Events Schedule

Altegio lets you set the schedule for group bookings.

What is it and what is it for?

Certain businesses are working with bookings for a number of events (usually it's businesses in the sphere of sports) when the client is making their booking for a series of events. UX research implicitly confirms this, with 9 out of 9 researched businesses dealing with fixed schedule and repeated events. Promotions and trial visits are an exception.

The Schedule functionality allows administrators to make bookings for clients to the series of events and remove them from this series if clients canceled their bookings. You can edit and delete schedule.

Creating schedule

Schedule is created in the Schedule tab in the Event. To create it:

1. Create an event in the Appointment Calendar. Read about creating events in detail here. To create a schedule you’ll need to indicate staff member and service as basic settings for the event in the Current event tab.

2. Click either the Go to schedule button or open the Schedule tab in the event.

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3. Set the schedule

  • Check the days of the week you want to set the schedule for.
  • You can set different start and end time, duration and resources (more than one) for an event
  • Don’t forget to set the Schedule end date. This will be the date before which events will be created.
  • To add clients from the event you created check the Add clients from the current event option (you’ll see this option only if you added at least one client to the event).

4. Click Save.

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Important

  • Scheduled events aren’t created instantaneously but through the queue mechanism. The speed at which events are created is around 100 a minute. You’ll need to wait a little before all events in the schedule are created and displayed.
  • If an event in the schedule is currently being created you will see a clock icon next to it.
  • When creating scheduled events administrator/employee and clients will not be sent notifications about events created.
  • Events will still be created even if the schedule for the events is set on days when the employee doesn’t have a work schedule set.

Editing schedule

You’ll be able to edit the schedule after you set it.

The main principle for editing the schedule already set is that you can’t edit the schedule in past events.

For instance, the schedule was created on May 1 for the period from May 1 to August 1. Today is July 1 and if you open any event before July 1 you won’t be able to edit the schedule (buttons for this will be missing because the user is trying to make mass changes to the schedule from the past event). However, you’ll be able to change the schedule completely if you go to Schedule in any event after July 1.

Mass editing the schedule

1. Go to the Schedule tab in the event and click the Edit schedule button.

2. Edit the schedule:

  • To prolong the schedule, prolong the Schedule end date and to shorten it shorten the date (you won’t be able to set a date that is less than the current one and you won’t be able to shorten past schedule).
  • You can add days of week to the schedule already set. To do that, check the days you want to add.
  • To delete a day of the week from the schedule you’ll need to click the three dots button in the Schedule tab and click Delete. After this all series of events for that day of the week will be deleted. However, you won’t be able to delete a part of the series of events. For instance, you set the schedule for Mondays and Thursdays from May 1 to August 1. You won’t be able to delete a part of events for Monday, only the whole series of events (i.e., full day of the week).
  • You won’t be able to change the service using mass editing the schedule/series of events.

3. Click Save.

4. To remove the schedule completely click the Delete schedule button.

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Notes

  •  You cannot shorten/prolong part of the schedule, only the entire schedule. For instance, when you set the schedule for Monday and Thursday for the period from May 1 to August 1 you won’t be able to shorten the schedule for Thursdays up to July 1 only, you’ll need to shorten the entire schedule.
  • If the event was changed separately from the series of events/schedule then the changes you make to schedule or series of events (day of the week) afterwards will be applied to all parameters except those that were changed separately. For instance, you set the schedule for Mondays and Thursdays from 6 p.m. to 7 p.m. from May 1 to May 31. We change a single event on May 5 separately, e.g. change start time from 6 p.m. to 3 p.m.. Then we open the May 1 event and go to change the schedule for Mondays and we change 6 p.m. to 9 a.m.. Altegio will indicate that the time was changed previously in one of the events and that changing the schedule will not affect that particular event (you can check the Apply changes to unique events option to apply changes to that unique event as well).

Editing a single event in the schedule

To change a single parameter in a particular event in the series/schedule you’ll need to open that event in the Appointment Calendar and make that change in the Current event tab. After you do that click Save.

To delete a particular event in the series, open it in the Appointment Calendar, go to the Current event tab and click Delete.

Note

  • If the event was changed separately from the schedule it will not be changed when you make changes to the schedule or series of events afterwards.
  • When editing a particular event in the schedule you can change the service.

Displaying the Repeat tab

  • The Schedule tab substitutes the Repeat tab in the event.
  • When you create schedule you’ll see the link to Repeat tab in the initial event. If you open an event that was created using Schedule tab you won’t be able to switch to the Repeat tab in it.
  • You can switch between Repeat and Schedule tabs multiple times.

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Status in the Appointment Calendar

  • Group appointments united as a series of events will have special indication in the Appointment Calendar: you will see a specific icon and schedule end date in the header of the event.

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  • Group appointments with parameters that differ from the parameters of the series of events will have special indication: you will see a specific icon and schedule end date in the header of the event.

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