Smart Scheduling

Overview

Smart Scheduling is a set of tools that help you manage your schedule more easily. It includes Time Blocks (availability), Day Off (time off), and Recurring Patterns (recurring appointments).

How to Access

From the calendar page:

  1. Tap the gear icon (Settings) at the top right
  2. Select the desired menu

Time Blocks (Availability)

What are Time Blocks

Time blocks are periods when you're available for appointments. Clients will see these times when booking.

Benefits

  • Clients book at the right times - They only see when you're available
  • Easy scheduling - See open slots clearly
  • Save time - No back-and-forth coordination

Setting Up Time Blocks

  1. Tap the gear icon on the calendar page
  2. Select "Set Availability"
  3. Select the day of the week to configure
  4. Tap "+ Add Time Slot" button
  5. Set:
    • Start time - e.g., 09:00
    • End time - e.g., 18:00
    • Location (Optional) - Location for this slot
  6. Tap "Save"

Example Configuration

DayTimeLocation
Monday06:00-12:00Gym A
Monday14:00-20:00Gym B
Tuesday06:00-12:00Gym A
Wednesday-Day off
Thursday06:00-20:00Gym A
Friday06:00-20:00Gym A
Saturday08:00-16:00Gym A
Sunday-Day off

Editing/Deleting Time Blocks

Edit:

  1. Tap the time slot you want to edit
  2. Edit time/location
  3. Tap "Save"

Delete:

  1. Tap the time slot you want to delete
  2. Tap "Delete" button
  3. Confirm deletion

Day Off (Time Off)

What is Day Off

Days off are times when you're not accepting appointments, whether all day or specific hours.

Types of Time Off

TypeCalendar DisplayEffect
All dayDark gray indicatorNo availability shown all day
PartialLight gray indicatorNo availability for that period only

Adding Time Off

  1. Tap the gear icon on the calendar page
  2. Select "Days Off"
  3. Tap "+ Add Day Off" button
  4. Select type:

All-day Off:

  • Select "All Day"
  • Select Date
  • Enter Reason (Optional)

Partial Day Off:

  • Select "Partial"
  • Select Date
  • Select Start time and End time
  • Enter Reason (Optional)
  1. Tap "Save"

Managing Days Off

View list:

  1. Go to "Days Off" page
  2. View all days off

Edit:

  1. Tap the day off to edit
  2. Edit information
  3. Tap "Save"

Delete:

  1. Tap the day off to delete
  2. Tap "Delete" button
  3. Confirm deletion

Usage Examples

  • Vacation: Set all-day off for multiple consecutive days
  • Personal appointment: Set partial day off, e.g., 10:00-12:00
  • Regular days off: Use Time Blocks instead (no need to set)

Recurring Patterns

What are Recurring Patterns

Appointment patterns that repeat every week. Ideal for regular clients who train at the same time every week.

Benefits

  • Save time - No need to create appointments every week
  • Consistency - Clients know their schedule in advance
  • Flexible - Edit or pause when needed

Creating Recurring Patterns

  1. Tap the gear icon on the calendar page
  2. Select "Recurring Appointments"
  3. Tap "+ Create Pattern" button
  4. Fill in:
FieldDescriptionExample
ClientSelect clientJohn Smith
Days of WeekSelect training daysMon, Wed, Fri
Start TimeTraining start time18:00
End TimeTraining end time19:00
LocationTraining locationGym A
Start DateWhen to start creating appointmentsJan 1, 2024
End DateWhen to stop (Optional)Mar 31, 2024
  1. Tap "Save"

How Recurring Works

  • System creates appointments 2-4 weeks in advance
  • Appointments created from Recurring have a special badge
  • You can edit/cancel individual appointments without affecting the Pattern

Managing Recurring Patterns

View list:

  1. Go to "Recurring Appointments" page
  2. View all Patterns

Pause:

  1. Tap Pause button on the Pattern
  2. System stops creating new appointments until re-enabled
  3. Already-created appointments remain

Edit:

  1. Tap the Pattern to edit
  2. Edit information
  3. Choose:
    • New appointments only - Already-created appointments don't change
    • All appointments - Including created appointments (not yet Completed)

Delete:

  1. Tap delete button on the Pattern
  2. Choose:
    • Delete Pattern only - Already-created appointments remain
    • Delete all - Including appointments not yet Completed

Usage Examples

Regular client:

Client: John Smith
Days: Monday, Wednesday, Friday
Time: 18:00-19:00
Location: Gym A
Start: Jan 1 - No end date

Regular group class:

Type: Group Class
Days: Saturday
Time: 09:00-10:30
Location: Studio B
Start: Jan 1 - Mar 31

Calendar Display

Show/Hide Availability

  1. At the calendar header
  2. Tap "Show Availability" button
  3. Toggle on (Green) or off (Gray)

Time Slot Options

When showing availability, you can choose display format:

OptionDisplayBest For
CombinedSingle continuous blockOverview
30 minutesSplit into 30-min slotsDetailed selection
60 minutesSplit into 1-hour slotsBalance of overview and detail

Tips for Using

  1. Set Time Blocks regularly - Helps clients book at the right times
  2. Use Recurring for regular clients - Saves lots of time
  3. Set days off in advance - Clients won't book those days
  4. Set locations in Time Blocks - Makes managing multiple gyms easier
  5. Review Recurring monthly - Adjust when schedule changes

FAQ

Q: What's the difference between Time Blocks and Day Off?

A: Time Blocks are when you're "available." Day Off is when you're "unavailable," even during Time Blocks.

Q: How far in advance does Recurring create appointments?

A: System creates approximately 2-4 weeks ahead and auto-creates more.

Q: If I cancel an appointment from Recurring, will the Pattern disappear?

A: No, the Pattern remains. System will create a new appointment the following week as normal.

Q: Do clients see Time Blocks?

A: Clients see available times when booking, but don't see them labeled as "Time Blocks."

Q: Can I set multiple Time Blocks in the same day?

A: Yes, e.g., morning 06:00-12:00 and afternoon 14:00-20:00.

Related Topics

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