Calendar, work schedule and group sessions

Your company's schedule is made up of three sections. Work schedule answers when and where an employee works, Calendar — what happens during that time, and Group sessions — which sessions run during the week. It's one schedule, not three: a change in one section shows up in the others right away.

What each section covers

A booking is one client's visit to an employee. A group session is an event with several spots that different clients book. The calendar shows both; the Group sessions page shows only sessions, arranged in a weekly table.

How the sections are connected

• Work schedule → online booking. Clients can book only during an employee's shift. Free time is the shift minus bookings, sessions and busy blocks. No shift means no free time — see “A client can't see any free time”.
• Work schedule → calendar. Under each day in the calendar is a load bar: how much of the scheduled working time is already taken. A day without shifts is labelled “Day off”.
• Calendar → work schedule. If you put a booking or session outside a shift, the shift stretches by itself, and on a day without a shift a new one appears. That's why the schedule of those who only run sessions fills itself in — more details.
• The schedule protects bookings. A shift with bookings or sessions in it can't be deleted or shortened: the dashboard will ask you to move or cancel them first.
• Busy blocks → bookings. A busy block closes the time both for online booking and for new bookings and sessions in the dashboard. In the calendar it shows as a grey bar.
• Work schedule → hours. A finished shift automatically turns into hours in Money and analytics → Time tracking — hourly pay is calculated from them.

Hover over a shift in the weekly schedule to see that day's bookings and sessions and the Open in calendar button.

Where to start

1. Fill in the work schedule — day by day, or a whole month at once with a shift pattern and copying.
2. Check the service types in Services and prices → Services: regular services are booked into free time, event-only services only into group sessions.
3. Draw up the week's group session schedule and copy it to the following weeks.
4. Book clients in the calendar and mark who came — see “Attendance, cancelling and deleting bookings”.

Who sees what

The owner sees the whole company's schedule, an administrator sees their branches' bookings in the calendar, and a specialist sees only their own shifts, bookings and sessions. Which sections are open to administrators and specialists is set in Settings → Page access.

In the mobile app

The same sections are in the SetNow app for staff: Calendar and Shifts are tabs at the bottom, and group sessions are in More → Schedule. You can change the tabs in More → Customize bottom bar. How the app differs from the web dashboard is covered in each article of this section.