Understanding Prospect Calendar Blockouts

The Scheduled Blockouts area allows authorised staff to prevent prospect appointments or activities from being scheduled during unavailable periods.

Blockouts may be useful for times such as:

• staff meetings
• staff training
• cleaning
• planned closures
• leave or unavailable periods
• other times when prospect appointments should not be booked

Navigate to:

Prospects > Scheduled Blockouts

The page may also be labelled Prospect Calendar Blockout.

View Existing Blockouts

The blockout list displays the schedules already created.

Each blockout may show:

• Duration – the start and end dates
• Days of Week – the day affected by the blockout
• Reason – why the time has been blocked
• Edit – update the blockout
• Delete – remove the blockout

Review existing blockouts before adding another schedule to avoid creating unnecessary duplicates or overlapping entries.

Add a New Blockout

Click:

+ Add Block Schedule

Complete the available blockout settings.

These may include:

• start date
• end date
• day or days of the week
• start and finish times
• staff member or calendar affected
• reason for the blockout

The exact fields available may depend on the club’s configuration.

Save the blockout once the details have been confirmed.

Duration

The Duration column shows the date range covered by the blockout.

A blockout may apply to:

• one date
• several consecutive dates
• a recurring day within a longer date range

For example, a blockout with a date range of 3 February to 2 April and the day set to Tuesday may block the relevant Tuesday periods throughout that date range.

Days of Week

The Days of Week column identifies which day is affected.

Confirm that the correct day has been selected, particularly when the blockout covers a longer date range.

Reason

The Reason field explains why the time is unavailable.

Use a clear description, such as:

• Staff Meeting
• Staff Training
• Cleaning
• Public Holiday
• Staff Unavailable

Clear reasons help other staff understand why appointments cannot be scheduled during that period.

Edit a Blockout

To change an existing blockout, click the pencil icon in the Edit column.

Update the required details, then save the changes.

Changes may affect future appointment availability, so review the date range and selected days carefully.

Delete a Blockout

To remove a blockout, click the X icon in the Delete column.

Only delete the blockout when the unavailable period is no longer required.

After deleting it, the affected times may become available for prospect appointments again.

Important Notes

Scheduled Blockouts apply to the Prospect Calendar and help prevent appointments from being booked during unavailable periods.

They are separate from Group Fitness, PT and Service Booking availability.

Before creating a blockout, confirm:

• the correct dates have been selected
• the correct day or days are affected
• the correct staff member or calendar is being blocked, where applicable
• the reason is clear
• existing prospect appointments will not be unintentionally affected

Where an appointment has already been booked during the affected period, review and manage that appointment separately. Creating a blockout may not automatically cancel or reschedule an existing booking.