Home Scheduling Scheduler Overview: How to Manage Reservations and Appointments

Scheduler Overview: How to Manage Reservations and Appointments

Last updated on Apr 25, 2025

What is the Scheduler?

The Scheduler is the central tool in HostedSuite for managing bookings and appointments. It provides an intuitive, web-based interface that allows staff to seamlessly manage Meeting Room reservations, Resource bookings, and Client Calendar appointments in one place.

HostedSuite's Scheduler is a complete resource management solution, designed to support day-to-day scheduling needs for flexible workspaces, executive suites, and business centers.

Two Types of Scheduling

HostedSuite supports two major scheduling types, both managed from the same Scheduler page:

Type Description
Reservations Used to book Meeting Rooms and Resources. These are typically physical spaces or items within the center.
Appointments Used to manage Calendars for clients — this includes setting appointments, meetings, or time blocks on behalf of individual clients.

Subcategories Within Scheduling

The Scheduling category includes two main areas for setup and configuration:

  • Meeting Rooms – Manage physical spaces that can be reserved for client meetings, events, or presentations.

  • Resources – Configure and assign equipment or shared assets (e.g., projectors, monitors) that can be reserved independently or along with a meeting room.

A. Reservations

The Reservations tab is where you view and set room or resource bookings. It utilizes a Scheduler View (or Booking Calendar) to manage availability and timelines.

Filter Options:

  1. Date Selector

    Switch between Day, Week, or Month view:

     - **Day**: Click the *Day* tab, then select a date. Use arrow keys to navigate days.

 - **Week**: Click the *Week* tab, choose any date to auto-highlight that week (starting Sunday). Use arrows to move weeks.

 - **Month**: Click the *Month* tab, then select a date to load the full month. Arrows move between months.

  2. Center Selection

- Use the center dropdown to pick a location. It displays available meeting rooms beneath it.

- Check/uncheck rooms to view or hide their reservation schedules.

  1. Status Filters

    Filter reservations by status:

     - **Scheduled** – Confirmed and active reservation.

 - **Cancelled** – Reservation has been voided.

 - **Pending Approval** – Awaiting confirmation from center admin or approver.

 - **Denied** – Request was reviewed and declined.

Creating a New Reservation

  • Select a date and time.

  • Choose a meeting room.

  • Select a client.

  • Select a contact.

  • Enter the subject.

  • Input the number of attendees.

  • Click OK to save the reservation.

B. Calendars

The Calendar tab is used for viewing and managing client-specific Appointments.

Filter Options:

  1. Date Selector

    • Uses the same Day, Week, or Month selection process as the Reservations tab.

  2. Client Filter

    • Use the client dropdown to select a client and view their calendar.

  3. Status Filters

    • Filter appointments by status, similar to the Reservations tab.

Creating a New Appointment

  • Click the New Appointment button.

  • Set the appointment date and time.

  • Select the calendar (meeting room availability will update accordingly).

  • Type in a subject for identification.

  • Click OK to save the appointment.