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See your week at a glance

Read the Scheduling grid by person, by child or by venue, move between weeks and narrow the grid.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

Watch the first part: your week at a glance.

Scheduling is for managers and admins. Anyone else who has been given it can look but not change anything.

Steps

  1. Open Scheduling from the menu. It opens on this week.
  2. Choose how to read the grid: By practitioner, by young person, or By location.
  3. Use the arrows beside the week to move back or forward. Choose This week to come home.
  4. Type in the search box, or press the slash key, to find a name or a venue.
  5. Use the buttons after the word Only to show just the rows that need attention.
  6. Tick Show cancelled when you also want to see sessions that were cancelled.
  7. Choose Clear filters to see every row again.

If it goes wrong

  • If a row you expect is missing, a filter is probably on. Choose Clear filters.
  • If you cannot find Scheduling in the menu, ask an admin to give it to you.
  • If the page says it could not load, reload it before you change anything.

How it links together

Scheduling reads the same bookings as every mentor's Planner and the tablet app. Nothing is copied. Change a booking here and it changes there.

How a booking reaches the people who deliver itA manager sees the whole week. Each mentor sees their own part.
  1. BookedOn Scheduling
  2. In the PlannerShown to the mentor
  3. Delivered
  4. Back on the gridThe week stays up to date

Who can use this screen

Managers and admins can add, change and remove sessions here. An admin can also give Scheduling to someone else to look at.

A person who can only look sees the same grid. The buttons that change things are hidden or switched off for them.

The three ways to read the grid

  • By practitioner has one row for each mentor. Use it to see who is busy and who has space.
  • The by-young person view has one row for each young person. Use it to see who has no session booked.
  • By location has one row for each venue. Use it to see where the week is happening.

The seven days of the week run across the top. Each box holds the sessions for that row on that day.

The strip of alerts

Above the grid is a strip of small chips. They count mentors with no sessions, young people not booked, sessions not yet planned and sessions with no venue.

A green tick means nothing is waiting. A chip you can press opens the list behind the number. The next guide shows how to use them.

Searching and narrowing

The search box matches names and venues as you type. In the by-young person view it also matches reference codes. The count beside it says how many rows you are looking at.

Your search and filters are remembered while this tab stays open. They are also kept in the page address, so you can send the link to a colleague.

Changing many at once

Tick Select sessions when you want to cancel, retime or move several bookings together. The guide on changing several at once explains it.

Small things worth knowing

  • A week that has been sent for approval is locked. Its sessions cannot be changed until the week is released.
  • A session with a warning on it overlaps another one. Check it for a double booking.
  • Weekend columns look faded because most work happens on weekdays.

Questions people ask

Why can I see Scheduling but not change anything?

You have been given it to look at, not to edit. Only managers and admins can add, change or cancel sessions.

How do I get back to this week?

Choose This week beside the week arrows. It always returns to the current week.

Why has a young person disappeared from the grid?

A search or a filter is probably on. Choose Clear filters and the row will come back.

Can I see cancelled sessions?

Yes. Tick Show cancelled. They appear crossed through, and you can restore them.

Does a change here change the mentor's Planner?

Yes. Both screens read the same bookings, so the change shows in their Planner at once.

Can I send someone a link to exactly what I am looking at?

Yes. The week, the view and your filters are kept in the address. Copy it from your browser and send it.