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New Facility Calendar

Gabi Williams
Gabi Williams
  • Updated

Overview: What are we talking about?

This article will show you how to use the New Facility Calendar in your app. This calendar shows all reservations, scheduled services, appointments, and events for your location — its main purpose is to help you quickly see what types of Reservations and Services are occurring on a given day.

You can access the New Facility Calendar via Left-hand Navigation: Calendar Icon » Facility Calendar. If necessary, the new Facility Calendar can be enabled by an app Admin by clicking the “Use New Version” button at the top right corner of the page. 

 

This article includes:

Video Tutorial: A helpful tour.

This video provides a quick overview highlighting the key benefits of the New Facility Calendar.

 

This video is a recording of a live webinar that provides a more in-depth demo of the New Facility Calendar functionality. 

 

How to: Enable the New Facility Calendar Version

 

If needed, App Admins can enable the New Facility Calendar by navigating to Left-hand Navigation: Calendar Icon » Facility Calendar and selecting "Use New Version" at the top-right of the page. This will enable the New Facility Calendar for all users across all locations within the app.  

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If needed, app Admins can revert back to the legacy Facility Calendar view by selecting "Use Old Version" at the top-right of the page. This will revert to the legacy Facility Calendar for all users across all locations within the app. Please note that it is recommended to use the new version, as it includes all of the most recent updates and the legacy version will ultimately be archived.

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How to: Use the Facility Calendar


Events/Notices on the Facility Calendar: 

Events and Notices will show on the Facility Calendar for the date(s) that they are scheduled under the All Day section of the Calendar.

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You can learn more about Events and Notices here: Using Events and Notices

 

Reservation Types on the Facility Calendar:

 
Reservation Types can be indicated by a specific color on the Facility Calendar. This allows you to quickly see what reservations are scheduled for each day. Your reservation type totals can be found via the All Day section on the Facility Calendar on any view. 

 

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Facility_Calendar_Res_Types_Gif.gif

 
 

Changing the Calendar View:

The calendar view can be changed to show the  Month, Week, or Day. Each view can jump back or forward to a different month, week, or day using the corresponding buttons on the calendar. The Week View of the Facility Calendar has to be scrolled through within the Calendar widget. 

month_view_gif.gif

 
You can also Show/Hide Reservations, Services, and Events/Notices on your calendar by clicking those buttons beneath the list of specialists.
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Additional Services on the Facility Calendar:


On the Day view of the Facility Calendar, you will see:
  • A column for every user in your app that has specialist settings that shows their appointment-based services.
  • A column labeled No Specialist Needed, which will display scheduled services that are not appointment based.
  • Specialists who are set up with slot-based services (as opposed to time-based services) will have + and - icons next to their names. These can be used to change the number of available slots offered that day. 
  • On the left side of the calendar, you can select which specialists or which booking categories you want to view.

    To filter the calendar by Specialists, simply click in the box on the left of the page to view users who have been set up as specialists. You can add/remove specialists from view, or click on selected services to view or hide these from the Facility Calendar view as well.

    To filter the calendar by Booking Categories, click on the "Booking Category" box on the left of the page to view scheduled services per reservation category type. 

To filter the calendar by Specialists, simply click the box on the left of the page to view users who have been set up as specialists. You can add/remove specialists from this view, or click on selected services to view or hide these from the Facility Calendar view as well.

To filter the calendar by Booking Categories, click on the "Booking Category" box on the left of the page to view scheduled services per reservation category type. 

 

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You can use the Facility Calendar Day View to book new appointments with your Specialists on a 15-minute interval.

When you click on the white fields, the New Event box will pop up and present you with some options:

  • Mark Unavailable/Create an Exception is used to block out a specialist for a time frame for all of their services. See the section below "How to set a specialist as unavailable".

  • + New Appointment is used to create a new appointment at that time on that date.

  • Drag an appointment to a different groomer's availability on the same date: You can click and drag an appointment to any other specialist to reschedule the service on the same date. This can be done with time- or slot-based services. 

Screen_Shot_2022-10-19_at_11.51.21_AM.pngImportant! The specialist must have sufficient availability and a set schedule for that service.

 

For a specialist that uses a time-based appointment configuration, on the calendar you will see white areas that indicate the available times of the specialist. You can choose any time on a 15-minute interval (i.e. on the hour, half-hour, or quarter-hour).

 time_service_gif.gif

 

If the specialist is slot-based, click any green slot opening to book an appointment for that groomer on that date. You can then pick the service. If you wish to pick the drop off/pick up times for slot-based appointments, you will need to schedule the appointment from the new appointment page rather than the facility calendar.

slot_based_gif.gif

 

Facility Calendar Appointment Status Icons

The new Facility Calendar now includes icons to track the attendance of pets at your facility directly from the Calendar.

Checked in:

When a pet is checked in, you will see a Pin icon to express that the pet is now at your facility. 

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Completed:

Once a service is marked as complete, the service will have a Checkmark icon displayed in the corner. 

 Screen_Shot_2022-10-25_at_3.57.15_PM.png

 

Checked out: 

Once a pet is checked out, two checkmarks will appear, which will indicate the service was complete and the pet has left the facility. 

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Add an Appointment:

To add an appointment directly from the Facility Calendar, click on an open time on a specialist's column. You will have the option to Add a New Appointment for that specialist on the date selected. 

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Search a pet to begin the New Appointment workflow. If you click on a time the specialist is not scheduled, you can still book the specialist, but the available times will be restricted to the specialist schedule for that day. 

book_an_appt.gif

 

Edit an Appointment:

To edit an appointment, click on the service to pull up its details. You can choose Re-schedule Appointment to reschedule the service for a different time on the same day or choose another date, the next available specialist toggle can be used to easily show the next available appointment. You can also view Grooming Notes, Delete the service, change the price, select/deselect Service Options, etc. from this page.

f3m1icJKM3.gif

 

If you want to move the service to another specialist, you can also use the drag-and-drop functionality. This will work for both time- and slot-based services: 
reschedule_gif.gif

 

Managing Slots from the Facility Calendar:

Click the + or - icons next to a slot-based specialist's name to increase or decrease that user's slots for a specific date.

Important! This action requires the Can Edit Others' Appointments user permission.

 

Calendar Preview on New Appointment Page:

When the New Facility Calendar is enabled, a calendar preview pane will automatically be displayed when making new appointments from the new version of the New Appointment Page. This provides visibility into how the new appointment will fit with everything already scheduled for the selected date. 

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How to: Set a Specialist as Unavailable/Create an Exception

 
It is possible to place blocks on certain dates, rather than adjust the schedule itself, by setting the specialist as unavailable from the Facility Calendar. This will prevent appointments from being made during those blocked-off times. You can add multiple blocks to a given day if you wish to allow appointments in the middle of their day or block off only a certain part of the day. Please note this doesn't work for slot-based appointments, so you can instead use the Manage Schedules page to remove the slots altogether. 
 
  1. Go to Calendar » Facility Calendar.

  2. On the Day View, click under the specialist who needs to be set as unavailable.

  3. Click on the Block Availability tab.

  4. Set the Start Time and End Time, and click +Save when finished. 

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Once saved, the specialist will have a blacked out time-block, meaning there's no availability for new services: 

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If the specialist has slot-based services, make sure to click the - to remove slot-based availability as well.

 

System Settings

System-Wide Settings:

Left-hand Navigation: Admin » Lodging and Facility Calendars

 

Setting

Description

Helpful Hint

Facility calendar group by type

This setting is enabled by default and will display a number before each reservation type on the Facility Calendar, showing how many of each reservation type is scheduled, for example, "3-Boarding."   

If disabled, each individual reservation is shown in its own date tile and spans across the dates of the reservation.  The ability to disable it is intended particularly for smaller facilities with fewer reservations. 

Depending on the size of your facility, it may be beneficial to enable this setting so that your facility calendar totals are easier to see.

Facility calendar limit default hours

If enabled, the Facility Calendar will only display times between the Default Start Time and Default End Time found on the (System-wide Settings) page. 

If you aren't a 24-hour facility and only care to see services within your regular hours, this setting should be enabled.

Can Set Up Own Specialist Schedule

 

If a user is assigned to a user group with this permission enabled is creating an event for themself, then the Block Availability tab is active.

If they are assigned to a user group with this permission disabled and they are creating an event for themself, then the Block Availability tab is disabled

Access to the Block Availability tab of the modal is controlled by two permissions: Can Set Up Own Specialist Schedule & Can Set up Others’ Specialist Schedule

Can Set up Others’ Specialist Schedule

 

If a user is assigned to a user group with this permission enabled and they are creating an event for a user other than themself, then the Block Availability tab is active.

If a user is assigned to a user group with this permission disabled and they are creating an event for a user other than themself, then the Block Availability tab is disabled

 

Access to the Block Availability tab of the modal is controlled by two permissions: Can Set Up Own Specialist Schedule & Can Set up Others’ Specialist Schedule

 

 

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