Calendar Events are non-booking time blocks you can add to the WellDesk Calendar. Unlike bookings, events are not linked to a client or a service — they’re used to block time, schedule team activities, or flag important dates.
When to use Calendar Events
| Use case | Example |
|---|---|
| Block personal time | A therapist needs Friday afternoon off |
| Staff meetings | Weekly team catch-up every Monday morning |
| Training sessions | New product training, first aid certification |
| Equipment maintenance | Sauna servicing, equipment calibration |
| Holidays and closures | Public holidays, shop refurbishments |
Important: Time blocked by a Calendar Event is unavailable for online self-booking. Clients will not see those slots when browsing your public booking page.
Creating a calendar event
- Go to Calendar in the main navigation.
- Click any empty time slot in Week or Day view. The booking dialog opens.
- Click the Event tab at the top of the dialog (next to Booking).
- Fill in the event details:
| Field | Description |
|---|---|
| Title | A short label shown on the calendar (e.g. “Staff Meeting”) |
| Date | The date of the event |
| Start Time / End Time | The duration of the block |
| Staff | Which staff member(s) this event applies to |
| All Day | Toggle on if the event spans the full day |
| Notes | Optional internal notes |
| Colour | Choose a colour to distinguish events from bookings at a glance |
- Click Create Event.
Managing existing events
To edit or delete an event:
- Click the event block on the Calendar.
- The event detail panel opens on the right.
- Click Edit to change the details, or Delete to remove it.
Events can also be drag-and-dropped to a new time slot in Week or Day view.
Recurring events
For events that repeat regularly (e.g. a weekly team meeting):
- When creating the event, toggle Repeat.
- Choose the recurrence pattern: Daily, Weekly, Monthly.
- Set the end date or number of occurrences.
- Click Create Event.
To edit a recurring event, you can choose to update This event only, This and future events, or All events in the series.
Tips and best practices
- Use descriptive titles — “Lunch break” is clearer than “Event” when scanning the calendar at a glance.
- Assign events to specific staff — if only one therapist is in training, block only their calendar, not the whole team.
- Colour-code events — use a consistent colour scheme (e.g. green for meetings, orange for maintenance) so everyone on the team can read the calendar quickly.