Appointment Count & Resource Capacity

With MyTime, you can observe and monitor appointment statuses by staff members and resource capacity directly on the scheduler. This feature enhances the effective management and tracking of both appointments and resources. In this article, we will discuss how to display the appointment count by status and the resource capacity on the scheduler.

Things to know:

• The ability to view these metrics is controlled by the "Accessing Appointments" access control setting
• Status counts are only visible in agenda and day views. They are not displayed in week, month, or split views
• Pending appointments and No-Shows are excluded from the Arriving, Checked-In, and Completed counts. Once a pending appointment is accepted, it moves to Booked status and is included in the count.
• Each day of a multi-day appointment is treated as a separate occurrence and counted individually for each day it spans.
• Appointment Count Logic
• Metrics reflect the number of appointments, not services
• One appointment with multiple services = 1 Booked
• Three separate appointments = 3 Booked. If an appointment includes multiple services with different staff members, it is counted once per staff member. Example: If Service A is with Staff A and Service B is with Staff B, the appointment counts as 1 for each staff member.
• Appointments ending exactly at 12:00 AM are treated as spanning into the next day and are included in the count for both days. Example (Monday 12:00 AM – Tuesday 12:00 AM):
• Monday:
• Booked = 1
• Arrived = 1
• Checked Out = 0
• Tuesday:
• Booked = 1
• Arrived = 0
• Checked Out = 1
• Add-on Display Logic
• Add-ons do not increase the total appointment count
• Same-day add-ons: Displayed within a single appointment tile
• Multi-day add-ons: May appear on separate tiles for visibility, but the total appointment count remains 1

Contents:

• Configure Appointment Count by Status & Resource Capacity
• View Appointment Count by Status
• Viewing Peak Resource Occupancy

Configure Appointment Count by Status & Resource Capacity

1. Navigate to Business Setup > Settings
2. In the Calendar section, locate the "Display appointment count in Calendar" setting
3. Toggle to YES                                                                                                                                                                                                                                                                               
4. Once enabled, you can select which appointment statuses should be displayed:
   • Resource Capacity: Displays the current utilization of a resource by comparing the number of checked-in appointments to the total capacity configured for that resource. For example:
     • Total resource capacity: 10
     • Appointments booked for the day: 12
     • Appointments currently checked-in: 5
   • In this case, the resource capacity counter will show:
     • 7/10 Booked
     • 5/10 Checked-In
   • This means 5 out of the 10 available spots are currently in use (checked in), and there are 7 additional bookings scheduled for the day, potentially using the remaining capacity.
     

   • For businesses using multi-day appointments, the count will exclude any multi-day appointments that are in progress but not ending on the day being viewed. For example:

     • Appointments: 6 same-day appointments and 3 multi-day (boarding) appointments, with only 1 boarding appointment ending on the selected day

     • Total resource capacity shown: 8 (6 same-day + 2 boarding NOT ending that day)

   • Arriving: This counts only booked appointments that start on the day you are viewing in the scheduler. Includes appointments that have not yet been checked in.

   • Booked: Displays the number of appointments scheduled for a particular staff member. It includes booked, confirmed, and arriving appointments.

   • Checked-In: Displays the total number of booked, confirmed, or completed appointments that are currently checked in.

   • Completed: Displays the total number of appointments that have been marked as completed

   • Checking Out: Displays the number of appointments that are ending on the current day that are not marked as completed or marked as completed but still checked in 

   • Overnight: Displays the number of appointments scheduled to be checked out on a future date for a specific staff member
5. Save 

View Appointment Count by Status

1. Navigate to the schedule
2. Select the desired location, date, and staff members
3. Filter by day or agenda views to view the scheduler count below the staff member's name

Viewing Peak Resource Occupancy

When several guests share one resource, you can now see at a glance how full it is across the day and its busiest hour. This feature gives you a clear, at-a-glance view of how full a resource is throughout the day and automatically highlights its peak busy hour.

Things to know:

• This feature is also controlled by a hidden setting that can only be enabled by the MyTime team. To enable this setting, please contact support@mytime.com 
• Before you are able to view these metrics, your account needs to be configured to accommodate group bookings and have resources that have a large capacity to accommodate these group bookings.

Once the feature is enabled, follow these steps to view the hourly guest breakdown on your calendar:

1. Navigate to the Schedule 
2. Click the 'Resource Filter' dropdown menu in the top-right corner of the scheduler 
3. Select one or more specific resources from the list to display their dedicated calendar columns 
4. Look at the header at the top of each resource column to see the total number of appointments and total guests booked for that day 
5. Click the blue label displaying the number of booked guests to open the "Peak Guests by Hour" modal. This popup displays a clear, hour-by-hour breakdown showing exactly how many clients are occupying that resource throughout the day, automatically highlighting its peak busy times 
   

For more information, contact us at support@mytime.com.          

Related Articles:

Appointment Statuses

Appointment Visits on Appointment Tiles

Scheduling Appointments for Clients

Scheduling Appointments for Pets

Scheduling Appointments for Family Members

Scheduling Appointments with Resources

View Resources in Scheduler