Using labels and annotations

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

Summary

Choosing between a label and an annotation

A label is a booking made by the organization: the time slot becomes unavailable to users. An annotation is simply a message placed over time slots: it draws attention (a reminder or an instruction, for example) but never blocks bookings.

Creating a predefined label

  1. Go to Administration›Settings›Booking›Labels & Annotations.
  2. Click on New Label.
  3. Enter the Label Name, for example the name of a class or a tournament.
  4. Choose the Background color that will appear on the calendars.
  5. Click on 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 takes up. This is the most direct way to measure how many court hours the tennis school actually uses.

Track bookings
The booking log lists every booking made in the organization — past, current and upcoming — with detailed filters and an Excel export.

Placing a label on a calendar

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

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

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

Participatory bookings: opening a time slot to participation
Book a time slot on behalf of the organization — training camp, tournament, lesson, group class — and let your users join it themselves, with or without online payment. You set the capacity, the access criteria and the deadlines, and you keep track of the participant list.
You can allow certain users (teachers, activity leaders) to book with labels: the list of permitted labels is configured in the labels tab of each plan, in Administration›Users›Access Rights›Subscriptions.

There are two ways to grant this right, and they are not equivalent. The Book with a club label profile right opens up all labels without any limit: keep it for administrators. The subscription setting, on the other hand, only allows the labels you specify, with a cap — that is the one to give to a teacher or a team captain.

Profiles & roles
Profiles determine what each user can do in the application: view calendars, manage other people's bookings, administer the organization. The subscription sets booking rights; the profile sets access rights to features.
Quotas, permissions and booking rules
Every subscription comes with a complete rules engine: quotas, authorised calendars, time limits, cancellation, restrictions, credits and guests. This page guides you goal by goal through the configuration of a subscription.

Displaying a message with an annotation

  1. On the calendar, click on 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 time slots concerned, which remain bookable.

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

Managing existing annotations

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

Adjusting how labels are displayed

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

  • Labels style: fully coloured cell or a simple discreet border.
  • Hide the label titles: users without permission see the word Booked instead of the name.
  • Hide comments on labels: restricts reading of comments to authorized users.
  • Display annotations: turn this option off to restrict the display of annotations to the organization's managers.
Advanced scheduling
Book as a manager
Updated on Il-Ħamis, 10 ta’ Settembru 2026
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