Diary/Schedule settings allow you to control how appointments appear in the diary/schedule for office staff. You can configure the density of the calendar, how different event statuses are displayed, and user layout preferences, ensuring your schedule reflects your business's unique workflow and is easy to read.

⚙️ How to access the diary/schedule settings

➡️ Go to your Profile icon → Choose Settings → Locate Schedule and dispatch in the Categories menu → Click View next to Diary/Schedule settings

How to configure diary and schedule settings

These settings control the visual layout and behaviour of your company's diary.

Diary display density: This setting controls how tightly packed events appear.
- Standard: The default display with normal spacing.
- Compact: A tighter view, showing more events in a smaller space.
- Expanded: A more spaced-out view.
Overlap events: This option allows you to determine whether to allow multiple diary events for the same user at the same time. Setting this to Yes is useful for provisional bookings or multi-engineer jobs.
Diary view: Choose whether to display users in columns (vertical) or rows (horizontal).
Show past jobs: Decide how to handle past events on the diary page.
- Show past jobs: Displays all historical events.
- Only last job: Displays only the last appointment from the past.
- No past jobs: Hides all past events, showing only current and future appointments.
Event status display: For the following event statuses, choose how they appear on the schedule. Note that terminology may differ based on your region (UK/US).
- Aborted events / Terminated appointments
- Rejected events / Rejected appointments
- No access events / No access appointments
- Cancelled events / Cancelled appointments
You can set these to:
- Displayed: The event appears as a regular entry.
- Not displayed: The event is not shown on the calendar.
- Grayed out: The appointment is visible in the schedule but is greyed out to indicate its status.
Click Save to apply your changes.

⚠️ With overlapping events on:

Users can manually schedule multiple appointments in one timeslot.
The scheduling engine can automatically schedule multiple appointments in one timeslot, through either suggested appointments or service booking portals.
Normal events will block out a timeslot, useful for preventing scheduling during user PTO.

Click here to see example status displays

Common questions

💭 Why hasn't my change been applied to the diary/schedule?

If there are any fields displaying blank, the settings will not be saved. Ensure that each field has a valid entry before saving your changes.

Click here to see an example of settings blank fields

💭 Can I change the time format from 12 hour to 24 hour?

No, the time format is system locked and cannot be changed.

Example use cases

💡 High-Volume Scheduling

For a busy office managing many engineers, set the 'Diary display density' to 'Compact' and the 'Diary view' to 'Columns'. This provides a comprehensive, at-a-glance overview of the day's schedule, making it easier to spot gaps and assign new jobs.

💡 Keeping the Diary Tidy

To maintain a clean, forward-looking schedule, set 'Show past jobs' to 'No past jobs'. Additionally, set statuses like 'Aborted events' or 'Cancelled appointments' to 'Grayed out' or 'Not displayed'. This reduces visual clutter and helps schedulers focus on active and upcoming work.

💡 Flexible Booking for Tentative Jobs

Set 'Overlap events' to 'Yes' to allow schedulers to pencil in tentative appointments for a customer while waiting for confirmation. This prevents losing the timeslot without fully committing an engineer's time.

🎓 Want more training?

For further training on scheduling and diary management, check out our Scheduling course in the Commusoft Academy.

🤖 Still need help?

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➡️ Go to your Profile icon → Get support → Ask a question

AI:den can guide you or connect you with our team if needed.