How can I set up a new schedule for my class/tour/workshop?

You can easily create a new schedule for your tour, whether:


There are upcoming bookings that would not be accommodated in the new schedule

Bookeo will not automatically reschedule all bookings due to a schedule change, as a small error could have serious consequences and affect potentially hundreds or thousands of bookings. If some upcoming bookings can't be accommodated in the new schedule, you will have to follow the steps below before creating a new schedule. 


Step 1 - Generate a Booking Report

Generate a booking report in Marketing>Reports>Bookings to see if there are existing bookings that can not be accommodated in the new schedule



Step 2 - Set a custom time for bookings that would not be accommodated in the new schedule

To keep some of the upcoming bookings at the current time, so that these specific bookings are not affected by the new schedule (ex. because there are already bookings, and you don't want to reschedule them):

1. Go to your Bookeo Calendar

2. Click on the class/tour/workhsop the booking was made for



3. From the Time drop-down menu, select use a custom time and set a custom time

4. Save


5. Repeat for all the other classes/tours/workshops for which bookings were made for. In this way, you're telling Bookeo that you want this tour to use a custom time, independent from the new schedule. 

6. Create a new schedule as explained below.


Step 3 -  Create a new schedule 

After you have set a custom time for all the upcoming bookings that can’t be accommodated in the new schedule, you can create a new schedule. 

1. To set up a new schedule, for example, if you have a winter schedule starting on the 1st of October:

  • In Bookeo Appointments, go to Settings>Workshops. Click on a Workshop
  • In Bookeo Classes and Courses, go to Settings>Classes, courses, events. Click on a class
  • In Bookeo Tours and Activities, go to Settings>Tours/activities. Click on a tour

2. Go to the Schedule tab

3. In the Other Schedules section, click on the New/change schedule [1] button.



4. A pop up window will open and you will be able to select if you want to: select to copy the current schedule [2] 

5. Click OK [3] to confirm your selection.

6. In the Name [4] section, set the name of your schedule



7. In the Start date [5] section, select the date when your schedule starts

8. In the End date [7] section, set if:

  • the schedule will continue indefinitely, until another schedule starts
  • the schedule will end on a specific date, and the previous schedule will automatically start on that date

9. For the slots where you have set custom times for upcoming bookings that would not be accommodated in the new schedule, simply edit the original times in the new schedule. For example, let's say that you run a class/tour on Monday and Friday at 4pm, and you have upcoming bookings for that class/tour. If you want to replace that class/tour with another class/tour at 5pm:

  • click the slot [8] that you want to edit (in our example, 4pm on Monday)
  • change the Start time [9] to the new time. In our example, to 5pm
  • Save [10]
  • Repeat for any other slot where you have upcoming bookings that would not be accommodated in the new schedule
  • Save

Do not:

  • delete the original times from the new schedule, or
  • copy over them from other days (using the copy button)
Otherwise, Bookeo won't know what are the times that have been adjusted to custom times and you will get messages about conflicts with bookings. 
 

There are no upcoming bookings that would not be accommodated in the new schedule

If you want to set up a new schedule for your tour/class/workshop and there are no upcoming bookings that would not be accommodated in the new schedule:

1. To set up a new schedule, for example if you have a winter schedule starting on the 1st of October:

  • In Bookeo Appointments, go to Settings>Workshops. Click on a Workshop
  • In Bookeo Classes and Courses, go to Settings>Classes, courses, events. Click on a class
  • In Bookeo Tours and Activities, go to Settings>Tours/activities. Click on a tour

2. Go to the Schedule tab

3. In the Other Schedules section, click on the New/change schedule [1] button.



4. A pop up window will open and you will be able to select if you want to: select to copy the existing schedule or start with an empty schedule [2] 



5. Click OK [3] to confirm your selection.

6. In the Name [4] section, set the name of your schedule



7. In the Start date [5] section, select the date when your schedule starts

8. In the End date [7] section, set if:

  • the schedule will continue indefinitely, until another schedule starts
  • the schedule will end on a specific date, and the previous schedule will automatically start on that date

9. Set the schedule. 

10. Save