WayCool Software, Inc.

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

Scheduler Overview

Where to find the Calendar key, and what the status icons, other corner icons, and background shading mean on the Scheduler calendar.

Appointment Icons on the Scheduler Calendar

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

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

Staff Booking Alerts

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

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

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

Send clients a multi-step survey through the Client Portal after a completed appointment and review their responses.

After-Appointment Surveys

One-way calendar subscriptions for viewing CoolFocus appointments in Google, Outlook, or Apple Calendar.

Calendar Feeds for Personal External Calendars

Who appears on Schedule › Staff, what the coverage line ("2 short", "No one") means, where that number is set, and how to clear it.

The Staff tab: who's listed and what "short" means

Bring the repeating openings, shifts, closed time and meetings you set up in CoolFocus 3 over to CoolFocus 5 a batch at a time, check your own week first, and…

Move your CoolFocus 3 repeating times to CoolFocus 5

Add a shift that repeats, change one day, and see who is in on the Day and Week calendar. Shifts never change what can be booked.

Who's in: See Shifts on the Scheduler Calendar

Add a block with a title and a repeat, choose what it closes (the whole location, one room, or people only), and see CoolFocus 3 holidays as closed.

Closed Time and Meetings on the Scheduler Calendar

Where to send reminders now, why they moved, and the 3 things an administrator should check.

Appointment reminders moved to CoolFocus 5: what to do now

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

Client Name Display Options on Scheduler Cards

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

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

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

Scheduler Settings: Complete Setup Guide

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

Where Scheduler Settings Live

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

When to use location hours, date exceptions, or Availability Blocks to change when appointments can be booked.

Availability, Closures, and Scheduler Blocks

Configure appointment types: duration, schedule, capacity, online booking, required staff, and other booking rules.

Appointment Types and Booking Rules

Use Resources for rooms and equipment that limit bookings, and set up shared capacity across appointment types.

Resources and Shared Capacity

Set up staff positions and work schedules so appointments that need a qualified person only book when one is available.

Staff Positions and Work Schedules

A step-by-step check for when no appointment times appear or too many bookings overlap in the Scheduler.

Troubleshooting Scheduler Availability

Choose which appointment types clients can book online, configure the booking widget, and check what your plan includes.

Online Booking Configuration

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

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

Appointments

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

Assign a Client to an Existing Appointment

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

Locations and Location Hours

Add, move, change and remove the times clients can book, right on the Scheduler calendar.

Edit Your Openings on the Calendar

Choose between offering any time within your hours, or only the times you set, for one appointment type at one location.

Switch an Appointment Type to Set Times

Click a closed time on the Scheduler's Day or Week view to get one plain sentence about why it can't be booked, and a link to where that limit is…

Why Can't I Book This? Find Out From the Calendar

Jonathan Marbutt

Jessica Mitchell

Scheduling

No tickets or conversations found

Try selecting a different creation date range.

Tickets and conversations you've started through the messenger will appear here.

No tickets or conversations created by you

Try using different keywords or checking for typos.

Try selecting a different update date range.

Find answers and get help from Intercom Support and Community Experts

Conversations you've started through the messenger will appear here.

No conversations created by you

No conversations found

AI title

Title

This site employs cookies and other technologies that we and our third party vendors use to monitor and record personal information about you and your interactions with the site (including content viewed, cursor movements, screen recordings, and chat contents) for the purposes described in our Cookie Policy. By continuing to visit our site, you agree to our {websiteTermsLink}, {privacyPolicyLink} and {cookiePolicyLink}.

This site uses cookies and similar technologies ("cookies") as strictly necessary for site operation. We and our partners also would like to set additional cookies to enable site performance analytics, functionality, advertising and social media features. See our {cookiePolicyLink} for details. You can change your cookie preferences in our Cookie Settings.

We use cookies to make our site work and also for analytics and advertising purposes. You can enable or disable optional cookies as desired. See our {cookiePolicyLink} for more details.

Advertising cookies are set by our advertising partners to collect information about your use of the site, our communications, and other online services over time and with different browsers and devices. They use this information to show you ads online that they think will interest you and measure the ads' performance. Social media cookies are set by social media platforms to enable you to share content on those platforms, and are capable of tracking information about your activity across other online services for use as described in their privacy policies.

These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

These cookies are necessary for the website to function and cannot be switched off in our systems.

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.

You have the right to opt out of the sale of your personal information. See our {cookiePolicyLink} for more details about how we use your data.

Your Privacy Choices

We use cookies to enhance your experience. You can customize your cookie preferences below. See our {cookiePolicyLink} for more details.

Cookie Settings

Empty Help Center

Uh oh. That page doesn’t exist.

Home

Search results

Disappointed

Neutral

Smiley

Thinking...

Searching through sources...

Analyzing...

Tickets submitted through the messenger or by a support agent in your conversation will appear here.

No tickets created by you

No tickets found

Conversations and tickets in {topic}

Conversations and tickets in {topic} // {subtopic}

Volume, creators and topics for your company.

Insights

Top creators

AI topics

Track the progress of all tickets and conversations related to your company.

Customer Portal.

Track the progress of all tickets related to your company.

Tickets portal.

{assigneeName} needs more information from you

Tickets

No access to tickets portal

You're not signed in on this browser. Sign in through this site's Messenger, then reload this page.

Sign in to view your company's tickets

Search

Skip the search. Describe what you’re trying to do and get a grounded answer.

Browse articles and guides in this topic.

Create your workspace and invite the people you work with.

Set up your account

Build your first workflow and watch it run end to end.

Ship something

Connect the tools your team already uses to bring data in.

Connect your stack

A quick lap of the product so you know where everything lives.

{appName} in 60 seconds

This prototype demo is aware that you are reading “{title}”. It can point you back to the current article, but a production article-aware Fin contract is still follow-up work.

Prototype article-aware answer

Because you already asked about invitations, this prototype demo can add the follow-up: use the role selector before sending each invite to limit access to the teammate responsibilities.

Prototype role-limiting follow-up

This prototype demo suggests starting with your workspace profile, inviting the team members who need access, and then connecting the integrations you use.

Prototype getting-started answer

In this prototype demo, integrations are configured from workspace settings. Choose the integration, connect the account, and review the enabled permissions.

Prototype integrations answer

In this prototype demo, invite teammates from workspace settings, then choose the access each teammate needs before sending the invitation.

Prototype invite-team answer

This prototype demo does not have a scripted answer for that question yet. Try asking how to invite your team or open a source article. No production Fin API was called.

Prototype answer unavailable

I’ve got this page open. Ask me anything about it and I’ll answer from the docs.