These steps are for CoolFocus 5.
A mom is on the phone and the time she wants looks closed. Instead of guessing, click the time. CoolFocus tells you why in one short sentence, and gives you a link to the place where that limit is set.
A few of the reasons below (appointment types that start at set times, and closed time and meetings on the calendar) are being turned on center by center. If you don't see them yet, chat with us from the Help button and we'll take a look. Everything else in this article works for every center.
Who this is for
Anyone who books appointments on the Scheduler. To change a limit, you'll also need permission to open that setting. If a link takes you somewhere you can't edit, ask your Scheduler administrator.
Before you start
You need the Scheduler and permission to add appointments.
In Week view, pick one location at the top of the calendar. The question only makes sense for one location at a time.
Steps: Day view
1. Open Scheduler and choose Day.
2. Click the time you're curious about, open or closed. A panel opens on the right showing the day, the time and the location.
3. Under Appointment type, choose the kind of appointment you want to book. (If you're grouped by position, this reads Appointment type using this position.)
4. Read the box under it. An open time says Open to book, or how many more can book. A closed time says Can't be booked online, followed by one sentence and a link.
5. Click the link to go to the setting. Change it if it's yours to change.
[Screenshot: Day view, a closed time selected, the sentence and link showing]
Steps: Week view
1. Open Scheduler, choose Week, and pick one location.
2. Click a time that's shaded closed. A panel titled Why can't I book this? opens on the right.
3. Under Appointment type, choose the type. If the location offers only one, it's chosen for you.
4. Read the answer under Can't be booked, and click the link.
[Screenshot: Week view, the Why can't I book this? panel open]
What you might see
Here are the sentences you can see, and where each link takes you. Names and times change to match what you clicked.
What it says | What it means | The link, and where it goes |
Main Street is closed on Fridays. | The location is closed all day. | Change location hours: the location's Schedule tab. |
Main Street is closed at 6:30 PM. | The location is closed at that time. | Change location hours: the location's Schedule tab. |
Main Street is closed on November 26. | A holiday or closure. | See closures and blocked times: Availability Blocks, on that date. |
9:00 AM is blocked on the calendar. | Closed time, such as a staff meeting. | See blocked times: Availability Blocks, on that date. |
No 3:15 PM opening for Pregnancy Test on Tuesdays. | The appointment type isn't offered at that time. | Change when Pregnancy Test is offered: the type's When tab. |
3:15 PM isn’t one of Pregnancy Test’s openings on Tuesdays. | The type starts at set times, and this isn't one. | See Pregnancy Test’s openings: the type's When tab. |
Pregnancy Test is closed at 10:30 AM on November 3. | The type is closed on that date. | See Pregnancy Test’s openings: the type's When tab. |
The 10:30 AM opening for Pregnancy Test is closed on November 3. | That one opening is turned off for the day. | See Pregnancy Test’s openings: the type's When tab. |
Every room or piece of equipment Ultrasound needs is booked or closed at 2:00 PM. | The room or equipment is in use or closed. | See rooms and equipment: the type's How many at once tab. |
Another appointment already takes 2:00 PM. | Someone is already booked, and no more can overlap. | Change how many at once: the type's How many at once tab. |
Prep or cleanup time around another appointment covers 2:00 PM. | The time before or after another appointment is held. | Change how many at once: the type's How many at once tab. |
Every Advocate spot is booked at 6:30 PM. | Everyone in that position already has an appointment. | Change how many Advocate we need: that position's settings. |
No Advocate planned at 6:30 PM. | Nobody is planned in that position then. | Change Advocate coverage: that position's settings. |
No staff planned at 6:30 PM. | Nobody is planned to work then. | Change who can take it: the type's How many at once tab. |
Advocate is marked unavailable at 6:30 PM. | The position is turned off for that time. | Change Advocate coverage: that position's settings. |
None of the people chosen for Counseling are working at 6:30 PM. | The type is set to specific people, and none are in. | Change who can take it: the type's How many at once tab. |
Counseling has reached its limit for Tuesday. | The daily limit is full. | Change the daily limit: the type's How many at once tab. |
Counseling has reached its limit for this week. | The weekly limit is full. | Change the weekly limit: the type's How many at once tab. |
Another Counseling starts too close to 2:00 PM. | Starts are spread out. | Change spread out starts: the type's How many at once tab. |
2:00 PM is too soon to book Counseling. | The minimum notice hasn't passed. | Change booking limits: the type's Online tab. |
November 30 is outside how far ahead Counseling can be booked. | It's past how far ahead the type can be booked. | Change booking limits: the type's Online tab. |
2:00 PM has already passed. | The time is behind us. | No link. Nothing to change. |
[Screenshot: examples side by side: closed, no opening, room booked, no Advocate planned, a staff meeting]
Good to know
It only reads the rules. The sentence comes from the same rules that decide which times are offered. Asking never changes anything.
You can still book it. The times are suggestions. Staff can still add an appointment at a closed time.
It checks one appointment type at a time. A time can be open for one type and closed for another. Choose the type you're booking.
The link goes to the setting, not a fix. If it's closed on purpose, you're done. If not, change the setting the link points to.
Common questions
I clicked a closed time on Week view and nothing happened.
Pick just one location at the top first. The panel also needs permission to add appointments. If it still doesn't open, chat with us.
I don't see "set times" or "Closed & meetings" at my center.
Those are being turned on center by center. Chat with us from the Help button and we'll check on yours.
The link opened a page I can't change.
Ask your Scheduler administrator. They can open the same link.
Where do I learn more about the settings?
Availability, Closures, and Scheduler Blocks, Appointment Types and Booking Rules, Locations and Location Hours and Troubleshooting Scheduler Availability.