Mirror Your Real Business
Petboost scheduling is designed to mirror what actually happens in your business—not force you into a generic template.
This guide explains the three core concepts that make it work:
The 10-Second Summary
┌─────────────────────────────────────────────────────────────┐│ ││ SCHEDULE → SESSIONS → CAPACITY ││ When you work Mini-shifts At one time ││ ││ "Mon–Fri 9–5" → "Morning, → "3 dogs ││ Afternoon" at once" ││ │└─────────────────────────────────────────────────────────────┘
Concept | Real-Life Question | Example Answer |
Schedule | "When am I available?" | Mon–Fri, 9am–5pm |
Sessions | "How do I chunk my day?" | Morning grooms, afternoon training |
Pets at a Time | "How many at one time?" | 3 dogs simultaneously |
Why These Three Work Together
Think of it like this:
Your Business Day─────────────────SCHEDULE: The container (9am–5pm)├── SESSION 1: Morning Grooming (9am–12pm)│ └── Capacity: 2 dogs at a time│├── [Lunch break]│└── SESSION 2: Afternoon Mixed (1pm–5pm) └── Capacity: 3 dogs at a time
Schedule = The outer boundary (when you're available)
Sessions = The structure inside (how you organise your day)
Capacity = The limit at any moment (how many simultaneous)
Concept 1: Schedule
What It Is
Your weekly working hours template—the days and times you're available.
Real-Life Anchor
"What days do I work? What hours?"
Example
Day | Hours | Status |
Monday | 9am–5pm | ✓ Working |
Tuesday | 9am–5pm | ✓ Working |
Wednesday | — | ✗ Off |
Thursday | 9am–7pm | ✓ Working (late) |
Friday | 9am–3pm | ✓ Working (early) |
Saturday | 10am–2pm | ✓ Working |
Sunday | — | ✗ Off |
Where to Set It
Team Members → [Person] → Working Hours tab
Resources → [Resource] → Working Hours tab
Schedules & Sessions → Visual editor
Concept 2: Sessions
What It Is
Mini-shifts within your schedule—focused time blocks where appointments can start.
Real-Life Anchor
"How do I chunk up my day? Do I have distinct blocks for different things?"
Why Use Sessions?
Problem Without Sessions | Solution With Sessions |
Random gaps in your diary | Bookings fill structured blocks |
Same rules all day | Different capacity/services per block |
Customers see confusing availability | Customers see clear booking windows |
Hard to plan your day | Predictable structure |
Example: Groomer
Session | Time | Capacity | What's Allowed |
Morning Groom | 9am–12pm | 2 dogs | Full grooms only |
Afternoon Express | 1pm–4pm | 4 dogs | Bath, nails, tidy-up |
Late Booking | 4pm–6pm | 1 dog | Any service |
Example: Daycare
Session | Time | Capacity | Purpose |
Drop-off Window | 7am–9am | 15 dogs | High traffic intake |
Morning Play | 9am–12pm | 12 dogs | Active supervision |
Rest Time | 12pm–2pm | 12 dogs | Quiet period |
Afternoon Play | 2pm–4pm | 12 dogs | Active supervision |
Pick-up Window | 4pm–6pm | 15 dogs | High traffic departure |
Where to Set It
Schedules & Sessions → [Entity] → Add/edit sessions
Each session can have its own:
Capacity override
Service restrictions
Breed/size eligibility
Concept 3: Pets at a Time
What It Is
How many pets can be handled at the same time—not a daily limit.
Real-Life Anchor
"Right now, at this moment, how many dogs can I physically handle?"
Critical Distinction
┌─────────────────────────────────────────────────────┐│ ││ ✓ CORRECT: "3 dogs at any given moment" ││ ││ ✗ WRONG: "3 dogs per day" ││ │└─────────────────────────────────────────────────────┘
Example Calculation
Pets at a time: 3 dogs
Session length: 3 hours
Average service: 1 hour
Potential throughput: 9 dogs per session (3 at a time × 3 rotations)
Capacity by Business Type
Business | What Limits You? | Typical Capacity |
Solo groomer | Number of tables | 1–2 |
Grooming salon | Number of stations | 3–6 |
Daycare | Play area size | 10–20 |
Dog walker | Safe walking group | 4–6 |
Trainer (private) | One-on-one attention | 1 |
Trainer (group) | Class size | 6–10 |
Boarding | Number of kennels | Varies |
Where to Set It
Team Members → [Person] → Capacity tab
Resources → [Resource] → Capacity tab
Sessions → Pets at a time per session
How They All Connect (Visual)
MONDAY 9am–5pm (Schedule)│├── 9:00 AM ─────────────────────────────────│ ││ │ SESSION 1: MORNING GROOMING│ │ Capacity: 2 dogs at a time│ ││ │ 9:00 🐕 Max 🐕 Bella [2/2 full]│ │ 10:00 🐕 Duke 🐕 Luna [2/2 full]│ │ 11:00 🐕 Rocky [empty] [1/2]│ │├── 12:00 PM ──── LUNCH BREAK ───────────────│├── 1:00 PM ─────────────────────────────────│ ││ │ SESSION 2: AFTERNOON EXPRESS│ │ Capacity: 3 dogs at a time│ ││ │ 1:00 🐕🐕🐕 [3/3 full]│ │ 2:00 🐕🐕 [2/3]│ │ 3:00 🐕🐕🐕 [3/3 full]│ │ 4:00 🐕 [1/3]│ │└── 5:00 PM ───────────────────────────────── END OF DAYTOTAL DOGS: 14(Not limited—just 2-3 at any moment!)
Beyond Scheduling: Eligibility Rules
Schedule, sessions, and capacity determine when bookings can happen. But there's another layer: eligibility rules determine who can book.
The Full Availability Stack
When a customer tries to book, Petboost checks (in order):
BOOKING REQUEST │ ▼┌─────────────────────────────────┐│ 1. SERVICE LEVEL │ Can this service be booked online?│ • Self-service enabled? │ Is there enough notice time?│ • Notice period met? │└─────────────────────────────────┘ │ ▼┌─────────────────────────────────┐│ 2. INITIAL SERVICE CHECK │ (If service has a prerequisite)│ • Has pet completed the │ e.g., temperament test before daycare│ required initial service? │└─────────────────────────────────┘ │ ▼┌─────────────────────────────────┐│ 3. PET ELIGIBILITY │ Does this pet qualify?│ • Age in range? ││ • Weight in range? ││ • Breed allowed? ││ • Vaccinations up to date? │└─────────────────────────────────┘ │ ▼┌─────────────────────────────────┐│ 4. TEAM MEMBER AVAILABILITY │ Is someone available to do the work?│ • Working hours apply? ││ • On leave? ││ • Blocked time? ││ • Has capacity? ││ • Assigned to this service? │└─────────────────────────────────┘ │ ▼┌─────────────────────────────────┐│ 5. RESOURCE AVAILABILITY │ Is the equipment/space available?│ • Working hours apply? ││ • Blocked time? ││ • Has capacity? ││ • Assigned to this service? │└─────────────────────────────────┘ │ ▼┌─────────────────────────────────┐│ 6. GEOGRAPHIC CHECK │ (Mobile services only)│ • Customer in service area? │└─────────────────────────────────┘ │ ▼ ✓ SLOT AVAILABLE
Common Eligibility Rules
Rule Type | What It Does | Example Use Case |
Initial service requirement | Pet must complete a prerequisite first | Temperament test before daycare |
Age restriction | Limits by pet's age | Puppy classes (8-16 weeks only) |
Weight restriction | Limits by pet's weight | Size-based grooming pricing |
Breed restriction | Allows or blocks specific breeds | Specialist grooming for Poodles |
Vaccination requirement | Requires proof of vaccination | Daycare, boarding, group classes |
Suburb restriction | Limits by customer location (per service) | Mobile services with travel limits |
Where to Set Eligibility Rules
Rule | Location |
Age/weight/breed restrictions | Services → [Service] → Who Can Book tab |
Vaccination requirement | Services → [Service] → Policies & Paperwork tab |
Suburb restrictions | Services → [Service] → Who Can Book tab (mobile services) |
For detailed configuration, see Booking Settings & Availability.
⚠️ Proceed With Caution: Rules Have Consequences
The more rules you impose, the narrower your availability becomes.
This isn't a bug—it's physics. Each rule filters out potential bookings.
Illustrative example (actual impact varies based on your setup):
Each rule you add = fewer available slots│├── Working hours → BIG impact (defines your availability container)├── Capacity limits → BIG impact (limits simultaneous bookings)├── Pet eligibility rules → MODERATE impact (filters specific pets)├── Geographic restrictions → MODERATE impact (filters by location)├── Booking notice period → SMALL-MODERATE impact (filters short-notice)│└── The more you stack, the tighter it gets
The Right Mindset
Don't ask: "What rules can I add?"
Ask: "What rules do I NEED to run my business safely?"
Every rule should answer: "This prevents a real problem I've experienced or genuinely fear."
If you can't articulate the problem, you probably don't need the rule.
Signs You've Over-Engineered
Customers complaining they can't find available times
You have rules "just in case" that have never been triggered
Your schedule looks empty online but you're actually available
You added rules to match a previous system, not to solve a problem
The Fix
Review your current rules
For each rule, ask: "What problem does this solve?"
If you can't answer, consider removing it
Monitor availability after changes
For a complete framework on choosing the right level of rules, see The Booking Rules Spectrum.
Real-World Scenarios
Scenario 1: "I'm a solo groomer with one table"
Your setup:
Schedule: Mon–Fri, 9am–5pm
Sessions: One all-day session (or split morning/afternoon)
Capacity: 1
Result: One dog at a time. Simple and clean.
Scenario 2: "I run a busy daycare with drop-off rush"
Your setup:
Schedule: Mon–Fri, 7am–6pm
Sessions:
Drop-off (7–9am): Capacity 20 (high traffic)
Play (9am–4pm): Capacity 15 (steady state)
Pick-up (4–6pm): Capacity 20 (high traffic)
Capacity: Varies by session
Result: High capacity during rush hours, lower during play for safety.
Scenario 3: "I do private training mornings, group classes evenings"
Your setup:
Schedule: Mon–Thu, 9am–8pm
Sessions:
Private (9am–4pm): Capacity 1
Group Class (6pm–8pm): Capacity 8
Capacity: 1 base, 8 override for group session
Result: One-on-one attention by day, full classes by night.
Scenario 4: "I want to prevent random gaps in my diary"
Your setup:
Schedule: Mon–Fri, 9am–5pm
Sessions:
Morning (9am–12pm)
Afternoon (1pm–5pm)
Capacity: Set per session
Result: Bookings cluster within sessions. No 10:15am gap followed by nothing until 2pm.
Quick Setup Checklist
Step 1: Set Your Schedule
[ ] Go to Team Members or Resources
[ ] Set working days and hours
[ ] This is your availability container
Step 2: Add Sessions (Optional but Recommended)
[ ] Go to Schedules & Sessions
[ ] Split your day into focused blocks
[ ] Consider: morning, afternoon, evening
Step 3: Set Pets at a Time
[ ] For each team member: Capacity tab
[ ] For each resource: Capacity tab
[ ] For each session: Override if needed
Step 4: Test It
[ ] Create a test booking
[ ] Verify correct times appear
[ ] Try booking at capacity—confirm blocked
Common Questions
"Do I need sessions if I'm a solo operator?"
Optional but helpful. Even one session gives you:
Capacity control
Predictable structure
Easy to split later as you grow
"What if my capacity changes by day of week?"
Use special dates or different schedules per day. You can set Monday differently from Friday.
"How does this affect online booking?"
Customers only see slots where:
✓ You're within schedule hours
✓ Session is active
✓ Capacity is available
✓ Service is allowed in that session
No manual filtering needed.
"Can team member and resource capacity both apply?"
Yes—both are checked. Example:
Sarah's capacity: 2
Grooming room capacity: 3
If Sarah is assigned, maximum is 2 (her limit applies).
Where to Go From Here
Need | Guide |
Choose the right rules level | |
Set up team member capacity | |
Set up resource capacity | |
Configure sessions | |
Configure eligibility rules | |
Check self-service readiness | |
Understand booking flow |
Quick Reference Card
Print this out or screenshot it:
┌────────────────────────────────────────────────────────────┐│ PETBOOST SCHEDULING — QUICK REFERENCE │├────────────────────────────────────────────────────────────┤│ ││ SCHEDULE = When you work ││ "Mon–Fri, 9am–5pm" ││ ││ SESSIONS = Focused time blocks within schedule ││ "Morning grooming, afternoon express" ││ ││ PETS AT A TIME = How many at the SAME TIME ││ "3 dogs at once" (NOT "3 dogs per day") ││ │├────────────────────────────────────────────────────────────┤│ They work together to MIRROR YOUR REAL BUSINESS │└────────────────────────────────────────────────────────────┘
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