Your schedule shows all your appointments and availability. This guide covers viewing and managing your calendar.
Viewing Your Schedule
Calendar View
Access your calendar from Schedule in the main menu.
View options:
- Day View - Detailed hourly view of one day
- Week View - Overview of your full week
- Month View - High-level monthly overview
Understanding the Calendar
Color coding:
| Color | Meaning |
|---|---|
| Blue | Confirmed appointments |
| Yellow | Pending confirmation |
| Gray | Blocked/unavailable time |
| Green | Completed appointments |
| Red | Cancelled |
Appointment Information
Click any appointment to see:
- Client name
- Service booked
- Duration
- Any notes or special requests
Today's Schedule
Quick View
The dashboard shows today's appointments:
- Time and duration
- Client name
- Service
- Status
Preparing for the Day
Review each appointment:
- Note any special requests
- Check client history if available
- Prepare for specific services
Review tomorrow's schedule before leaving each day.
Managing Availability
Your Working Hours
Your regular schedule is set by your administrator, showing:
- Which days you work
- Start and end times
- Break times
Viewing Your Hours
Go to Schedule > My Hours to see your regular schedule.
Requesting Changes
If you need to adjust your regular hours:
- Go to Schedule > Request Change
- Specify the change
- Add reason
- Submit for approval
Your administrator will review and approve or discuss with you.
Time Off
Requesting Time Off
Go to Time Off
Navigate to Schedule > Time Off.
Click Request
Click Request Time Off.
Enter Details
Specify:
- Start date and time
- End date and time
- Reason (optional)
Submit
Submit your request for approval.
Time Off Status
Track your requests:
- Pending - Awaiting admin review
- Approved - Confirmed, calendar blocked
- Denied - Not approved (check notes for reason)
Cancelling Time Off
If plans change:
- Find the time off request
- Click Cancel Request
- Confirm cancellation
Cancelling approved time off may need admin approval if appointments were affected.
Blocking Time
For short breaks or personal appointments:
Select Time Slot
Click on the calendar time you want to block.
Choose Block Time
Select Block Time (not new appointment).
Enter Details
Add:
- Block reason (visible only to you/admin)
- Duration
Save
Save the block.
Blocked time prevents customer bookings for that slot.
Notifications
Booking Notifications
You'll be notified when:
- A new appointment is booked with you
- An appointment is cancelled
- An appointment is rescheduled
- A client adds notes
Notification Settings
Adjust how you receive notifications:
- Go to Settings > Notifications
- Toggle notification types
- Choose delivery method:
- In-app only
- SMS
Daily Summary
Optionally receive a daily summary:
- Tomorrow's appointments
- Any schedule changes
- Reminders
Enable in Settings > Notifications > Daily Summary.
Syncing with Personal Calendar
Calendar Export
Export your Bookwell schedule:
- Go to Schedule > Export
- Choose format (ICS)
- Subscribe in your calendar app
Your personal calendar will show Bookwell appointments.
Two-Way Sync
Some integrations support two-way sync:
- Block personal events in Bookwell
- Bookwell availability updated automatically
Ask your administrator if this is available.
Mobile Access
Mobile App
The mobile app provides:
- Full calendar view
- Push notifications
- Quick access to appointment details
- On-the-go schedule checking
Mobile Features
From your phone:
- View today's schedule
- Check client information
- Add quick notes
- Receive instant notifications
Tips for Schedule Management
Stay Organized
- Check your schedule each morning
- Note any special requests
- Plan breaks appropriately
Communication
- Inform admin of conflicts early
- Request time off in advance
- Report scheduling issues promptly
Buffer Time
If you need time between appointments:
- Discuss with your administrator
- Buffer time can be built into services
- Use block time for unexpected needs
Troubleshooting
Wrong Schedule Showing
If your hours seem incorrect:
- Check the date range you're viewing
- Verify with administrator
- Look for special schedule changes
Can't See Appointments
If appointments are missing:
- Check filter settings
- Verify the date range
- Ensure you're logged in correctly
- Contact administrator if issue persists
Notification Issues
If you're not receiving notifications:
- Check notification settings
- Verify email/phone is correct
- Check spam folder for emails
- Ensure app permissions for push notifications