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Session Calendar

What it is​

View sessions in calendar format

Who it's for​

Workspace Owner Staff

Access & Scope​

PropertyValue
Modulesessions
Personasworkspace-owner, staff
ScopeWorkspace-level
UI LocationDashboard > Sessions > Calendar

| Status | active |

UI Location​

Dashboard > Sessions > Calendar

How it works​

The Session Calendar provides a visual calendar interface for viewing and managing sessions. Here's how it works:

  1. Calendar Views:

    • Day View: Shows all sessions for a single day with hourly time slots
    • Week View: Shows sessions for the current week (Sunday to Saturday)
    • Month View: Shows sessions for the current month in a grid layout

  2. Navigation:

    • Navigate between days, weeks, or months using arrow buttons
    • Jump to today's date with a single click
    • Current date is highlighted in month view

  3. Session Display:

    • Sessions appear as blocks on the calendar
    • Color coding by status (scheduled, in-progress, completed, cancelled)
    • Session blocks show: name, client name, time range, and duration
    • Click on a session block to view/edit session details

  4. Time Slots:

    • Day and week views show 30-minute time intervals (00:00 to 23:30)
    • Sessions are positioned based on their start time and duration
    • Time slots respect workspace timezone settings

  5. Session Creation:

    • Click on any time slot to create a new session
    • Date and time are pre-filled based on the selected slot
    • Session form opens in a modal or inline view

  6. Filtering Options:

    • Client Filter: Filter sessions by specific client
    • Custom Field Filters: Filter by any filterable session custom field
    • Status Filter: Filter by session status (scheduled, in-progress, completed, cancelled)
    • Multiple filters can be applied simultaneously

  7. Holiday and Working Hours:

    • Holidays (from workspace settings) are highlighted
    • Working hours are displayed in day/week views
    • Sessions outside working hours are visually indicated

  8. Overlapping Sessions:

    • Overlapping sessions are detected and highlighted
    • Warning modal appears when creating overlapping sessions
    • Overlaps can be for the same client or different clients

Settings​

The Session Calendar includes the following configurable options:

  1. View Mode: Switch between Day, Week, and Month views

  2. Default View: Calendar opens in Week view by default (configurable per user preference)

  3. Time Zone: Uses workspace timezone settings for all date/time displays

  4. Time Slot Intervals: Fixed at 30-minute intervals (not configurable)

  5. Filterable Fields: Only session fields marked as "filterable" appear in the filter panel. This is configured in the Session Field Manager.

  6. Client Search: Searchable dropdown for client filtering with real-time search

  7. Calendar Height: Fixed height of 800px for consistent layout (not user-configurable)

Permissions​

Access to the Session Calendar requires:

  • session.read: Required to view sessions in the calendar

Additional Permissions (for actions within the calendar):

  • session.create: Required to create new sessions from the calendar
  • session.update: Required to edit sessions by clicking on them
  • session.delete: Required to delete sessions

Default Access:

  • Workspace Owner: Has full access to calendar and all session operations
  • Staff: Access depends on assigned role permissions. Staff without session.read will not see the calendar.

Use Cases​

  1. Daily Schedule Management:

    • View all sessions for a specific day
    • Identify available time slots
    • Plan daily activities and breaks

  2. Weekly Planning:

    • See the full week's schedule at a glance
    • Identify busy and light days
    • Plan staff assignments
    • Balance workload across the week

  3. Monthly Overview:

    • Get a high-level view of session distribution
    • Identify patterns and trends
    • Plan for busy periods
    • Schedule maintenance or time off

  4. Quick Session Creation:

    • Click on an available time slot to quickly create a session
    • Pre-filled date and time save data entry
    • Fast scheduling workflow

  5. Client-Specific Viewing:

    • Filter calendar to show only one client's sessions
    • Track client appointment history
    • Identify scheduling patterns for specific clients

  6. Conflict Detection:

    • Visually identify overlapping sessions
    • Prevent double-booking
    • Resolve scheduling conflicts

  7. Custom Field Filtering:

    • Filter sessions by custom criteria (e.g., service type, staff member, location)
    • Create focused views for specific workflows
    • Analyze session distribution by custom attributes

Notes / Limits​

  1. Performance Considerations:

    • Calendar loads all sessions for the visible date range
    • Very large numbers of sessions (1000+) may impact rendering performance
    • Filtering helps reduce the number of displayed sessions

  2. Timezone Handling:

    • All times are displayed in workspace timezone
    • Session times are stored in UTC and converted for display
    • Timezone changes in workspace settings affect all calendar displays

  3. Date Range:

    • Calendar queries sessions based on the visible date range
    • Day view: current day
    • Week view: Sunday to Saturday of current week
    • Month view: first to last day of current month

  4. Session Display:

    • Sessions are positioned based on start time and duration
    • Very short sessions (under 15 minutes) may appear as small blocks
    • Long sessions span multiple time slots

  5. Overlapping Detection:

    • Overlap detection considers both start time and duration
    • Overlaps are detected for sessions on the same date
    • Overlap warnings don't prevent session creation

  6. Holiday Display:

    • Holidays are fetched from workspace settings
    • Holiday dates are highlighted in the calendar
    • Sessions can still be created on holidays (with warning)

  7. Filtering Limitations:

    • Client filter uses searchable dropdown (searches by name)
    • Custom field filters only work for fields marked as filterable
    • Filter combinations use AND logic (all filters must match)

  8. Mobile Responsiveness: Calendar is optimized for desktop viewing. Mobile experience may be limited due to screen size constraints.

Changelog​

Mon Jan 15 2024 02:00:00 GMT+0200 (Eastern European Standard Time)​

  • Initial documentation