These steps are for CoolFocus 5.
An opening is a time clients can book an appointment type at one location, and how many can book it at once. Maybe "Pregnancy Test" is offered at 9:15, 10:30 and 11:45 every Tuesday. You can see and change those times right on the calendar, so you don't have to dig through settings when your week changes.
Who this is for
Anyone who can edit the calendar can add or change an opening for a single day. Scheduler admins can also change openings that repeat.
Before you start
This is being turned on center by center. If you don't see Edit openings at the top of your calendar, chat with us from the Help button and we'll look at your center.
Open Scheduler and pick one location. Editing openings works on the Day and Week views, one location at a time.
The appointment type needs to be set to Starts at set times. If it still says Any time within hours, see Switch an Appointment Type to Set Times first.
Turn on editing
At the top of the calendar, click Edit openings. The calendar turns orange and your appointments are locked, so you can't move one by accident. [Screenshot: the Book appointments / Edit openings switch]
When you're done, click Book appointments to go back to booking.
On the Day view you see one column for each appointment type. On the Week view, choose the type from the Appointment type list at the top.
Add an opening
Click an empty spot on the calendar where you want the opening to start.
In the Add a (type) opening window, check Starts at. An opening is always as long as the appointment type, so you only choose when it starts.
Set How many at once. Use 2 if two clients can come at the same time.
Under How often, choose one: Every Tuesday, Every other Tuesday, 2nd Tuesday of the month, or Only this day. (The weekday and number match the day you clicked.)
Click Add opening.
[Screenshot: the Add opening window]
If you aren't a scheduler admin, Only this day is the one choice, and the window tells you repeating openings are set by a scheduler admin.
Move an opening
Drag the opening up or down to a new start time. It snaps to every 15 minutes. You can also drag it into another day or another appointment type's column.
Change how many at once
On the opening, click + for one more at once, or - for one fewer. The number reads, for example, "2 at once".
Remove an opening
Click the x on the opening.
Why it asks "Only this day"
When an opening repeats, CoolFocus asks how far your change should go:
Only this day: just the day you're looking at. Every other week stays as it was.
This and following: this day and every one after it. Earlier days stay as they were.
Every Tuesday: all of them. (It reads "Every other Tuesday" or "2nd Tuesday of the month" if that's how this opening repeats.)
Choose one, then click Save (or Remove). You can click Cancel if you change your mind. [Screenshot: the Only this day / This and following / Every Tuesday question]
Only scheduler admins see all three choices. Everyone else changes just that day.
Undo and the heads-up notes
After each change, a note at the top says what happened. Click Undo there to put it back. Undo stays until you make the next change.
CoolFocus may also add a gentle heads-up under the note. These never stop you. They just help you notice something:
Center is closed then. The opening is outside your hours.
Runs into another opening. Two openings of the same type overlap.
A client stays booked at 10:30am. You moved or removed an opening that already has a client. That appointment is not touched.
A note that no staff are planned at that time, so clients can't book it online. It may include a link to see that day's plan.
Seeing what's left while you book
Back in Book appointments, each opening still available shows as a dashed card, like "9:15am · 2 left". When no limit applies it says "Open". Once an opening is full, its card goes away. These cards only show; booking works the same as before.
Common questions
Why can't I drag the bottom edge to make it longer?
An opening is always as long as its appointment type. To change the length, change it in the appointment type's settings. To fit more clients, use + for more at once.
Does moving an opening move the client's appointment?
No. Appointments are locked while you edit, and they stay where they are.
Why can't I click to add an opening?
The type is probably on Any time within hours. Switch it to set times first.
Nothing happens when I click Edit openings, or I can't see it.
You need permission to edit the calendar, and this is being turned on center by center. Chat with us and we'll help.