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
- Go to Calendar in the sidebar
- Switch to the Schedules tab
- Click Create Schedule
Basic Settings
| Field | Description |
|---|---|
| Name | A descriptive name (e.g., “Summer 2025”, “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 2025 (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).
Overlapping Schedules
You can have multiple schedules that cover different date ranges. Common patterns:
- Seasonal: “Summer” (Jun–Aug), “Autumn” (Sep–Nov), “Winter” (Dec–Feb)
- Regular + Holiday: “Regular Schedule” (all year) + “Christmas Hours” (Dec 23–Jan 2) — the more specific schedule takes priority for overlapping dates
- Phased opening: “Soft Launch” (first 2 weeks with reduced capacity) + “Full Schedule”
Note: If two schedules generate timeslots for the same resource, date, and time, both timeslots will be created. Plan your schedule date ranges to avoid unintended overlaps.
Saving and Syncing
When you save a schedule, CapFlow shows a sync preview before making changes:
What the preview shows:
- Timeslots to create — New slots that will be generated
- Timeslots to update — Existing slots whose capacity will change
- Timeslots to delete — Slots that no longer match the rules
- Bookings affected — Any confirmed bookings on slots being deleted
Important:
- Deleting a timeslot that has bookings will cancel those bookings
- The preview shows exactly which bookings are affected and the customer details
- You must confirm before destructive changes are applied
- Customers receive cancellation emails automatically
Editing a Schedule
When you edit a schedule (change dates, add/remove rules, adjust capacity):
- Make your changes
- Click Save
- Review the sync preview carefully
- 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 will show a preview of affected timeslots and bookings
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 2025 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?
- Capacity Pools — Understand member vs. public capacity in detail
- Calendar & Timeslots — View and manage generated timeslots