for planned closures, maintenance, staff absences, or any other reason you need to remove availability.

One-Off Blocks

Block a specific date and time range. The block applies once and does not repeat.

Examples:

• Block the main tunnel from 2:00 PM to 4:00 PM on March 15th for maintenance
• Block all activity on December 25th from 12:00 AM to 11:59 PM
• Block Instructor Sarah on April 10th for a training day

Recurring Blocks

Set up a block that repeats on the same day and time every week. Recurring blocks are useful for regular closures.

Examples:

• Block every Monday from 7:00 AM to 8:00 AM for staff meetings
• Block Lane 5 every Wednesday from 6:00 PM to 9:00 PM for a league
• Block the studio every Sunday from 12:00 PM to 1:00 PM for cleaning

Recurring blocks can have optional start and end dates to limit how long they repeat. For example, block Lane 5 for a league that runs from January through March only.

Block Scope

Blocked times can apply at different levels:

• Specific Resource — Only blocks one resource (one stylist, one lane). Other resources remain available.
• Entire Activity — Blocks all resources and all bookings for that activity.
• Facility-Wide — Blocks everything at a location. Use this for holidays, weather closures, or facility-wide shutdowns. Facility-wide blocks must be scoped to a specific location.

Adding a Blocked Time

When creating a blocked time, provide:

• Type — One-off or recurring.
• Date/Time Range — When the block applies.
• Scope — Which resource, activity, or location to block.
• Reason (optional) — A note explaining why, such as "Maintenance" or "Staff PTO." This is visible to staff but not customers.

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Blocked times do not cancel existing bookings. If you need to block a time that already has bookings, you will need to reschedule or cancel those bookings separately. The blocked time prevents new bookings from being made during that period.

How Availability Is Calculated

When a customer or staff member looks for available time slots, the system combines several factors:

1. Activity schedule — Is the activity open at this time?
2. Resource schedules — Are the needed resources available at this time?
3. Blocked times — Is anything blocked at this time?
4. Existing bookings — Is there enough remaining capacity at this time?
5. Buffer times — Does the buffer before/after leave enough room?
6. Lead time and advance limits — Is the time slot within the allowed booking window?

A time slot only appears as available when all of these checks pass. This means you do not need to worry about double-bookings or exceeding capacity — the system handles it automatically.