How do I set my service hours in the Schedules templates

Hello,

Thank you for visiting our Qtrac Knowledge Base library. We hope the below article will assist you. Based on your inquiry, it looks like you are trying to set service hours in the schedules. In order to accomplish this, you will need the following permissions:

Admin role with access to view, add/edit schedule permission.

Once you confirm that you do have access to this settings, please follow these steps:

Step 1: Navigate to https://app.qtrac.com/home

Step 2: Click "Manage" in the top-right corner.

Step 3: Click "Schedules" in the left pane.

Step 4: Hover over the three dots next to the schedule where you want to add service hours, then click "Edit" or click "Add new Template".

Step 5: Click "Service Hours" to expand the tab, then select the services you want to add. You can choose multiple services.

Step 6: From the right-hand corner, select Walk-ins or Bookings, depending on which type you want to add service hours for.

Service Walk-In Hours

Step 7: Enable the toggle next to the service you want to activate for walk-in, then select the service occurrence type:

• Daily – Applies the same availability from Monday to Friday, with a separate schedule for Saturday and Sunday
• Weekly – Allows you to select specific days of the week
• During Date Range – Sets availability between specific start and end dates
• On Custom Date(s) – Sets availability only for selected dates

Daily Availability

1. Select "Daily" from the Service Occurrence Type dropdown.

   

2. Toggle the days the service should be open.
   
3. Enter the opening and closing times (you can manually type the time or click the clock icon to select it),
   
4. Click "+ Add hours".
   
5. Add multiple time ranges if needed (for example, 8:00 AM–12:00 PM and 1:00 PM–5:00 PM), or select "Open 24 hours" to keep the service open all day.

Date Range Availability

1. Select "During Date Range" from the Service Occurrence Type dropdown.
   
2. Enter the From Date and To Date (you can manually type the dates or click the calendar icon to select them), then click "+ Add Date".
   
3. Enter the opening and closing times (you can manually type the time or click the clock icon to select it), then Click "+ Add hours".
   
4. Add multiple time ranges if needed (for example, 8:00 AM–12:00 PM and 1:00 PM–5:00 PM), or select "Open 24 hours" to keep the service open all day.
5. If needed, you can add additional date ranges by following the same steps above.

Custom Date Availability

1. Select "On Custom Date(s)" from the Service Occurrence Type dropdown.
   
2. Select a date (you can manually type it or use the calendar icon to choose it), then click "+ Add Date".
   
3. Enter the opening and closing times (you can manually type the time or click the clock icon to select it), then Click "+ Add hours".
   
4. Add multiple time ranges if needed (for example, 8:00 AM–12:00 PM and 1:00 PM–5:00 PM), or select "Open 24 hours" to keep the service open all day.
5. Repeat the same steps to add additional custom dates if needed.

Weekly Availability

1. Select "Weekly" from the Service Occurrence Type dropdown.
   
2. Toggle the days the service should be open.
   
3. Enter the opening and closing times (you can manually type the time or click the clock icon to select it), then click "+ Add hours".
   
4. Add multiple time ranges if needed (for example, 8:00 AM–12:00 PM and 1:00 PM–5:00 PM), or select "Open 24 hours" to keep the service open all day.
5. Configure daily hours for each selected day.

Service Bookings Hours

Step 8: If you want to add service hours for bookings, click "Bookings".

Then you can repeat the steps as you did in the Service Walk-in Hours for Daily, Weekly, During Date Range, or On Custom Date(s) explained in the step 7 above.

Only main difference between these two options is that the Bookings Service Hours have additional settings.

Step 9: In this section, configure how bookings are created and displayed for the selected location and services.

• Slot Duration
  Defines the length of each booking appointment. Select the duration (for example, 1 hour) from the dropdown.
• Slot Availability
  Specifies the number of bookings that can be scheduled at the same time. For example, entering 2 allows two customers to book the same time slot concurrently.
• Booking Lead Time
  Sets the minimum amount of advance notice required before a customer can create a booking. Choose the number of days needed prior to the appointment.
• Scheduling Window
  Determines how far in advance customers are allowed to book appointments. Enter the number of days into the future that bookings should be available.
• Check-in Window
  Defines when customers are allowed to check in for their appointment:
  • Allow check-in (minutes early): How many minutes before the appointment time a customer can check in
  • Allow check-in (minutes late): How many minutes after the appointment time a customer can still check in
• Use Workflow Configuration
  When enabled, the system uses the default check-in and scheduling settings defined at the workflow level instead of custom values for this location.
  Note: When Schedules are created for the first time, this is checked by default and with this you do not need to enter any Booking Rules, instead it will use the rules from the Booking Tempalte from the Workflow. This gives you flexibility if you want to override the workflow settings for specific Location Schedule template for specific locations.

Step 11: Once all configurations are complete, click "Publish", then select "Publish to assigned locations".

We hope this article helped you out with your inquiry. 

If you still have any questions, please feel free to get in touch with our Qtrac Help Desk.