The scheduling calendar with facilities and events.

Managing Facility Schedules

You manage facility bookings from the schedule calendar, which shows every event booked at your facilities, detects overlapping bookings automatically, and lets you reschedule by dragging an event or editing it directly. It also accounts for setup and teardown time so back-to-back events don't collide.

Viewing your facility calendar

The schedule calendar shows all events at your facilities, color-coded by facility, including:

• Ticketed events, such as games and ticketed activities
• Non-ticketed events, such as practices and internal activities
• Registrations and programs scheduled at your facilities

Switch between Day, Week, Month, and Agenda views to move between a focused day, detailed time slots, a monthly overview, or a running list of upcoming events. You can also filter by category, facility, or event type to cut visual clutter.

Understanding facility buffers

Buffers represent the setup and teardown time reserved before and after an event. They can be set at several levels:

• Facility-level buffers apply to every event at that facility.
• Sub-facility-level buffers override the facility default for a specific space within it.
• Event-specific buffers override both when a single event has unique needs.

Buffers change how an event is drawn on the calendar — the visual block includes the buffer time — but they don't change the event's actual start and end times.

Fixed and "rest of day" buffers

When you edit an individual ticketed or registration event, a buffer can be a fixed length (for example 30 minutes or 2 hours) or a dynamic "rest of day" option:

• From start of day — holds the facility from the start of the day up to the event.
• Until end of day — holds the facility from the event through the end of the day.

Use "rest of day" when a space needs to stay blocked for the whole remainder of the day rather than a set number of hours.

Where to find buffers on a ticketed event

On ticketed events, the start and end buffer settings live under a collapsible More options panel in the event's scheduling section. Expand it to change the buffers. When a buffer is set and the panel is collapsed, a short summary (for example "Buffer: 30 min / 1 hr") appears next to the toggle so you can see the current setting at a glance.

Detecting and managing conflicts

Admittee automatically checks for events that overlap at the same facility, including their buffers. When a conflict exists:

1. You'll see a visual warning on the calendar.
2. The conflicting event is indicated so you can identify it.
3. You resolve it by rescheduling one of the events.

Conflicts are calculated by checking whether the buffered time windows of two events overlap. For example, if Event A has a one-hour end buffer and Event B is scheduled to start during that buffer, the two are flagged as conflicting. Events at the same facility that use different sub-facilities are not treated as conflicts.

Scheduling and rescheduling events

To create an event:

1. Click an empty time slot on the calendar.
2. Enter the event details, including title, start time, and end time.
3. Select the facility and sub-facility, if applicable.
4. Admittee checks for conflicts before saving.

To reschedule an event:

1. Drag the event block to a new time slot.
2. Admittee checks the new time for conflicts.
3. If there's a conflict, you'll see a warning before the change is confirmed.
4. For a recurring event, choose whether the change applies to this event only, this and future events, or all events in the series.

To change an event's duration:

1. Drag the top or bottom edge of the event block to resize it.
2. Confirm the new duration. Resizing adjusts the actual event time only — buffers are not included in the resize.

Working with recurring events

When you reschedule or edit a recurring event, choose how far the change reaches:

• This event only — applies to a single instance.
• This and future events — applies to this instance and all later ones.
• All events — applies to the entire series.

Timezone considerations

The calendar displays times in your institution's configured timezone. If you manage facilities in more than one location or work with remote bookings, confirm your timezone is set correctly in your institution settings.

Troubleshooting

Events look like they overlap but aren't really conflicting. Check your buffer settings. Events that don't overlap in actual time can still conflict once buffers are included. Reduce a buffer if it's larger than the space actually needs.

You can't reschedule an event. Confirm you have permission to edit schedules. You may need an administrator to make the change or grant access.