Scheduling
Operational scheduling built for real constraints — not just calendars.
Manage availability, sessions, capacity, instructor assignments, notifications, and exception rules in one structured system connected to registration, payments, and reporting.
Overview
Webroots Scheduling is designed for organizations running recurring sessions, multi-week cohorts, limited-capacity programs, or resource-based appointments.
It supports real operational logic — buffers, blackout dates, instructor assignments, policy enforcement, and downstream reporting — all tied to your data model.
What it supports
- Multi-location or resource-based scheduling
- Room, instructor, or equipment assignment
- Capacity limits and seat management
- Buffer times between sessions
- Configurable availability windows
- One-time appointments
- Recurring sessions
- Multi-week cohorts and series
- Drop-in vs enrolled participant models
- Linked sessions across a program timeline
- Booking confirmations
- Reminder schedules
- Reschedule and cancellation notifications
- Automated follow-ups
- Staff visibility and alerts
- Blackout dates
- Holiday overrides
- Manual admin adjustments
- Reschedule controls
- Cancellation policies
- Staff notes and intake fields
- Session-level roster visibility
- Attendance tracking
- Instructor assignment logic
- Status tracking (scheduled, completed, canceled)
Who it’s for
Outputs & Reporting
Scheduling feeds directly into operational visibility.
- Booked vs available capacity
- Utilization by instructor or location
- Reschedule and cancellation trends
- Attendance reporting
- Upcoming schedule rollups
- Capacity forecasting
Typical Workflow
Set locations, instructors, capacity rules, and scheduling windows.
Create single appointments, recurring sessions, or full cohorts.
Participants receive structured notifications tied to status changes.
View capacity, attendance, and performance in operational dashboards.
Implementation Notes
We structure scheduling around how your organization actually operates — not how generic booking software assumes you do.
That includes:
- Capacity logic aligned with program models
- Instructor and resource controls
- Policy enforcement rules
- Integration with registration, payments, and reporting
- Data structure built for long-term operational clarity
