Help CenterSetup & Configuration

Schedules

Set up your operating schedule and auto-generate timeslots

Schedules are the most powerful feature in CapFlow. They let you define operating hours as weekly rules, and CapFlow automatically generates all the timeslots for you.

How Schedules Work

Instead of creating timeslots one at a time, you create a Schedule with:

  • A date range (e.g., June 1 – August 31)
  • Weekly schedule rules per resource (e.g., “Monday–Friday, 10:00–18:00, hourly sessions”)

CapFlow generates the actual timeslots from these rules. When you edit a schedule, it syncs the timeslots — creating, updating, or removing them as needed.

Think of it this way:

  • A Schedule = your schedule template (the rules)
  • Timeslots = the actual bookable slots (generated from the rules)

Creating a Schedule

  1. Go to Calendar in the sidebar
  2. Switch to the Schedules tab
  3. Click Create Schedule

Basic Settings

Field Description
Name A descriptive name (e.g., “Summer 2026”, “Winter Weekends”)
Active From Start date for this schedule
Active To End date for this schedule
Timezone Your venue’s timezone (used to calculate day-of-week correctly)
Active Toggle to enable/disable the schedule

Schedule Rules

For each resource, you add one or more weekly rules:

Field Description
Days Which days of the week (Mon–Sun)
Start Time When sessions begin (e.g., 10:00)
End Time When the last session ends (e.g., 18:00)
Interval How often sessions start (e.g., every 60 min)
Duration How long each session lasts (e.g., 60 min)
Cap Total Maximum people per timeslot
Cap Members Slots reserved for members
Cap Public Slots available to the public
Release Hours When unused member slots open to public (optional)

Example

A summer schedule for a climbing gym:

Season: Summer 2026 (June 1 – August 31)

Resource: Main Wall
├── Mon–Fri: 10:00–18:00, 60min interval, 60min duration
│   Cap: 20 total (6 members, 14 public), release 24h before
├── Sat–Sun: 09:00–20:00, 60min interval, 60min duration
│   Cap: 20 total (6 members, 14 public), release 24h before

Resource: Bouldering Area
├── Mon–Fri: 10:00–16:00, 60min interval, 60min duration
│   Cap: 15 total (4 members, 11 public)

This generates hundreds of timeslots automatically across the entire summer.

Multiple Rules Per Day

You can add multiple rules for the same day to handle different time blocks:

Weekdays:
├── Morning: 10:00–12:00 (Cap: 8, lower capacity)
├── Afternoon: 12:00–17:00 (Cap: 12, peak capacity)
└── Evening: 17:00–20:00 (Cap: 10, moderate capacity)

This is useful when capacity changes throughout the day (e.g., more staff in the afternoon).

Shared Availability and Overlaps

Schedules apply to a resource and can cover all its offers or one selected offer. Offers share capacity when they use the same shared timeslots. Two independent offer-specific schedules are not automatically coordinated just because they refer to the same room.

Use the Setup guide to reuse matching shared times, or choose the shared/all-offers scope in the schedule editor. Overlapping date ranges for the same scope are rejected. A narrower holiday schedule does not automatically override a year-round schedule; adjust the existing rules or use non-overlapping ranges. Different scopes can still collide, so review the editor’s overlap warning and resulting calendar.

Saving and Syncing Safely

Save opens an impact preview showing timeslots to create, update or remove, plus any blocking booking/capacity issue. Changes that would remove booked times, lose booking history or reduce capacity below bookings and active holds are blocked. This includes additional timeslots on longer bookings and live waitlist offers.

CapFlow does not automatically cancel customers to make a schedule edit fit. Handle the affected bookings explicitly using the appropriate cancellation or rescheduling flow, then retry the edit. Review and confirm safe changes before they are applied.

Editing a Schedule

When you edit a schedule (change dates, add/remove rules, adjust capacity):

  1. Make your changes
  2. Click Save
  3. Review the sync preview carefully
  4. Confirm to apply

Common edits:

  • Extend the date range — Generates additional timeslots
  • Reduce the date range — Removes timeslots outside the new range
  • Change capacity — Updates existing timeslots
  • Add a new day — Generates timeslots for that day going forward
  • Remove a day — Deletes timeslots for that day

Schedule Timeline

The Schedules tab shows a visual timeline of all your schedules:

  • Each schedule is shown as a coloured bar spanning its date range
  • A “today” indicator shows where you currently are
  • Gaps (dates with no schedule coverage) are highlighted as warnings
  • The gap check covers the next 90 days per resource

If you see gap warnings, it means there are dates where no timeslots will be generated — customers won’t be able to book for those dates.

Deactivating vs. Deleting

  • Deactivate a schedule to stop it from generating timeslots, but keep the rules for later reuse
  • Delete a schedule to permanently remove it and its rules
  • Both actions remain subject to booking/history and active-hold protections; deleting the schedule is not a shortcut to cancelling its customers

Tips

  • Start simple: Create one schedule covering your immediate operating period, then add more as needed
  • Plan ahead: Customers may want to book weeks in advance — make sure your schedules cover far enough into the future
  • Watch for gaps: Check the timeline regularly to ensure continuous coverage
  • Test changes: Use the sync preview to understand the impact before confirming
  • Name descriptively: “Summer 2026 Weekdays” is better than “Season 1”
  • Capacity per rule: Different rules within the same schedule can have different capacity settings (e.g., peak vs. off-peak)

What’s Next?