Schedule and Calendar

image example

What is Scheduling feature ?

Schedule defines the timetable or schedule of an asset. Schedule can mean different things. For some businesses schedule can be just 9 to 5 except Sundays and public holidays. For other type of business, it may be every Tuesday 4pm and Fridays 7pm for 9 months.

When a schedule gets published on a calendar, one or multiple events (i.e recurring events) gets created/inserted on that calendar. There can be only one schedule per asset. A schedule may be associated with one or more assets.

There can be multiple schedules on a calendar. For example, user Alice may create two training classes (assetType is class in this case). Beginner class every Monday and Advanced class every Wednesday except public holidays and school holidays. Each class will be an asset and each class has its own schedule. Alice may use one calendar in Outlook to view both sessions. Booking adds a user to an existing event.

Some examples may help to the concept of schedule better.

Example 1 - Tennis class

Description: Tennis class for Beginners. Class is for 1 hour, every week starting March 11, 2019 ; every Mondays at 7pm and Fridays at 4pm. The tennis class ends after 10 sessions. If the date falls on a public holiday, there is no class. The location is Sydney, Australia.

- Frequency: Every week 
- When: Mondays at 7pm and Fridays at 4pm
- Duration: 1 hour per class
- Ends After: 10 classes total
- Starting: class starts on Mar 11,2019
- Location: Australia/Sydney
- Conditions: No classes if it’s a public holiday in Australia

Example 2 - Community Transport

Description: On demand community transport booking.

- Time: Available between between 7.30 AM to 9PM every day
- Except Sundays. 
- Minimum booking interval: 30mins. 
- Service start on Mar 1, 2018.
- This schedule applies for 2 years. 
- Conditions:  No service on these days - Jan 1, April 1, July4, April 25, Dec 25

Example 3 - Service technicians

Description: Service Technicians who are franchisees of Electrical and Plumbing trade business. Each franchisee create their schedule. The schedule varies depending on the month.

- Jan to Aug:
    - Mondays: 7AM to 11AM
    - & 2PM to 8PM
    - Tuesday - Sat: 9AM to 7PM
    - Sun: 6AM to 6PM
    - Public Holidays: 11AM to 4PM
    - Not available on Jan 1,2,3

- Sep to Dec:
    - Mondays: Not open
    - Tuesday - Sun: 8AM to 8PM
    - Public Holidays: 11AM to 4PM
    - Not open on Dec 25,26,27

- Minimum booking interval: 1 hour. 
- This schedule applies for 2 years.

Example 4 - Venue

Description: A user sets up a booking system for a venue. Booking is open between 9.30 AM to 10PM every day except 1st Saturday of every month. Minimum booking interval is 3 hours.

- Hours: 9.30 AM to 10PM AEST 
- Exceptions: 1st Saturday of every month. Also not available on these days Jan 1, April 14, May 1, Dec 25, 
- Duration: 3 hours min
- Location: America/Pheonix 


Why is it needed ?

Creating schedule is one of first steps a user might do. As shown in the examples above, schedule is not as simple as 9 to 5. The schedule can be very different and can be very different from one business to another. For example schedule for a coaching session is very different to schedule by a car mechanic or schedule for a venue booking.

Depending on the business type, the schedule might be created by one person or it can be created by each franchisee or service provider. See business examples

No matter how complex the schedule is, the schedule can be created using the schedule UI. The schedule UI can also be used to publish the schedule on an existing calendar such as Google calendar or Microsoft outlook calendar.

How it works ?

The schedule like those examples above can be created using Schedule UI. Details of schedule configuration can be found in configuration guide

Once the schedule is created, it needs to be published on one of the supported calendars. To publish on external calendar such as Google calendar, the user must give permission to BookAndPay application to access that calendar. This happens via OAuth protocol.

Though it is possible to use one calendar for business and personal schedule, it is recommended to use a different calendar for business needs. As an example, a health and fitness franchisor may have 25 independent fitness consultants (franchisees). As the schedule for each franchisee / consultant vary, each fitness consultant should create their schedule on the system. If the fitness consultant is using Google calendar, it is highly recommended to create a new calendar in Google calendar instead of using default one.

When the customer try to check the availability, Booking API will read directly from the calendars and update the booking details on the calendar. Details of the booking will also be available on the BookAndPay application for reporting, self-service and other reasons.

Schedule is a service component within BookAndPay application. It gets deployed when you deploy the application. Details of how to deploy BookAndPay application can be found in the deployment guide

Like other services, you have to configure the Schedule service after deployment. Details of the user configurable parameters related to Schedule can be found in the configuration guide