In this article
Scenario
You want to temporarily reduce your branch hours to account for a reduction in service. For example, you may:
Want to close early to support a holiday Monday
Need to open an hour later every day next week for staff to attend training
Need to close your branch for two days due to construction outside your branch
Solution
In scenarios where you want to temporarily reduce your branch hours, you will need to:
-
Create an adjustment to the open hours for your locations
This updates open times in the online booking experience
Find upcoming pre-booked appointments that fall outside of the new branch open hours and resolve those by rescheduling, cancelling, or changing to a different meeting method
Adjust open hours for your locations
First, restrict the open hours for your branches by adding an adjustment to the business hours for desired locations. To do this, please review Adjust a Location's Business Hours.
NOTE: When adding an adjustment, clicking Staff can only be booked during these hours ensures that your staff member cannot be booked outside of the adjusted hours. If you do not select this option, you will need to create an additional adjustment to staff member working hours for all affected locations. To do this, please review Adjust Working Hours for a Staff Member.
Resolve future appointments
Once your branch location’s operating hours have been updated, you will need to find future appointments that are outside of those hours to adjust, reschedule, or cancel. To locate those appointments your users can generate a custom report or leverage the schedule page.
Generate a custom report
To resolve future appointments using this method, you will need to generate a custom report and then export the results to your preferred spreadsheet program for further action.
From the navigation menu, click Reports
Click +New
Click Report
From the dropdown, select Custom Report
-
Select the Date Range
Select the first day of the new hours and the day of the farthest appointment
Hot Tip! Coconut recommends setting the end date as the furthest date an appointment can be booked from your current date, based on your organization’s booking policies
In the Based On section, click Appointment Date
In the Booked By section, click All
In the Engagement Type section, click Appointments
In the Category dropdown, select All
In the Locations section, click Select Specific, then search for and select the affected locations
In the Staff section, click Select Active
-
In the Status section, click all options except for Cancelled
Most future appointments will have Confirmed as their status, but we recommend selecting all statuses except Canceled
In the Services section, click Select Active
-
In the Fields section, we recommend clicking:
Start and/or Start UTC
End and/or End UTC
Engagement Status
Location Name
Service Name
Staff Name
Client Name, Email, Phone Numbers
NOTE: Add any extra fields as needed
Click Generate
Once the report has been generated, ‘Export All’ results and import into your preferred spreadsheet program. From there, you can sort or filter your appointments by date and time to gather information for next steps on making adjustments to those appointments.
NOTE: The Start/Start UTC timestamps contain both date and time, in order to sort by the time of day the appointment starts you will need to split those into two fields. You can do this by adjusting the number format of the column to be ‘time’ or you can use formulas.
Leverage the schedule page
Managers, staff, and administrators can find appointments outside of the new operating hours by navigating through their weekly schedules and looking for appointments that occur alongside the gray unavailable blocks.
Reschedule or cancel the appointment
A simple way to reschedule an appointment is to close the event modal and to drag the event on the Schedule to the new date and time. For more information on modifying appointments, review this article.
If no other times are available, or the client prefers to not have this appointment, you can cancel the appointment. For more information on how to cancel an appointment, review this article.