The scheduling tool helps you create and manage activity availabilities effectively. Whether you're setting up regular tours, multi-day courses, or special trips, understanding how the scheduling options work is crucial for smooth operations.
Core Concepts
Activity scheduling consists of two main components:
Duration: How long your activity runs
Dates: When your activity occurs
Both components are required to create any activity availability. Let's understand each in detail.
Understanding Duration Settings
Duration defines how long your activity runs and what times it operates. You have four options to choose from based on the type of activity:
1. All Day
Use this when your activity runs throughout the day without specific start and end times. The activity will appear as a full-day block on your calendar.
Perfect for: Full-day trips, holiday operations
Staff can see the full-day booking on the calendar
Specify actual timing details in the activity description
2. Time Range
Choose this for activities with specific time slots during the day.
Add one or multiple time slots per day
Each slot needs:
Start time
Duration in hours
Perfect for: Regular tours, scheduled sessions
Can run multiple sessions simultaneously
3. Day Range
Ideal for activities spanning multiple days.
Set number of days (1-30)
Choose timing settings:
Same time slot each day (consistent daily schedule)
Start and end time (specific timing window)
Full day (entire day blocked)
Perfect for: Multi-day courses, extended trips
4. Weekly Schedule
Use this for activities that follow a regular weekly pattern.
Select specific days of the week
Set consistent times for each selected day
Perfect for: Regular classes, weekly tours
Understanding Date Settings
Date settings determine when and how often your activity occurs. You have three options to choose from based on the activity type:
1. Does Not Repeat
Select a single date
Activity occurs just once
Perfect for: Special events, one-time activities
2. Every Week
Select start and end dates
Choose days of the week
Activity repeats weekly on selected days
Perfect for: Regular tours, weekly classes
3. Bi-weekly
Select start and end dates
Choose days of the week
Activity occurs every other week
Perfect for: Alternating schedules, spaced activities
Multiple Date Ranges
You can create complex schedules by adding multiple date ranges:
Combine different repeat patterns
Create seasonal schedules
Skip specific periods
Example: Run an activity on February 27, then every week from March 15 to May 15.
Activity-Specific Scheduling Options
Different activities have different scheduling needs. Here's what's available for each:
Tours
Duration Options:
Time Range
Day Range
Weekly Schedule
Date Options:
Does not repeat
Every week
Bi-weekly
Note: When using Weekly Schedule duration, the days selector in date settings is removed to avoid conflicts
In-person Courses
Duration Options:
Time Range
Day Range
Weekly Schedule
Date Options:
Does not repeat
Every week
Bi-weekly
Note: When using Weekly Schedule duration, the days selector in date settings is removed to avoid conflicts
Trips
Duration Options:
All Day
Day Range
Date Options:
Does not repeat
Every week
Bi-weekly
Common Scheduling Scenarios
Now that you understand the basics, let's look at real-world examples of how to schedule different types of activities.
Tour Scheduling Examples
1. Daily Morning Dives
Need: Regular morning dives every day at the same time
Setup:
Duration: Time Range
Start time: 8:00 AM
Duration: 4 hours
Dates: Every week
Select weekends
Set season date range
2. Multiple Daily Sessions
Need: Morning and afternoon dive options every day
Setup:
Duration: Time Range
First slot: 8:00 AM, 4 hours
Second slot: 2:00 PM, 4 hours
Dates: Every week
Select operational days
Set date range
3. Multi-day Dive Package
Need: Multiple dives spanning across multiple days packaged in a single cost in alternating weeks
Setup:
Duration: Day Range
Number of days: 3
Time settings: Same time each day: 8:00 AM, 3 hours
Dates: Bi-weekly
Set date range
Select days of the week
Course Scheduling Examples
1. Weekend Certification Course
Need: Three-day course for two weekends
Setup:
Duration: Day Range
Number of days: 3
Same timeslot each day
Start time: 9:00 AM
Duration: 6 hours
Dates: Does not repeat
Select first weekend as start date
Select second weekend as start date
Create separate activities for each course batch.
2. Evening Theory Classes
Need: Twice-weekly evening classes for three weeks
Setup:
Duration: Weekly Schedule
Select Tuesday and Thursday
Start time: 6:00 PM
Duration: 2 hours
Dates: Every week
Set three-week date range
3. Intensive Week Course
Need: Five consecutive days of training
Setup:
Duration: Day Range
Number of days: 5
Same timeslot each day
Start time: 9:00 AM
Duration: 8 hours
Dates: Does not repeat
Select Monday start date
Trip Scheduling Examples
1. Weekend Liveaboard
Need: Regular weekend trips
Setup:
Duration: Day Range
Number of days: 2
Full Day
Dates: Every week
Select Saturday (start day)
Set season date range
2. Monthly Expedition
Need: Week-long trips once per month
Setup:
Duration: Day Range
Number of days: 7
Full Day
Dates: Use multiple "Does not repeat" ranges
Add each monthly date separately
3. Split Season Schedule
Need: Operate January-March and July-September
Setup: Use two date ranges:
First Season:
Duration: Day Range
Dates: March 1 to April 30
Second Season:
Add Date Range
Same duration settings
Dates: July 1 to September 30
Best Practices
Planning Your Schedule
Think Ahead
Plan seasonal schedules in advance
Consider holidays and local events
Account for weather patterns
Plan for equipment maintenance
Resource Management
Check staff availability
Consider equipment turnover time
Account for transportation logistics
Leave buffer between activities
Customer Experience
Set realistic activity durations
Include preparation time
Consider customer travel time
Plan for check-in procedures
Common Mistakes to Avoid
Double Scheduling
Avoid overlapping time slots
Check for resource conflicts
Timing Issues
Don't forget transition times
Allow for equipment setup
Include briefing time
Consider seasonal timing changes
Capacity Planning
Don't overbook resources
Consider staff-to-customer ratios
Account for equipment availability
Plan for unexpected changes
Schedule Maintenance
Regular Reviews
Check schedules weekly
Update seasonal changes
Adjust based on demand
Monitor booking patterns
Communication
Keep staff informed of schedules
Update customer information
Maintain clear activity descriptions
Document any schedule changes
Remember: A well-planned schedule helps create smooth operations and happy customers. Take time to set up your activities properly and review them regularly.