Using labels and annotations

Labels block time slots on behalf of the organization (training, school, tournament), while annotations display a message overlaid on the calendar without preventing bookings.

Choosing between a label and an annotation

Creating a predefined label

1. Go to Administration›Settings›Booking›Labels & Annotations.
2. Click New Label.
3. Enter the Label Name, for example the name of a lesson or a tournament.
4. Choose the Background color that will appear on the calendars.
5. Click Save.

From a label's record, the History button displays every booking made with that label in the booking log, and its counter shows how many time slots it occupies. This is the most direct way to measure how many court hours the tennis school actually uses.

Placing a label on a calendar

1. On the calendar, click the time slot you want to block.
2. Open the Labels tab of the booking form.
3. Select the label, add an optional comment that will appear beneath its name, then confirm.

You can freely adjust the start and end times to cover several consecutive time slots, and use Repetition to schedule a weekly lesson over an entire period. Bookings with a label are organization bookings: they do not count against users' quotas, except in the case of a participatory booking for which the Count towards quota and limits option is enabled.

A time slot with a label can also take participants: either a list you build yourself, or open participation that your users join on their own, with or without online payment.

Two paths lead to this permission, and they are not equivalent. The Book with a club label profile permission opens up every label without limit: keep it for administrators. The subscription setting, on the other hand, only allows the labels you specify, with a cap — this is the one to give to a teacher or a team captain.

Displaying a message with an annotation

1. On the calendar, click a time slot.
2. Open the Annotations tab of the booking form.
3. Enter your text, choose the Background color, then confirm. The message appears overlaid on the target time slots, which remain bookable.

To delete an annotation, click the time slot concerned, open the same tab and use the delete button, adjusting the times and the recurrence if needed.

Managing existing annotations

The Annotations tab of the Administration›Settings›Booking›Labels & Annotations page lists every annotation already in use. For each one, use Show/Hide to remove it from the suggestions in the booking form, or Delete to erase it from all calendars.

Adjusting how labels are displayed

In the Display Preferences of the Administration›Settings›Booking›Calendars page:

• Labels style: a fully coloured cell or a simple discreet border.
• Hide the label titles: users without permission see the word Reserved instead of the name.
• Hide comments on labels: restricts reading of comments to authorised users.
• Display annotations: turn this option off to restrict annotations to the organization's managers.