The Calendar view gives you a way to see your bookings by the Practitioner/ Room/ Area they are assigned to. It also gives you a visual view of the Availability that Trybe is using to place live bookings coming in via your online shop and/or when the team are manually entering bookings in.
You can also view the calendar by Zones too, i.e. if you just want to see Practitioners/ Rooms/ Areas that are assigned to the zone 'Leisure' you can easily filter the calendar by this- view the 'Zones' guide on this for more info.
Tip: If you are wanting to quickly find a list of your schedule for the day, you can select 'Schedule' on the view options.
Automatically the calendar will default to the Practitioner view, if you would prefer the room/ area view or a zone to be the default then when on this view select 'Save as default' and this will save as the default view when you head to the calendar. I.e. if you prefer seeing your bookings by the room they are in. Select 'Calendar' for 'View type' > select 'Rooms' > 'Save as default'.
Once saved then whenever you come into the calendar, you'll always be brought to the room view.
Should you wish to adjust the number of Practitioners or Rooms available on certain dates / days of the week you can easily adjust these within your Settings.
Editing practitioner columns
To Edit the Practitioners/Bookable Columns you have available weekly or on particular dates, there's a few ways in which you can make these changes*:
1. Settings (best for making long-term or indefinite changes to a practitioner’s working days/availability):
Go to Settings > Resources > Practitioners
Click the three dots next to the practitioner’s name and select Edit
Navigate to the Rotas tab
Here, you can either:
Create a New Rota from scratch, or
Select an existing rota to edit
On the editable screen, update the dates and days the practitioner is available, or remove them from certain dates/days
Click Save
For more details, see the Practitioners guide
2. On the calendar (best for one-off changes to a particular day):
At the top of your calendar, all practitioners available that day will be displayed across the screen.
To make a change for a specific practitioner/column:
Click on the practitioner’s name
A pop-up window will appear where you can edit their availability for that day
You can:
Remove them completely from the calendar by selecting Remove next to their scheduled times
Edit existing times by clicking into the scheduled slots
Add a new availability rule by clicking on 'Add Rule' (for example, if a practitioner who normally works only in the morning is now scheduled to work a few hours in the afternoon)
Click Save
3. In the rota (best for adding annual leave and making multiple changes to dates or weeks):
Go to the Rota tab in the left-hand panel (Calendar > Rota)
You’ll see the current week, showing all practitioners and their working/available times
To edit timings:
Select the time slots you want to change to delete or update existing times
To add leave:
In the top section of each practitioner’s row, click Edit Leave
Add the dates they should be off the rota/calendar
Click Save
For more details on managing rotas, see the relevant guide here
IMPORTANT: *Before making any changes to a Rota, you'll need to check your calendar and move any existing orders that are currently assigned to that Practitioner. If these are not re-assigned, then if you remove a practitioner they will essentially be hidden from the calendar view and could be missed on the day.
You can see the upcoming appointments/sessions for each practitioner > Follow this guide for more info.
Editing room columns
To Edit the Room Columns you have available weekly or on particular dates, you can do this by:
> Heading to Settings > Resources > Rooms > Select three dots > "Edit" next to the name of the Room.
If 'Use custom opening hours' is toggle OFF then the room is using the opening hours of your site. However, if 'Use custom opening hours' is toggled ON, then the room will use the availability that is set for the room specifically. To edit the availability you can 'Add slot' to the days or select the 'x' next to a current slot to delete it. When changes are made ensure to select 'Save changes'.
If you wish to fully remove a Room you can select the three dots > Delete. You will find more information about rooms here.
IMPORTANT: *Before making any changes to your Rooms, you'll need to check your calendar and move any existing orders that are currently assigned to that Room. If these are not re-assigned, then if you remove a Room they will essentially be hidden from the calendar view and could be missed on the day.
Calendar Warnings
There's a few ways in which Trybe will make you aware of:
Unassigned Orders
(i.e. if a treatment has been manually booked in but not placed into a Room OR assigned to a Practitioner)
If this happens, a new column called Unassigned will appear to the left of the calendar. The Unassigned booking will be sat in this column. To move it and place into an available column you simply click on the booking and drag it across to the relevant Practitioner column.
As soon as you've moved the booking you'll notice the Unassigned column will disappear if there are no other bookings in this column.
Appointments booked in with Practitioner who isn't working that day
(i.e. Orders assigned to a Practitioner OR Room that are now set as Unavailable)
If this happens, you'll see a red warning sign in the column that isn't available and the column will be greyed out as shown below:
You will therefore be able to drag this booking to a different column, once you have moved the booking, the practitioner's column will be removed as they are not working today. However, if you then need to add the practitioner back on you can select View options > untick 'working practitioners only' > all practitioners will then appear
How to view my appointments
The easiest way to see your appointments for a day, is within the Calendar.
You can do this easily, by using three handy tools within the Calendar:
1. Daily orders in the diary
By default, the calendar displays today’s date and shows all your orders for the day. To view a different date, click the calendar icon at the top of the calendar. A calendar will appear where you can select the date you want to view:
2. Orders scheduled
This is another way to view your orders for a day by filtering the 'View type' through the 'View options' filter by 'Schedule':
The schedule view will list your Orders in order of time. You will find more information about it through this guide: Schedule View
3. Practitioners - By default the calendar will show all Available Practitioners on the calendar. If you want to change this just to see the Order booked under your name, you can do so by changing the 'Practitioner Columns' and following these steps:
> Select the tick box that says 'Show working only' - this will deselect this default setting> Once you've unticked that you'll be able click on the above field that displays all your Practitioner icons> A pop up window will then appear for you with a list of all your practitioners. Here you can deselect Practitioners whose timetables you don't want to see and tick those you do> Select Apply and this will update the calendar accordingly.