These steps are for CoolFocus 5.
Some appointment types work best when clients can choose any time you're open. Others, like a Tuesday pregnancy test day, work best at a few set times. You choose which, one appointment type at a time, at each location.
The two choices
Any time within hours: CoolFocus works out the times from your hours, one every so often. This is what every type starts with.
Starts at set times: clients can book only the openings you set. Staff can still book another time inside your hours, with a warning.
Who this is for
Scheduler admins. If you aren't one, the calendar tells you a scheduler admin can switch it.
Before you start
This is being turned on center by center. If you don't see Edit openings on your calendar, chat with us from the Help button.
Open Scheduler and choose one location, in Day or Week view.
Switch to set times
At the top of the calendar, click Edit openings.
Find the appointment type (on Week view, choose it from the Appointment type list). It says "is any time within hours".
Click Switch to set times. [Screenshot: the Switch to set times button]
Read the window. If the type already offers just a few times, it says so and that those become your openings.
Click Switch to set times again to confirm.
The note at the top then tells you what happened, for example "Pregnancy Test now starts at set times. 6 openings were filled in from the times it offers today."
What it fills in for you
CoolFocus doesn't leave you with an empty calendar. It looks at the times the type offers today, and makes a weekly opening for each one. Each one keeps its "how many at once" from today. Then you can move, add or remove them as in Edit Your Openings on the Calendar.
Why it may skip some times
If two start times would overlap, and nothing else (like a room or a required staff person) limits how many run at once, CoolFocus leaves the later one out. Otherwise more clients could overlap than before. The note tells you how many it left out. Add them back by hand if you want them. A time that breaks the opening rules is also left out, and the note says so.
Switch back
In Edit openings on the Day view, find the type's column heading. It says "Starts at set times".
Click Switch back, then Switch back in the window.
The type offers any time within your hours again. Your openings are kept, so if you switch to set times later they're still there.
Common questions
Will clients lose their appointments?
No. Existing appointments aren't changed.
It says I need to add openings first.
The type has no times to keep at this location, so switching would leave nothing to book. Check the type's hours first.
It says there's no limit on how many can book at once.
Set how many at once for the type, then try again.
Someone else just switched this type.
Reload the page and look again.