Schedules and appointment management

The [ Schedules ] form defines the offer of appointments in the calendar: when a service, space and trainer are available, how long an appointment lasts and on which days it repeats. Every night the system generates concrete appointments in the calendar from these schedules, and members book them manually or automatically through a member schedule.

Gymmetry uses two separate schedule systems; to manage them correctly it is important to distinguish their purpose and time limits:

• Resource schedules: Define the offer of appointments in the calendar (e.g. when a room, trainer and service are available). They are entered in this form.
  • Entry rule: They can be defined and changed at any time, including the period within the current 15 days (for quick corrections in the calendar) as well as for appointments after 15 days.
• Member schedules: Automatically book a place for a member in the calendar (e.g. a fixed group training slot every Monday at 9:00). They are tied to a specific person and their package/membership.
  • 15-day rule: New member schedules, or changes to existing ones, can only be entered for the period after fifteen (15) days from today. All changes within that period (0–15 days) are made exclusively on the raspored tab of the [ Members ] form.

The calendar uses a hierarchical model: some schedule types have higher priority and “sit” on top of others, allowing quick changes without breaking the basic structure of appointments.

Three schedule types allow quick changes without deleting the basic structure:

• Regular schedule: The basic plan that repeats week after week (e.g. Mondays at 18:00). It is applied automatically with a 15-day offset.
• Override schedule: A temporary change that “sticks” on top of the regular plan. It can also be entered within 15 days for quick corrections (e.g. a substitute trainer for tomorrow's session).
• Blocked: Complete suspension (e.g. holidays, a broken room). It has absolute priority, “closes” the appointments and can be activated immediately.

To keep existing bookings stable and prevent sudden changes in an already published calendar, the system uses an automated generation process and strict change rules:

• Automated entry: Every evening the system automatically generates calendar appointments for exactly the fifteenth (15th) day ahead.
  • E.g. if today is Thursday 06.11.2025, the system enters appointments for Friday 21.11.2025.
• Changes for appointments after 15 days: A new schedule or a correction of an existing one (for resources or members) applies only to appointments starting more than fifteen (15) days from today.
• Changes within the next 15 days:
  • For resources (offer): You can enter an Override schedule or a Block, which is visible in the calendar immediately.
  • For members (bookings): A new automated schedule cannot be entered. Changes are made manually on the raspored tab of the [ Members ] form.

Example — if today is 4 December:

• All changes to regular schedules apply to appointments starting from 20 December onwards.
• Member bookings for 5–19 December must be corrected manually on the raspored tab of the Members form.

The basic plan defining standard, repeating appointments and services.

• Use: Group trainings, gym, fixed weekly slots.
• Scope: Tied to a specific resource (e.g. “Pilates with trainer XY”).

A temporary change without deleting or disturbing the other regular appointments.

• Use: A substitute trainer for a week, or a different room on a specific date.
• Logic: Overrides the regular schedule for the selected period.
• Scope: Tied to a specific resource.

The strongest tool for controlling availability.

• Use: Holidays, breakdowns, closing the location on public holidays.
• Logic: Absolute priority over all other schedules. Disables all bookings in the given time.
• Flexibility: Can be set per resource, trainer, space (room) or the whole location.

• — Adds a new schedule; opens the Schedule - Add dialog with the ~ BASIC ~ tab.
• Clicking a row opens the Schedule - Edit dialog with all three tabs.

• Changing the days or time of a regular schedule

About filters and finding data in lists

The filter, search box and columns are described on List.

• ~ BASIC ~ — Schedule definition: type, resource, recurrence, days of the week, period and time.
• ~ MEMBERS ~ — Members whose member schedules use this schedule for automatic booking.
• ~ RESERVATIONS ~ — All bookings created from this schedule in the calendar.

In the calendar a stronger schedule always “covers” a weaker one. Priority runs from 1 (strongest) to 3 (weakest):

What to use in practice?