These steps are for CoolFocus 5.
In CoolFocus 3, the times your clients could book, your staff shifts, lunch breaks and staff meetings were all saved as repeating appointments with no client. This page moves them into CoolFocus 5 for you, so you don't have to type them in again. You look at your own week first, and you can undo a move for 14 days.
We're turning this on center by center. If you don't see Move from CoolFocus 3, chat with us from the Help button and we'll set it up with you.
Who this is for
Scheduler admins. If you can't open the page, ask your administrator, or chat with us.
The short version
In CoolFocus 3 you... | In CoolFocus 5... |
Added a repeating "Available" appointment with no client | It becomes an opening. Clients book into openings. |
Added a repeating shift with a staff person | It shows under Who's in on the calendar. Shifts never change what can be booked. |
Added repeating lunch, closed days or staff meetings | They show on the calendar as closed time or meetings. |
Appointments that already have a client are never deleted. They stay exactly where they are, in both versions.
Before you start
Move a batch once the people who book those times are using CoolFocus 5. After the move, people in CoolFocus 3 stop seeing those times as open.
Pick a quiet moment. While a move runs, usually a few minutes, those times can't be booked in either version.
You don't need to finish everything in one sitting. Move a little, look at the calendar, then do the next batch.
Steps
Open the page. Go to Settings, then Schedule, then Move from CoolFocus 3. You can also open it from the calendar: switch Book appointments to Edit openings and click Bring repeating times over from CoolFocus 3 in the orange bar.
[Screenshot: the Move from CoolFocus 3 page]
1. Tell us what they are (you only do this once)
You'll see one line for each CoolFocus 3 appointment type that has repeating times with no client. We make a guess from the name, and say "Our guess from the name. Change it if it's wrong."
Under These are, choose what each one is:
Times a client can book for openings.
Who is in (a shift) for staff shifts.
Closed time for lunch, holidays and the like.
A meeting for staff meetings.
Ordinary appointments (leave as they are) for anything that shouldn't move.
For Times a client can book, tick the appointment types clients can book in them, under Clients can book these appointment types in them. If you tick none, clients book the appointment type with the same name. Tick several if it's a general "Available" time.
For Who is in (a shift), choose a person under Whose shift is this row? if the shifts are in a row. If you leave it empty, we use the staff already assigned to those shifts when they all name the same person. Otherwise the shifts stay in CoolFocus 3 and the check tells you.
For Closed time or A meeting, choose What does it close?:
Let CoolFocus decide. Closed time closes its row, or the whole location when it isn't in a row. A meeting closes its row when appointment types are booked into that row, and otherwise only marks the people as busy.
The whole location (no one can book then)
Just this row
Nothing that can be booked (it only marks the people as busy)
Click Save and choose a batch. Nothing changes in CoolFocus 3 or CoolFocus 5 on this step. Next time, Keep my answers takes you straight on.
[Screenshot: the mapping step with the choices filled in]
2. Choose a batch
If you have more than one kind, pick Openings, Shifts or Closed time and meetings. Closed time and meetings move together.
Pick the batch. For openings you can choose by appointment type, by row, by CoolFocus 3 type or by location. Each choice shows how many repeating series and future times it holds. Start small, for example one appointment type or one location.
Click Check what changes.
3. Check your own week (nothing changes yet)
This page says it plainly: "This is a check only. Nothing has changed in CoolFocus 3 or CoolFocus 5."
Read the short list at the top. It says how many CoolFocus 3 series become CoolFocus 5 series, how many stay in CoolFocus 3, and how many client appointments stay exactly where they are.
Look under Your week, before and after. The columns are CoolFocus 3 today and CoolFocus 5 after the move, with What's different beside them. Use the arrows to look at other weeks. Tick Only days with a difference or a note to skip days that stay the same.
Read anything under Worth a look. For example, if online booking offers a start time today that won't be an opening afterward, the screen tells you which one.
Under These stay in CoolFocus 3, we list anything we're leaving alone, with the reason. A time with a note on it is a common one, so the note is never lost.
If it looks right, click Looks right. If not, click Choose another batch.
[Screenshot: the week, before and after]
4. Move it
Read the warning. People using CoolFocus 3 won't see these times as open any more. While the move runs, usually a few minutes, those times can't be booked in either version. Appointments with a client stay where they are, and you can undo for 14 days.
Tick I understand.
Click Move ... to CoolFocus 5.
[Screenshot: the confirm step]
While it moves, and when it's done
A progress bar shows how many copies are done. You can leave the page. It keeps going.
When it finishes, you'll see a summary under Moves so far: how many CoolFocus 3 series moved, how many one-day changes carried over, and how many appointments were kept as ordinary appointments (past dates, and dates that already have a client). A safe copy of what was removed from CoolFocus 3 is kept so the move can be undone.
Look at your calendar in CoolFocus 5. Openings are under Edit openings, shifts under Who's in, and closed time and meetings on the calendar.
Undo within 14 days
Find the move under Moves so far and click Undo this move. It tells you how many days you have left.
Read the message, then click Undo the move. (Keep the move closes the window.)
The CoolFocus 5 openings, shifts or closed times from that move are removed and the CoolFocus 3 copies are put back, so people in CoolFocus 3 see them again.
If something has changed since, we tell you plainly and leave everything as it is. For example, if a client booked one of the openings since, or someone used "change all" on the series in CoolFocus 3. In that case, chat with us and we'll help.
If a move stopped part-way
Now and then a move stops before it finishes. You'll see "The move for ... stopped part-way" with the reason. Nothing is lost, and appointments with clients are safe. Your choices are:
Continue the move to pick up where it stopped.
Undo to put everything back in CoolFocus 3.
Until you choose, openings are paused, so those times can't be booked in either version. Closed times and meetings stay closed. Shifts never change what can be booked. If you'd rather not decide alone, chat with us.
If you see "The move for ... didn't start", nothing was changed. Check the batch again and try once more.
Common questions
Will any client appointments be deleted?
No. Appointments with a client stay exactly where they are. They're only cut off from the old repeating series.
Why did some times stay in CoolFocus 3?
The check lists each one with its reason under These stay in CoolFocus 3. A time with a note, or a shift with several different staff assigned, are examples.
Why does it say my batch can't move as chosen?
The message says why in plain words. A common one: other repeating times for the same appointment type aren't in the batch, so choose the appointment type instead of a row, and move them together.
Can I move just one appointment type?
Yes. Choose it as your batch.
What if my team still uses CoolFocus 3 to book?
Wait to move that batch. CoolFocus 3 is there until January 31, 2027, and you can move on your own schedule.
Can I undo after 14 days?
No. After that, change the openings in CoolFocus 5, or chat with us.