When you're getting up to speed with new software, all the jargon can be a little overwhelming.
We've put together a list of different settings we have in Timely that are based around times, dates and scheduling - who knew that scheduling was so complex!
- Calendar times
- Staff and availability times
- Online booking times
- SMS and email times
- Date and time formats
Calendar interval: Sets the display gap on the main calendar. The smaller the interval the more detailed the calendar is. E.g., an interval of 15 minutes will show more calendar detail represented by lines than a 45 minute interval.
Padding time: Sets additional time before and/or after an individual service. This is useful for cleaning up or getting a breather before the next customer.
Busy time: This is essentially a blank appointment that you can add anywhere for any duration to block out time on the calendar. Useful for lunch, staff meetings, etc.
Recurrence: Sets appointments to repeat for a chosen frequency for a defined or indefinite period. For example, setting up regular fortnightly or monthly appointments.
Staff and availability times
Location hours: Set the open hours for each location for each day of the week. These hours will display on the mini-website.
Staff hours: Set the default working hours for your staff for each day of the week. This time is used by Timely to check booking availability of each staff member.
Staff booking frequency: This is the interval at which a staff member can be booked online and it separate from the Calendar interval displayed in the main calendar. This is determined by the interval set under Setup > Staff > Edit > Normal working hours > Can be booked every.
Roster: The roster takes the default staff hours and provides a breakdown by day for each month. Staff hours can be changed to reflect shortened work hours, sick days, covering for other staff, etc.
Closed dates: Specify a period in days for when the business is closed for holidays or other reasons under Setup > Closed dates. Bookings will be prevented on these days.
Online booking times
Appointment lead time: This is the minimum amount of time before an appointment occurs that a customer can make an online booking. E.g., if the lead time is set to 6 hours then customer will not be able to book a new appointment if it is 5 hours before the appointment is due to happen.
Cancellation or change time: This setting is similar to lead time but only applies to existing appointments. This means customers can cancel or change their appointments up till the time before the appointment occurs. If this setting is set to 24 hours then customers will not be about to change their appointments if the appointment occurs in less than a day.
Maximum period in advance: This limits how far into the future customers can make appointments. E.g., if this is set to 6 months, a customer will not be able to make an appointment 7 months from today.
Staff booking frequency (same as above): This is the interval at which a staff member can be booked online and it separate from the Calendar interval displayed in the main calendar. This is determined by the interval set under Setup > Staff > Edit > Normal working hours > Can be booked every.
Email and SMS times
Email and SMS reminder times: These settings tell Timely when to queue up email and SMS reminders to be sent to customers. There are two options:
- Number of hours before the appointment starts, e.g., 24 hours
- Number of days before the appointment, at a specific time.
SMS time restriction: This sets the time period in which email and SMS messages are actually sent to your customers to ensure they don't receive messages during the night. The default time period for message sending is 8:30am to 9:15pm.
Email and SMS delay: This adds buffer time before an email or SMS is sent to notify customers their appointment is confirmed or changed. This allows for additional changes to be made without sending multiple messages. The default is 10 minutes.
Date and time formats
You can choose your date and time formats in Timely. Your options are:
- 1 January 20XX
- January 1, 20XX
To set up your date and time formats, head to Setup > Business details and scroll down to Regional Settings.
There you'll see the option to specify Date and Time formats: