Team Calendars & Scheduling

See everyone's day, or just one person's

Every staff member on your team gets their own calendar inside the dashboard. As the owner, or whoever runs the front desk, you can switch between two ways of looking at it: a team view that lines up everyone's day side by side, or a single view that isolates one person's schedule when that's all you need to check.

• Team view: every staff member's column, next to each other, for the whole working day
• Individual view: one person's calendar on its own, useful for checking in on a single therapist or practitioner without the rest of the team in view
• Day view: the hour-by-hour detail of today
• Week view: the shape of the whole week, so a light Tuesday or an overbooked Saturday shows up before it becomes a problem

What decides a bookable slot

A staff member's working hours set the outer edges of what's possible for that person, and any appointment already on their calendar removes that stretch of time from what's left. That combination, hours minus existing bookings, is what actually shows up as an open slot.

The same logic runs on both sides of the system. What you see in the dashboard calendar is what a client sees when they open your booking page and pick that staff member, so there's no separate system to keep in sync and no way for a client to book a time that conflicts with something already on the calendar.

The same calendar, named for how you work

Salons, spas and clinics all run on the same calendar engine underneath, but Gaplessly labels it for how each type of business actually talks about its people and its work.

• Salons see appointment calendars: the whole team side by side, or focused on one person, with working hours and existing bookings shaping the slots clients can book
• Spas see treatment calendars: a quick facial or a full-hour massage sits in its own block of time, across each therapist's calendar
• Clinics see practitioner calendars: day, week and per-practitioner views keep appointments and working hours together in one place

Why it matters day to day

A busy team without a shared calendar means someone is checking multiple diaries, or a phone, to answer a simple question: who's free this afternoon. With every staff member's hours and bookings in one place, that question has one answer, visible from the team view without opening anyone's individual schedule.

It also catches problems before they happen. A staff member with a suspiciously empty afternoon shows up in the week view as a gap worth filling. A staff member stacked back to back shows up just as clearly. Neither one needs a report, just a look at the calendar.

Running a restaurant or venue instead? Team calendars are built for the appointments side of Gaplessly, one client, one staff member, one set duration. Assigning servers and sections against a floor plan across a service period works differently, and that mechanic lives on the floor-plan and service-period pages, not here.