Time To Pet’s scheduler has a few configurable options that allow you to customize how it operates. These options and the effect they will have on your scheduler are discussed below.
In this article
Accessing Scheduler Configuration
- Login to your dashboard.
- Using the sidebar navigation select “Settings”.
- Click on the link labeled “Scheduler”.
Calendar Interval – By default, the calendar is broken down into 30 minutes intervals. You can modify this value to be more or less based on your personal preference. Note this will also change the interval for all other calendar’s in Time To Pet i.e Staff and Client calendars.
Calendar Default View – This will adjust the default view of your Scheduler. It can be set to Day, Week, Month, Week Agenda, or Day Agenda. Note that a company with many visits that sets the Default View to Month may experience slower load times due to the volume of visits.
Time Selector Interval – When selecting the duration of a service the drop-down for start and end times will by default show options in intervals of 30 minutes. You can always manually type in times, but if you find yourself frequently creating visits in say 15-minute intervals changing the time selector interval to 15 minutes can save a lot of time.
Scheduling Colors – By default events on the calendar are colored by their status Scheduled, In Progress, Cancelled, or Completed. You can color the events on the calendar by staff members. Assign each staff member a unique color and it becomes very easy to see at a glance who is working and when.
Show Schedule Blocks – This will display your Schedule Blocks on the main company calendar allowing you to see how scheduled services fit within your pre-defined Schedule Blocks.
Warn Before Move – The calendar supports clicking on an event and dragging it to change the start time. This is highly convenient but can also cause issues if accidentally done. If this option is set to “Yes”, we will prompt you before actually moving the event.
Warn Before Resize – You can change the duration of an event by dragging the bottom of an event. This is highly convenient but can also cause issues if accidentally done. If this option is set to “Yes”, we will prompt you before actually change the event’s duration.
Overbooked Conflict Detection - When scheduling a staff member who already has a service scheduled for that time, you will be alerted that the staff is overbooked before scheduling the new service.
Default Cancellation Charge – This determines how to charge a client when you cancel an event. Each time you cancel an event, you will have the opportunity to override the default. Options are:
Full Price: Event will be charged at full price, all add on services will remain at full price.
Flat Rate: Event will be charged at a flat rate regardless of original cost. All add on services will be zeroed out.
Percentage: Event will be charged at a percentage of the original cost. All add on services will be charged at this same percentage.
No Charge: Event will not be charged to the customer. Add on services will be zeroed out.
Calendar Integration – Enabling the Calendar Integration will allow you to integrate your TTP calendar with third party calendar applications.
Hide Exact Times From Client – If checked the exact time of scheduled events and schedule blocks are not shown to the client in their portal or any email communications with them. This option is unchecked by default.
Auto ‘Client Time Display’ – This option is only available if “Hide Exact Times From Client” is checked. This allows us to automatically populate the client display time value for an event.
For example, if you setup an automatic “Client Time Display” from 7-10 AM with name “Early Morning”, and create an event at 9 AM, the “Client Time Display” field will automatically be populated with “Early Morning”.
Client Service Request Limits – You can enforce limits to when your clients are able to request services via the Client Portal. This feature helps eliminate last minute requests. You can also customize the message delivered to your clients if they attempt to schedule a last minute request in Language Settings. The limits include:
No Requests For Same Day After: Same day requests are allowed, but only if made before specified time.
No Requests For Tomorrow After: Same day requests are not allowed, requests for tomorrow must be made before specified time the day before.
No Requests Later Than: Request must be made at least specified hours in advance.
Prevent Early Event Completion – You can establish limits that help prevent your staff from completing events too far in advance. This helps prevent staff from accidentally marking an event as complete.
First/Last Information – When "shown" Time To Pet will clearly mark the first and last event of an invoice to all staff.
Schedule Report – When enabled we will email all company administrators a rolling full company schedule every day.
Schedule Report Days – When Schedule Report is enabled, this determines how many days to include in the report.
Schedule Staff Notifications – Determines when to notify staff members of changes to their schedule. Options are:
Always – Send a notification for every schedule change.
Same Day – Send a notification only when the updated event is on the current day.
Daily Staff Schedule Emails – Allows you customize when the Daily Staff Schedule Email is sent. This can be set to the Day Of or the Day Before. You can also trigger a Daily Staff Schedule Email blast as well.
Understanding Exact v. In-Exact Times
Many pet sitting companies do not want to promise exact times to their clients. The reality is, it is nearly impossible to make an exact appointment time due to traffic, emergencies, and unexpected events. Fortunately, Time To Pet allows you to hide the exact scheduled time of an event from Clients and instead show them a descriptive time i.e “Early Evening”.
When “Hide Exact Times From Client” is checked a new field will appear on the scheduled event edit form “Client Time Display”. This field allows us to specify a time that will be displayed to the Client (other than the exact time). For example “Evening” or “Morning” instead of 9:00 AM – 10:00 AM.
If a client requested this event through their Client Portal, the “Client Time Display” will automatically be updated with the name of the Schedule Block. If we are scheduling this service ourselves, we need to set the “Client Time Display”. You can set it manually for each event or you can configure the scheduler to automatically populate the value based on the time of the event.
Lets walk through an example. Say you need to schedule an event for John Doe at 8:30 AM. We have “Hide Exact Times From Client” enabled. When we schedule the event the “Client Display Time” will be empty, so we will have to manually change it to “Morning”.
If however, we created an Auto Client Time Display with name “Morning” and a start time of 7 AM and an end time of 11 AM, when we scheduled that event for John Doe at 8:30 AM, the “Client Display Time” will have automatically been set to “Morning”.
What The Client Sees
If “Hide Exact Times” is disabled the client will see a calendar with events having exact times and durations similar to the calendar on your scheduler. If “Hide Exact Times” is enabled they will simply see an agenda with each event having only the descriptive time i.e “Early Morning”.
The screenshots below should better illustrate the differences.