Block time on the calendar

Open the block time form

Block time when a team member cannot take clients, for a lunch break or a delivery. Each way below opens the same form. To leave the Select a time to block bar without adding anything, tap the X on its left.

• Tap a free time on the calendar. In day view, tap a free time in a team member's column. In the menu that opens, tap Add blocked time. The form opens with that day, that time and that person filled in. The block lasts 30 minutes until you change the end time.
• Use the arrow next to Add. At the top of the screen, find the Add button. Tap the small arrow on its right, then tap Add blocked time. The bar Select a time to block appears above the calendar. Tap the start time in a team member's column, and the form opens. In week or month view, the first tap may open that day: tap the time again.
• Choose the length by dragging. This works while the bar Select a time to block shows in day view. Press the start time and slide your finger down to the end time. The form opens with both times filled in.
• Tap a team member's name. On the calendar, tap a team member's name. In day view, it sits above their column. In the menu, tap Add blocked time. The form opens for today, from 12:00 to 12:30, with that person ticked.
• Use the quick actions. On any page, pull down the small handle at the top edge of the screen. Tap Block a slot. The form opens for today, from 12:00 to 12:30, with no team member chosen.
• Who can save blocked time. Anyone can fill in the form. To save it, an owner or admin types their PIN on the tablet. The person signed in on the tablet must also be an owner, admin or manager. With another role, the block is not saved.

Block the time

Fill in the form from top to bottom. Only Date, Time and Team members are required. Nothing is saved until an owner or admin enters their PIN.

• Choose a type (optional). Under Block time type, tap a type such as Lunch or Meeting. It sets the length and fills in the title if it is empty. Swipe the row to see more types. To set your own times, keep New blocked time.
• Check the day and the time. Under Date, check the day, or tap it to choose another. Under Time, pick a start time and an end time, in 15-minute steps. The length shows below them. Off-hours next to a time means it falls outside opening or working hours. You can still pick it.
• Choose the team members. Tap the field under Team members. Tick each person the block is for, then tap Confirm. Each person gets their own block at the same time.
• Repeat it (optional). For a block that comes back, such as a daily lunch, open Frequency. Pick Every day, Every week, Every month or Custom. Under Ends, choose Never, Specific date or a number of times, such as After 5 times. A Specific date includes that day. For a one-off block, keep Doesn't repeat.
• Tap Save. Add a title or a description if your team needs one. Both are optional. Then tap Save at the bottom of the form.
• Confirm with a PIN. The window Authorise this action opens. Tap the name of an owner or admin. On Enter manager PIN, that person types their PIN. The block is saved and the form closes.
• Closing the PIN window loses nothing. If you close the PIN window, the form stays open with everything you entered. Change what you need and tap Save again.

What happens next

Blocked time added shows at the bottom of the screen. Here is what the block does, and how to change it.

• The block shows with diagonal stripes in the column of each team member you chose.
• No new booking can be made in that time for those team members, in GU Bookings or online. Bookings already there stay as they are.
• To change a block, tap it on the calendar. In Edit blocked time, change the day, the time, the title or the description. Tap Save, and the PIN is asked again.
• To move a block that does not repeat, drag it to a new time for the same team member. On a tablet, hold it for about half a second before you drag. Blocked time moved shows once the new time is saved. No PIN is asked.
• The team member and the repeat of a saved block stay as they are. To change them, delete the block and add a new one. The form says so under Team members and under Frequency.
• To remove a block, tap it, then tap the bin button at the bottom left of the form. Tap Delete to confirm. No PIN is asked, and a deleted block cannot be brought back.
• When you change or delete a repeating block, GU Bookings asks first: This occurrence for this one only, or All in the series.

If something goes wrong

Here is what each problem means, and what to do.

• Save does not respond. Check that the form has a day, an end time after the start time and at least one team member. If End must be after start shows under the times, pick a later end time. With Ends set to Specific date, pick that date too. A block that has already ended cannot be changed: you can only delete it.
• The PIN is refused. Check the digits and type them again. Blocked time needs the PIN of an owner or admin. A manager's name is in the list, but their PIN is refused here. After five wrong tries, the PIN locks for 15 minutes.
• Blocked time could not be saved. The PIN was accepted, but the block was not saved. The form stays open with your choices. Check the internet connection and tap Save again. If it fails again, check who is signed in on the tablet: it must be an owner, admin or manager.
• The blocked time was not moved. This shows after a drag, when the new time could not be saved. The block is back where it was. Check the internet connection and drag it again. The person signed in on the tablet must be an owner, admin or manager.
• Blocked time could not be removed. This message can follow Blocked time removed. The block is still on the calendar. Check the internet connection, then open the block and delete it again. The person signed in on the tablet must be an owner, admin or manager.

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