Calendar Views & Navigation

The calendar opens on the last view used in that browser. A rose dot on the view button means a filter or a display option other than the default is on.

Switch the calendar view

Change the view when you need more detail on one day, or a wider look at the week or month.

1. Open Appointments.
2. Open the view button, which reads the current view: Day, Week, Month or Timeline.
3. Choose the view. For Timeline, also choose Day, Week or Month.
4. Optional: in Day or Week, under Advanced View Options, turn on Stack Mode to list appointments instead of laying them against the clock, and choose Sort Stack By.

Timeline shows a row for each team member or resource when the calendar is grouped. Advanced View Options only appears on Day and Week. The same panel holds Time View Settings: Show Multi-day Events, and Start & End Calendar at: to set the hours the calendar shows.

Navigation & date selection

Move between dates with the arrows beside Today, which step by the current view. Today returns to the current date, and the date field opens a calendar to pick any date. Swiping does not change the date.

The calendar has these keyboard shortcuts. Press ? to see them in Petboost.

Display options

Group the calendar

Group the calendar to give each team member, resource, service or category its own column.

1. Open Appointments.
2. Open Group By.
3. Choose None, Team Members, Resources, Services or Categories.
4. Optional: choose which team members, resources, services or categories to show, and switch on Show Total Capacity to see each column's bookings against its capacity.

Team Members and Resources combine: choose both for a column per person and a column per resource. None, Services and Categories replace whatever was chosen. Arrange Columns By orders the columns Alphabetical, Most Appts or Custom. Drag and drop still works within groups. Once team members are chosen, the Group By button shows their photos, the first few then a count of the rest.

Show team columns side by side

A grooming business with an assistant and a groomer can see both columns at once, for example bathing, drying, brushing, nails, paw pads and desheds in the assistant's column, and clipping, scissoring, styling, difficult dogs and puppy first grooms in the groomer's.

1. Open Appointments.
2. Open the view button and choose Timeline, then Day or Week.
3. Open Group By and choose Team Members.

Each team member appears as a separate column, with appointments in the column of the person assigned. Seeing both columns side by side shows the gaps in either one and your total capacity when you have help, the way a schedule board on the wall does. A second monitor helps.

Colour the calendar

Appointment cards take their colour from Colour Mode, in the panel under the view button: Appointment Status, Service Category, Service, Team Member or Resource.

1. Open Appointments.
2. Open the view button.
3. Under Colour Mode, choose what the cards are coloured by.
4. Optional: select View Colour Key to see what each colour means.

When the colour mode is Appointment Status, cards use these colours:

Cancelled cards are struck through unless a cancellation fee is still owed. Cancelled and refunded appointments are hidden unless Show Cancelled Events or Show Refunded Events is on. If Colour Major & Special Care Event Cards? is Always or Until checked in, major care shows solid red and special care solid amber in every colour mode. For Team Member and Resource, the colour is set on each team member or resource.

Cards also show a recurring icon when the appointment is part of a recurring series, a warning badge when it needs attention, such as unpaid or special care, the pet's photo and the assigned team member's photo.

Filter by status

The status tabs above the calendar show each status with the number of appointments and their total value. Only statuses with appointments in view appear, beside Show All.

1. Open Appointments.
2. Select a status tab, such as Confirmed, Ready to Pay or Payment Declined.
3. To see everything again, select Show All.

Search the calendar

1. Open Appointments.
2. Type in Search calendar, or press /.

The search matches the pet's name, the customer's name, email and phone, the service, the team member, the address, the status and the breed. Partial matches work and case does not matter: John finds John Smith and Johnny. Matching text is highlighted on the cards, and the search stays in the address bar, so a refresh keeps it. Press Esc to clear it.

Turn Drag Lock on or off

Drag Lock stops accidental rescheduling by drag and drop. It is on by default.

1. Open Appointments.
2. Open the view button.
3. Under Calendar Options, switch Drag Lock on or off.

With Drag Lock on you can still select an appointment to open it and create new appointments, but you cannot drag an appointment to move it or change its length. It suits busy days, staff who should only look, and touch screens, where an accidental drag is common. For a Service Supporter, Drag Lock is always on.

Reset the calendar

1. Open Appointments on a computer.
2. Open Reset and select Reset All.

Reset All clears every filter, shows every team member, resource and service again, goes back to today in Day view, sets Group By to None, turns Drag Lock back on and returns the display options to their defaults. Save Current Configuration, in the same menu, keeps up to 3 set-ups you can switch between.

Open or act on an appointment

Select a card to open the appointment. A course card opens the course. On a computer, right-click a card for a menu of what you can do next. What it offers depends on the status, and includes View Appointment, Open in New Tab, Accept Appointment and Decline Appointment, Edit Appointment, Reschedule Appointment, Check In, Check Out & Pay and Mark Complete & Pay Later, Issue Refund, Cancel Appointment and Mark as No Show.

Select several appointments

You can accept, decline, check in, cancel, or mark no-show on more than one card at once. This changes each selected visit only. It does not end a recurring series.

1. Open Appointments.
2. Hold Ctrl (Windows) or Cmd (Mac) and click each card you want, or hold Shift and click to select a range.
3. When the bar appears, choose Accept, Decline, Check in, Cancel, or No-show.
4. If you chose Cancel, confirm Cancel appointments. If you chose No-show, confirm Mark no-show. To leave the visits as they are, choose Keep appointments.
5. Read Bulk action results for how many succeeded.

To cancel a recurring series instead, see Pause or cancel a recurring series. To cancel many bookings for one customer, see Cancel many appointments at once.

Block time for many team members or resources

Use Bulk Blocked Time on the calendar when you need the same block on more than one team member or resource. Team Members and Resources call it Bulk Block Time.

1. Open Appointments, select New, then Bulk Blocked Time.
2. In Bulk Add Blocked Time, choose the team members and resources, then select Configure Blocked Time.
3. Set the dates and times, then select Review Changes.
4. Select Apply with the number of blocked times and entities.

The same dialog opens from Bulk Block Time in the settings menu on Team Members or Resources. For public holidays and longer closures, see Bulk Blocked Time.

Use the calendar on a phone

• The calendar opens on the last view used in that browser
• Swiping does not change the date. Use the arrows beside Today
• To zoom the time scale, use Calendar Zoom Level under the view button
• Tap a card to open it. The right-click menu is not available on phones. With Drag Lock on, touching and holding a card opens Tap & Drag Locked

Tips

• Start with Week view for daily operations, and group by Team Members to manage workload
• Select the Ready to Pay tab to take payments in one pass
• Use Timeline for resource and van routing
• On a large calendar, keep the date range to a week or two and use filters to cut what is shown
• Keep Drag Lock on during busy days

What's next?

• Managing Appointments
• Getting Started with Appointments
• Payment Processing