What is a facilitator schedule?
A facilitator schedule defines when a facilitator is available to accept appointment bookings. Without a schedule, the system has no availability to offer customers. You must create at least one schedule before appointments can be booked.
Each schedule specifies a facilitator, a date range, working days, which services are offered, an optional physical resource, and a time range.
Viewing schedules
Navigate to Services > Appointments and click the Manage tab. The Facilitator Schedules section at the bottom shows all existing schedules with the facilitator name, number of slots, date range, and creation date.
Creating a schedule
Click Add Schedule to open the Facilitator Schedule Builder.
1. Select Facilitator
Choose the facilitator from the dropdown. Only facilitators that have been created under Facilitators will appear here.
2. Date Range
Set the From and To dates for this schedule. The facilitator will only be available for appointments within this date range.
3. Quick Patterns (optional)
For convenience, you can apply a common pattern to pre-fill the day and time selections:
| Pattern | Days | Times |
|---|---|---|
| Mon–Fri 9am–5pm | Monday to Friday | 09:00–17:00 |
| Mon–Fri (Split Shift) | Monday to Friday | Split morning and afternoon |
| Weekends Only | Saturday and Sunday | Standard hours |
| Every Day | All seven days | Standard hours |
These are starting points — you can customise the days and times after applying a pattern.
4. Select Days
Click the day buttons (Sun, Mon, Tue, Wed, Thu, Fri, Sat) to toggle which days of the week the facilitator is available. Selected days are highlighted.
5. Services Offered
Tick which services the facilitator offers during this availability block. Only services that have been created on the Services page will appear here.
A facilitator might offer all services, or only a subset — for example, a facilitator might only offer sports massage but not deep tissue massage.
6. Physical Resource (optional)
Optionally assign a room or piece of equipment to this availability block. If a physical resource is assigned, the system will prevent double-booking of that resource.
Select “No specific resource” if the facilitator does not require a dedicated room.
7. Time Range and Timezone
Set the Start Time and End Time for the facilitator’s working hours (e.g. 09:00 to 17:00). The system generates appointment slots within this window based on the service durations and buffer times.
Choose the appropriate Timezone for the schedule. Available timezones include Europe/London, America/New_York, America/Los_Angeles, America/Chicago, Europe/Paris, Asia/Tokyo, and Australia/Sydney.
Adding blocks and saving
Click Add Block to add the configured schedule block. You can add multiple blocks with different configurations — for example, different time ranges on different days.
The button at the bottom shows the total number of slots that will be generated (e.g. “Create All (59 Slots)”). Click it to save the schedule.
Editing and deleting schedules
Each schedule card has Edit and Delete buttons:
- Edit — re-opens the Schedule Builder with the current configuration.
- Delete — permanently removes the schedule and all associated availability. Existing booked appointments are not affected, but no new bookings can be made against this schedule.