Using the Scheduler Calendar

Summary

The Scheduler gives you a day-view calendar showing every bay in the workshop and the appointments booked into each one. Each bay is a column, and appointments appear as blocks on a time grid. Owners and Managers can drag appointments to reschedule them, move them between bays, resize them, and create new appointments by clicking empty slots. Service Advisors can create appointments by clicking empty slots, but cannot drag or resize existing ones. This is the primary tool for managing the workshop diary.

Prerequisites

You are signed in as an Owner, Manager, or Service Advisor. Technicians are redirected to their My Jobs page.
At least one bay is configured in the system.

Permissions

Owner and Manager - full access. Can drag-drop appointments, resize them, click to create, and use kebab menu actions.
Service Advisor - can view the calendar, preview appointments and create new appointments by clicking an empty slot. Cannot drag or resize appointments. A “View Only” badge appears in the toolbar, because moving existing bookings is view-only for this role.
Technician - no access. Redirected to /my-jobs automatically.

Steps

Navigate to /scheduler using the main menu. The calendar loads showing today’s date in day view.
Read the column layout. Each column represents a workshop bay. The bay name appears at the top of each column with an icon in the bay’s colour: a van for a mobile unit, a building for a workshop bay. A bay with no colour set still shows its icon. If the bay has a type (e.g. MOT, General), it is shown below the name. If any appointments are not assigned to a bay, an “Unassigned” column appears on the right.

If a bay does not normally work on the day you are viewing, its column is marked Not working. If it has a special opening that day, it is marked Open specially. These marks show what customers are offered online. They do not stop you booking the bay. See Set which days a bay is available.
Read the time grid on the left side. The grid runs from 06:00 to 20:00 by default. These display hours are configurable per organisation in scheduler settings. The grid uses 15-minute slot granularity. Time labels appear every 30 minutes.
Note the business hours shading. Slots outside configured business hours (default 08:00 to 17:00) are shaded in amber. Non-working days are also shaded. If your organisation uses per-day schedules, break periods appear with a diagonal hatched pattern.
Look at the appointment blocks in each column. Every block shows:
- Customer name
- Vehicle registration
- Time range (start and end time)
- Technician name (if assigned)
- Work order status colour
Note that the height of each block corresponds to the appointment duration. Overlapping appointments in the same bay stack side by side within the column.
A red horizontal line with a time label shows the current time and updates every minute. This line only appears when the current time falls within the displayed time range and the selected date is today.
To navigate between dates:
- Click Today to jump to the current date.
- Click the left arrow to go to the previous day.
- Click the right arrow to go to the next day.
- Click the date display to open a date picker and jump to any date.
To filter appointments, use the toolbar controls:
- Technician dropdown - filter by a specific technician, choose Unassigned, or show all. Filtering by a named technician hides appointments with no technician on them, so use Unassigned to find those.
- Status dropdown - filter by work order status or show all.
- Click Clear filters to reset both filters.
To view appointment details, click on any appointment block. This opens a preview dialog with the appointment and work order information. It does not navigate away from the calendar. From the preview dialog, you can access the full work order if needed.
To reschedule an appointment (Owner/Manager only), drag the block up or down within the same column. The appointment snaps to the nearest 15-minute slot when you release it.
To move an appointment to a different bay (Owner/Manager only), drag the block horizontally into another column. You can also change the time at the same time by dragging diagonally.
To resize an appointment (Owner/Manager only), drag the bottom edge of an appointment block up or down. This changes the end time while keeping the start time fixed. The resize snaps to 15-minute increments.
To create a new appointment from the calendar, click on an empty time slot in any bay column. A create appointment dialog opens with the bay and start time pre-filled. Choose Existing Work Order to book a job you already have, or New Work Order to create the customer, vehicle and job in one go.
- New vehicle. On a new work order you can add the vehicle in the New Vehicle panel. Type the registration and select Lookup to fill in the make, model and year. The fuel type from the lookup is saved on the vehicle too, although the panel does not show it. If you change the registration after a lookup, that fuel type is dropped. Check or change the fuel type later on the vehicle page.
- Services (new work orders). In the Job scope section, pick up to five services from Add a service this garage sells. Each option says what it brings, for example “8 checks, 5 parts”. Once picked, each service lists its parts as “quantity x name”. When you book, the checks from the service’s checklists and its parts are added to the work order. A service that only has a booked length says “Nothing is added to the work order”. Services are set up under Settings > Services. See Manage Services and Pricing.
- Service schedule (Haynes Pro). When Haynes Pro data is switched on and you pick a saved vehicle, the Job scope section can also pull the manufacturer’s service schedule. Select Pull service schedule, choose the service regime if asked, confirm the lookup, then tick what the job includes. The ticked checks go on the job card when you book.
  - If the vehicle is not identified yet and your role includes Identify vehicles for HaynesPro, the section says “This vehicle isn’t identified for service data yet. Identify it here and its service schedule can be pulled.” Select Identify vehicle, pick the match from Pick the exact engine and body and select Confirm identity. The booking keeps the slot, customer, vehicle and notes you entered. If you would be guessing, select Not sure? Ask a technician instead.
  - If your role cannot identify vehicles, the section says “This vehicle has not been identified yet, so no service schedule can be pulled.” Select Ask a technician to identify it and add a note saying where the car is. Once a technician has identified it, the section moves on by itself. See Asking a technician to identify a vehicle.
  - For a BMW with Condition Based Servicing or a Mercedes-Benz with a service indicator, you are asked Which service is the car asking for? after the regime. Check the dashboard or service display and choose what it shows, ticking every item where the list has tick boxes. No mileage is needed. If the car actually has a fixed service interval, select This car has a fixed service interval - work it out from the mileage.
  - Before any credits are spent, the confirmation shows the vehicle’s identity under Service data for. If it does not match the car, select Not right? Re-identify (staff who can identify vehicles only). Nothing is charged until you confirm.
- Duration. The dialog offers a length from what the booking contains, with a line underneath saying where it came from. Sources include the booked length of a picked service, the time estimates on the checks of the services picked and a pulled service schedule. When there is more than one, it uses the longest. On an Existing Work Order it adds up the estimates on the tasks still to do, and completed tasks are not counted. A figure you type always wins.
- Bay not working that day. If the bay does not normally work on that day, a note says so. You can still book it.
Appointment blocks have a kebab menu (three dots) for quick actions. Options include opening the work order in a new tab and, for multi-location organisations, moving the appointment to a different location.
To split an appointment (Owner/Manager only), click the appointment to open the preview dialog, then click Split Appointment. A split dialog opens with the available options for that appointment:
- Around a break - if the appointment crosses a configured break (e.g. lunch), this option splits it into a Part 1 that ends at the break and a Part 2 that resumes after. The break itself is left unbooked. If the remaining work would spill past closing time, the same option shifts Part 2 to the next working day’s opening time instead.
- Continue on the next working day - appears when the appointment crosses closing time. Part 1 ends at close; Part 2 starts at the next working day’s opening time, in the same bay.
- At the midpoint - always available. Splits the appointment cleanly in half, snapped to the nearest 15-minute boundary.
Pick an option, check the preview (“Part 1: 10:00 - 12:00 (2h), Part 2: 13:00 - 15:00 (2h)”), and click Split Appointment. The original appointment shrinks to Part 1; a new Part 2 is created in the same bay, with the same work order, technician, and notes. Both blocks show a small link icon and a “Part 1/2” label so they’re recognisable as related.

Appointments shorter than 30 minutes cannot be split. Completed and cancelled appointments cannot be split either. Each resulting part must be at least 15 minutes.

After splitting, you can drag either part to reschedule it independently. To move Part 2 to a different bay, drag it there in Day view, or use the appointment kebab menu.
The auto-refresh toggle (Live/Paused) in the top-right of the calendar grid controls whether the view refreshes automatically every 30 seconds.

Expected Outcome

You can see the full day’s schedule at a glance, with each bay’s appointments laid out on a time grid. Owners and Managers can drag, resize, and create appointments directly on the calendar. Service Advisors can view and preview appointments but cannot modify them. The current time line helps you track where you are in the day.

Troubleshooting

Problem	Cause	Fix
Page redirects to /my-jobs	You are signed in as a Technician. Technicians do not have scheduler access.	Ask a Manager or Owner to view or change the schedule.
Appointment block snaps back after dragging	The reschedule failed on the server. Another user may have changed that appointment, or your connection dropped.	Refresh the page and try again. Check the target time slot is not already occupied in the same bay.
”Contact a Manager to reschedule appointments” message appears	You are a Service Advisor. Service Advisors can create appointments but cannot move existing ones.	Ask a Manager or Owner to make the change.
”[van name] is travelling until [time]”, for example “Mobile Van 1 is travelling until 12:50.”	The bay is a mobile unit and it is on the road for that time. A van cannot be at the workshop and at a customer at once.	Pick another bay, or a time after the van is back.
A service is missing from the Services picker, or search says it “has nothing set up to add yet”	On a new work order, the picker only offers services that carry parts, a checklist or a booked length.	Ask an Owner or Manager to set the service up under Settings > Services.
A warning says a service’s parts were left off	Your role cannot add parts to a job. The service’s checks were still added.	Ask someone with parts permission to add the parts on the work order.
A warning says a service had nothing left to add	A checklist on that service was retired after the list loaded.	Add the checks on the work order by hand.
”Check in” shows on an appointment but “Mark on site” does not, or the other way round	They follow different permissions. Check in (workshop bays) needs vehicle check-in permission, workshop access or My Jobs access. Mark on site (mobile units) needs vehicle check-in permission, My Jobs access, or working as a technician.	Ask an Owner to check your role.
A bay column is missing	The bay may have been deactivated or deleted, or it belongs to a different location.	Check bay configuration in Settings. For multi-location organisations, check the location selector.
Appointment block shows the wrong colour	The linked work order’s status changed after the page loaded.	Wait for auto-refresh or toggle Live mode to trigger a refresh.
Current time line is not visible	The current time is outside the displayed time range, or you are viewing a date other than today.	The time line only appears during the configured display hours (default 06:00-20:00) when viewing today’s date.
”No bays configured” empty state appears	No bays have been set up for the current location.	Go to Settings and add workshop bays.
Time grid shows different hours than expected	Display hours are configurable per organisation. Your admin may have changed them.	Check scheduler settings or ask your admin. The default range is 06:00-20:00.

Notes

The Day view shows one day at a time across every bay. For seeing one bay’s full week (useful for multi-day jobs or follow-up appointments), see Week by Bay View. The Week by Bay view is being rolled out in phases; not every organisation will see the toggle yet.
Overlapping appointments in the same bay are displayed side by side within the column, so you can always see every booking.
There is no limit on how many jobs you can book into one bay at the same time. A big bay can hold an HGV and a car, and three technicians can share one van. You decide what a bay can take. The only time the Scheduler refuses a bay is when a mobile unit is travelling for that slot.
Online, portal and AI bookings are different. Customers are only offered a slot in a bay that has nothing else booked for the whole time.
Bay colours are set by an admin in Settings. They tint the icon next to each bay name and colour the left border of appointment blocks. The same van or building icon appears in every bay picker, including the one for moving an appointment, so you can tell a van from a workshop bay before you pick.
For multi-location organisations, a location selector appears in the toolbar to filter bays by site.
Dragging a completed appointment is blocked. A toast message explains that completed appointments cannot be moved.
If an appointment is dragged into a break period, a warning toast appears but the move is still allowed.
The time estimates that size a booking are your garage’s own planning figures, set on checklist template tasks and work-order tasks. They are never invoiced. See Checklist Templates.