Understanding Booking Modes

Title: Understanding Booking Modes
Category: booking-calendar

Where to Find This

Navigate to Services → Booking Management tab → Booking Availability sub-tab to configure booking modes.

What Are Booking Modes?

Booking modes determine how customers select appointment times. Each location you create can use a different mode. Set this up in the Booking Management tab under Booking Availability.

• Fixed Slots Only - Pre-set times for classes or groups
• Dynamic Only - Flexible appointments based on your working hours
• Both (Hybrid) - Combines fixed slots + dynamic availability

Fixed Slots Only

Best For

• Group classes (yoga, fitness, workshops)
• Scheduled events with set times
• Multiple attendees per time slot
• Services with fixed start times

How It Works

1. Create specific time slots (e.g., "Monday 9:00 AM, 60 minutes")
2. Each slot has a maximum capacity (e.g., 10 people for a class)
3. Customers see and book these exact times
4. Multiple customers can book the same slot (up to capacity)

Examples

Kids Swimming Lessons:

• Beginner Class - Monday & Wednesday, 4:00 PM (max 8 children)
• Intermediate Class - Tuesday & Thursday, 4:00 PM (max 10 children)
• Advanced Class - Saturday, 9:00 AM (max 12 children)

Dog Training Sessions:

• Puppy Training - Wednesday, 6:00 PM (max 6 dogs)
• Obedience Class - Saturday & Sunday, 10:00 AM (max 8 dogs)

Dynamic Only

Best For

• One-on-one appointments (haircuts, consultations)
• Flexible scheduling where customers pick their preferred time
• Services with varying durations (30 min consultation, 90 min treatment)
• Appointment-based businesses (salons, tutoring, coaching)

How It Works

1. Set your working hours (e.g., 9:00 AM to 5:00 PM) in the Booking Availability sub-tab
2. Specify which days you work (e.g., Monday to Friday)
3. Each product/service has a duration (set in Booking Services sub-tab)
4. The system automatically calculates available time slots
5. Customers see all times you're free (based on Google Calendar)
6. Only one customer can book each calculated slot

Examples

Music Tutor:

• Working Hours: Monday-Friday, 3:00 PM to 8:00 PM
• Services:
  • Piano Lesson (30 minutes)
  • Guitar Lesson (45 minutes)
  • Theory Session (60 minutes)

Mobile Pet Groomer:

• Working Hours: Tuesday-Saturday, 8:00 AM to 5:00 PM (30 min buffer for travel)
• Services:
  • Small Dog Groom (60 minutes)
  • Large Dog Groom (90 minutes)
  • Cat Groom (45 minutes)

Life Coach:

• Working Hours: Monday-Thursday, 9:00 AM to 6:00 PM
• Services:
  • Discovery Call (30 minutes)
  • Strategy Session (90 minutes)
  • Follow-up (45 minutes)

Both (Hybrid Mode)

Best For

• Fitness studios offering both group classes AND personal training
• Salons with group workshops AND individual appointments
• Coaching businesses with group sessions AND 1-on-1 calls
• Any business needing both scheduled events and flexible booking

How It Works

1. Set your working hours (e.g., 6:00 AM to 9:00 PM)
2. Create fixed slots for group sessions (e.g., "Morning Yoga" at 7:00 AM)
3. Dynamic availability fills the gaps for 1-on-1 appointments
4. The system automatically excludes fixed slot times from dynamic availability
5. Customers see both scheduled classes AND available appointment times

Examples

Beauty Salon with Workshops:

• Group Workshops (Fixed Slots):
  • Makeup Masterclass - First Saturday monthly, 10:00 AM (max 8 people)
  • Skincare Workshop - Third Sunday monthly, 2:00 PM (max 10 people)
• Individual Services (Dynamic Availability):
  • Available Tuesday-Saturday, 9:00 AM to 6:00 PM (excluding workshops)
  • Facials (60 min), Makeup (45 min), Waxing (30 min)

Trades Business:

• Maintenance Rounds (Fixed Slots):
  • Boiler Servicing - 1st of month, 9:00 AM across 20 slots
  • Safety Inspections - 15th of month, all day across 10 slots
• Emergency Call-outs (Dynamic Availability):
  • Available Monday-Friday, 8:00 AM to 5:00 PM (excluding rounds)
  • Standard jobs (2 hours), Emergency fixes (varies)

Tutoring Center:

• Group Study Sessions (Fixed Slots):
  • Math Group - Tuesday/Thursday, 4:00 PM (max 6 students)
  • English Group - Monday/Wednesday, 4:30 PM (max 6 students)
• Private Lessons (Dynamic Availability):
  • Available Monday-Friday, 3:00 PM to 8:00 PM (excluding groups)
  • 60-minute one-on-one sessions

Comparing the Modes

Feature	Fixed Slots	Dynamic Availability	Hybrid
Scheduling	You create specific slots	System calculates slots automatically	Both - fixed slots + auto-calculated
Flexibility	Set times only	Any time within working hours	Set times for groups, flexible for 1-on-1
Capacity	Multiple customers per slot	One customer per slot	Both - groups and individuals
Setup	Manual slot creation	Set working hours once	Working hours + manual slots
Best For	Classes, events, groups	1-on-1 appointments, services	Studios offering both classes and appointments
Duration	Fixed per slot	Varies by product	Fixed for classes, variable for appointments
Changes	Edit individual slots	Edit working hours	Edit both as needed

Choosing the Right Mode

Choose Fixed Slots If:

• You run classes or group sessions
• You have set times that work for everyone
• You want multiple bookings at the same time
• Your schedule repeats weekly
• You prefer manual control over available times

Choose Dynamic Availability If:

• You do one-on-one appointments
• Customers need flexible time options
• Services have different durations
• You want automatic slot generation
• Your availability changes frequently

Choose Hybrid If:

• You offer both group sessions AND one-on-one appointments
• You want scheduled events with capacity limits (classes, workshops, group lessons)
• You want flexible appointment times between your scheduled events
• You run a salon with workshops, tutoring center with group study, trades with maintenance rounds, or similar
• You need the best of both worlds without managing multiple locations

Common Questions

Q: Can each location use a different mode?
A: Yes! Each location you create can use its own booking mode. You might have "Main Studio" using Hybrid and "Mobile Service" using Dynamic Only.

Q: What's the difference between Hybrid mode and using multiple locations?
A: Hybrid mode is simpler - one location handles both group classes and 1-on-1 appointments, and the system automatically prevents double-booking. Multiple locations give you more separation if you have different calendars or venues for different services.

Q: Do customers see the difference?
A: Not directly. They just see available times to book. The mode only affects how those times are generated and displayed.

Q: Which mode is easier to set up?
A: Dynamic Only is quicker - set working hours once and you're done. Fixed Slots Only requires creating each slot manually but gives you more control. Hybrid combines both approaches.

Q: Can I switch modes for a location?
A: Yes, edit the location and change its booking mode in the Booking Availability sub-tab. Note that switching from Fixed to Dynamic clears your existing slots, switching from Dynamic to Fixed requires creating slots manually, and switching to Hybrid keeps your existing slots while adding dynamic availability.

Q: How does Hybrid mode prevent conflicts?
A: When you create fixed slots (like a 7 AM yoga class), the system automatically blocks those times from dynamic availability. Customers can't book personal training during your scheduled classes.

Q: Can I see my schedule before publishing?
A: Yes! Use the Calendar Preview button in the Booking Availability sub-tab to visualize your schedule. This shows all your fixed slots and helps you verify everything looks correct before syncing to Google Calendar.