WayCool Software, Inc.

After-Appointment Surveys

Review completed client forms on the appointment before Start Visit; outstanding (unsubmitted) items also live on the appointment, not an old intake list.

Viewing Submitted Client Forms and Consents from an Appointment

Select several appointments on the list and send linked intake forms and consents in one action.

Sending Client Forms & Consents in Bulk from the Appointment List

How your sign-in account connects to a People record, volunteer involvement, scheduler positions, My Schedule, and Home appointments — and what to check when a view looks empty.

Scheduler Views

How staff get notified when a client books online (New Online Booking alerts).

Staff Booking Alerts

Set up automatic and manual appointment reminder texts, then send reminders to clients from Scheduler. Note: Plus or Premium subscriptions are required for Automatic Reminders and additional Language options.

Appointment Reminders — Settings & Sending

What the corner icons mean on appointment squares: blue clock, green bell, no-show slash, and more.

Appointment Icons on the Scheduler Calendar

Link a client to an existing appointment so Start Visit is available.

Assign a Client to an Existing Appointment

Book and manage client appointments on the Scheduler calendar — creating, rescheduling, notifications, and bookings that arrive from online booking or a scheduling partner.

Appointments

Customize Visit Board stages under Settings → Scheduler Settings → Visit Board → Visit Statuses (not Care Settings).

Customize Visit Board Statuses

Open the Visit Board from Scheduler; customize statuses under Settings → Scheduler Settings → Visit Board (not Care Settings).

The Visit Board

The SMS/text or email introductory message that clients receive when forms and consents are sent prior to an appointment (Scheduler Settings → Intake Message)

Customize Intake Messages

Online Booking Configuration

Troubleshooting Scheduler Availability

Staff Positions and Work Schedules

Resources and Shared Capacity

Appointment Types and Booking Rules

Availability, Closures, and Scheduler Blocks

Choose the right setup based on what limits bookings: rooms, staff pools, qualified staff, named staff, or shared capacity.

Scheduler Setup Patterns: Match How Your Center Works

Find Scheduler Settings, the quick panel vs full sidebar, Visit Board (not Care Settings), time zones, and topic guides.

Where Scheduler Settings Live

Step-by-step first-time Scheduler setup: locations, appointment types, staffing, booking rules, resources, and closures.

Scheduler Settings: Complete Setup Guide

Why CoolFocus keeps only client appointments on the scheduler, where staffing, closures, and notices live instead, and what to do with all-day appointments carried over from CoolFocus 3.

The Scheduler Is Client-Centric: What Belongs on the Calendar

Set weekly work hours for staff and volunteers in one place, and add date-specific changes like time off or different hours for a single day.

Team Schedule

Print a day-by-day appointment sheet for any date range from the Report tab in Scheduler. This is the CoolFocus 5 version of the CoolFocus 3 PCC Reports > Schedule report.

Printing the Scheduler Report

Hide client names from the scheduler calendar card per appointment type for privacy and security.

Client Name Display Options on Scheduler Cards

How appointment types, locations, resources, staff, and coverage work together.

Scheduler Overview

How to create and configure a location (center) in CoolFocus, including address, contact info, hours, and online booking settings.

Locations and Location Hours

Jonathan Marbutt

Scheduling

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