Service Scheduling & Bookings

Manage recurring time-slot availability for service products, handle date-specific exceptions (holidays, special events), and create bookings with customer and event details.

Overview

Service Scheduling is organized into three layers that work together:

The calendar shows all three layers at once. Overrides take precedence over the weekly schedule for a specific date. Bookings are overlaid as green blocks (or amber warning blocks if on a closed day).

Prerequisites

• At least one Service product — see the Service Products guide
• At least one Store configured in the organization
• User role with products:update permission

Navigating to Service Scheduling

1. In the portal sidebar, open Stores & POS
2. Click Service Scheduling
3. Select a Service from the dropdown (services are products with type = Service)
4. Select a Store to manage its schedule

The page has three tabs: Weekly Schedule, Overrides, Bookings.

Weekly Schedule Tab

A full calendar with two views.

Week View (timeline)

• Vertical hour axis on the left (00:00–24:00)
• Seven day columns with actual dates
• Today is highlighted with a blue circle
• Slots appear as colored blocks at their exact time position
• Click any empty area in a day column to add a new slot for that day of week
• Click the `+` icon in a day header to add a slot
• Click a slot block to edit it
• Hover a slot to reveal edit/delete buttons

Month View

• Standard calendar grid (Mon-Sun)
• Each day cell shows summary badges:

- 🔵 N slots — configured weekly slots

- 🟢 N bookings — actual reservations

- 🔴 Closed — closure override

- 🟠 Modified Hours / Special Event — non-closure override

• Click any day to jump to the Week View focused on that date

Use the Today, Previous (‹), Next (›) buttons and view toggle (Week / Month) in the top toolbar.

Adding a Slot

1. Click + or an empty area in a day column
2. Fill in the slot form:
   - Day of Week — which day this recurs on
   - Start Time / End Time — the window (e.g., 09:00 to 10:00)
   - Max Concurrent — how many simultaneous bookings allowed (e.g., 2 for a field with two halves)
   - Duration (min) — how long one appointment takes
   - Active — toggle off to pause this slot without deleting
3. Click Add Slot

Apply to Weekdays (Bulk)

To quickly create the same slot for Monday through Friday:

1. Open a slot (existing or new)
2. Click Apply to Weekdays
3. The slot template is applied to days 1–5 in a single transaction

Existing slots at the same time are updated; missing ones are created.

Editing or Deleting a Slot

• Edit: Click a slot block or the pencil icon — the modal opens with current values
• Delete: Click the trash icon — confirm the deletion
• Pause: Toggle the Active switch on the slot card (appears in the mobile/list view)

Overrides Tab

Date-specific exceptions that override the weekly schedule.

Three Override Types

Adding an Override

1. Open the Overrides tab
2. Click + Add Override
3. Fill in the form:
   - Date (required)
   - Override Type (Closed / Modified Hours / Special Event)
   - Start/End Time (for Modified Hours or Special Event only)
   - Max Concurrent and Duration (optional, to override the slot defaults)
   - Notes (e.g., "Public Holiday", "Easter Sunday")
4. Click Add Override

How Overrides Appear on the Calendar

• Closed day: red-tinted column with "🚫 Closed — {notes}" centered; clicking opens the override for editing
• Modified Hours: amber badge at the top-left of the day
• Special Event: amber badge with alternate label

When a day is closed:

• Weekly slots still show but dimmed and with strikethrough (25% opacity)
• Bookings already on that date show in amber warning color with a ⚠ prefix (so the admin can decide whether to cancel them manually)

Bookings Tab

Actual reservations tied to specific dates and times.

Creating a Booking

1. Open the Bookings tab
2. Click + Create Booking
3. Fill in the form:
   - Booking Date (required)
   - Start Time / End Time (required)
   - Event Type:
   - Standard — regular booking (e.g., 1h playroom entry)
   - Birthday Party — books the entire facility
   - Private Event — books the entire facility
   - Tournament — group event
   - Group Session — group class/activity
   - Customer Name (required)
   - Customer Phone (optional)
   - Guest Count — number of guests (default 1, label changes to "Expected Guests" for facility events)
   - Notes — special requests
4. Click Create Booking

Facility-Wide Bookings

When Event Type is Birthday Party or Private Event, a hint appears: *"This books the entire facility for the duration"*. Use these for whole-store rentals where no other customers can book overlapping slots.

Status Workflow

Each booking has a status that updates throughout its lifecycle:

Update status inline from the Bookings table using the dropdown in the Update Status column. Delete a booking with the trash icon (confirmation required).

Booking Filters

• Start Time / End Time — date range filter
• Status — filter by confirmed, cancelled, completed, or no show

Viewing Bookings on the Calendar

In the Week View:

• Each booking appears as a green block at its exact time (or amber if on a closed day)
• Block shows time range and customer name + guest count
• Click a booking block to jump to the Bookings tab for editing/status updates

In the Month View: each day cell shows a 🟢 badge with booking count.

Tips

• Color legend: Blue-to-rose gradient = recurring weekly slots · Green = bookings · Amber = override/warning · Red = closed
• Timezone: All times are stored in the store's local timezone; no UTC conversion needed when entering values.
• Guest count on facility bookings (Birthday Party, Private Event) helps the kitchen and staff prepare. Track it even for walk-in bookings so reports are accurate.
• Public holidays: Create a Closed override for each holiday in advance. The calendar will block new bookings on those days.
• POS sync: Bookings created at the POS or via online channels appear here automatically with source: pos or source: online.
• Use Apply to Weekdays after setting up your first Monday slot — saves manual entry for the rest of the week.

Quick Navigation

Need help? Contact support at support@stogly.com