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Online Scheduler Settings (Event Scheduling)

Booking Settings

Booking Window

Booking Opens

Select the date and time you would like the scheduler to open for participants.

Booking Closes

Select the date and time the scheduler should close and no longer accept bookings.

Admins can access the scheduler at any time

Check this to ensure Administrators can access the scheduler even when it is closed to the public.

For schedulers with multiple booking dates, close booking:

Close booking at a specific time of day, XX days before the appointment.

Close booking XX hours/days/weeks/months before the appointment

Close booking XX hours before the first appointment of the day.

Booking Limits:

Maximum per Event 

Sets a total limit on the number of appointments allowed for the entire event. Set to 0 for no limits.

Maximum Per Child 

Sets a cap on the number of appointments allowed for each individual student. Set to 0 for no limits.

Duration between appointments 

Enter a duration to prevent customers from booking too frequently. If a customer attempts to book within this window, they will see your custom "Cannot Book" message. 

per resource 

Restricts the frequency of bookings with a specific staff member or room. Select this to allow customers to book again quickly as long as they choose a different resource. 

Cancellation Policy

Customer may cancel their appointment up to XX hours/days/weeks. 

Use this setting to prevent participants from cancelling their appointments within a specific timeframe (hours, days, or weeks) before the scheduled start time. Set this value to 0 if you wish to allow cancellations up until the last minute. Conversely, a very high value effectively disables the cancellation option for participants. 

Note: Closing the scheduler only prevents new bookings; it does not stop participants from cancelling existing appointments unless this lock-out period is active.

Share Your Scheduler

Account Scheduling Link

Displays all available events on the scheduler.

If you have only one open event on the vendor account, we recommend that you use the Scheduling link for the account.

Event Scheduling Link

Displays the scheduler of the selected event with the ability to select other available events on this account.

Customize the event link

Allows you to customise the scheduling link for the selected event parameter.

Scheduling link for the category

Displays the scheduler with the list of event(s) of the selected category. 

Display Settings

Scheduler Display

Display Scheduler in a: date, text, list, vertical, table format 

There are five ways you can display your slots. 

  1. Table * This is the only option for PTA events. 

  2. Text

  3. List

  4. Vertical

  5. Date

Display calendar to navigate over dates

Displays a calendar interface to help users browse different dates easily.

Display paginator to navigate over dates

Allows to display of multiple dates with slots on one page. 

Shows end times

Displays the end time of the slot. 

Show Number of Available Openings 

Show the number of appointment slots for the appointment time. 

Display X weeks/days of slots on the scheduling page with a max capacity of  XXX slots per day  

Determines the volume of days or weeks visible to the customer at one time.

Display X days of time slots 

Enter a value here if you would like to display only a certain number of days/weeks/months to your customer. 

Limit visible openings to x per slot and reveal the next available slot when xx% of slots are booked 

This will allow you to initially display only part of the available appointments per slot on the online scheduler. You can set the number of slots you would like initially to show up on the scheduler. The default is set to 100%, but can be adjusted. Once your selected % of slots is booked, the rest will open up.  

Resource Display 

Note: different options will appear depending on the selected scheduler display format

Hide resources on the Scheduling Page

When using the Text, Vertical, or List displays, these options appear to allow you to show or hide the resources for your participants. 

Resource selection format (only active if the resources are NOT hidden): 

When using the Text, Vertical, or List displays, you can opt to show the resources in a drop-down, vertically or as buttons. 

Custom label for Resource 

Create a custom label for Resource

Display resource description 

When using the Table or Date display, you can add the description to the resource’s legend on the CUI. 

Display room  

When using the Table or Date display, the scheduler will show the Room value on the scheduler in the list of resources, next to the resource’s name. 

ADVANCED SETTINGS

Online Meeting Provider 

Select the integrated video conferencing tool (Zoom, Google, MS Teams) to be used for virtual appointments. 
Multiple Appointment Booking 

Allow customers to take multiple slots 

This allows your customer to book more than one slot per appointment time. 

Allow overlapping appointments 

Enables customers to book multiple appointments that occur at the same time. 
Appointment Changes 

Allow customers to see and cancel past appointments 

Permits users to view their history and manage appointments that have already passed. 

Don't allow customers to change appointment time 

Removes the ability for participants to reschedule their existing appointment times. 
Appointment Limit for Resources: A resource is whoever or whatever holds the slots - staff, a room, or any entity you choose. 

Maximum appointments per resource per day 

Limits how many appointments a single resource (e.g., a teacher) can accept daily, regardless of total available slots. Set to 0 for no limits. 

Student Selection 

Require parents to select their student's name from a dropdown menu. (Note: This requires student data to be imported first.) 

Allow customers to select a timezone from the list of allowed timezones 

Check if you want to display a drop-down of time zones to your customers so that they can change the time zone they can view and book their slots in. 
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