The scheduling algorithm is the core of the appointment booking system, determining how available times and resources are efficiently calculated. It takes numerous factors into account, such as staff availability, resources, locations, and specific settings from the appointment templates. This algorithm ensures that customers can book appointments seamlessly while adhering to organizational requirements. Below, we describe the booking process and the factors considered in detail.

Booking Algorithm Process in the Booking Software

1. User Input:

• The user selects the desired type of appointment (e.g., consultation, massage).
• The time frame for the booking is specified (e.g., February 19, 2025, at 3:00 PM).

2. Algorithm Initialization:

• The algorithm starts and checks the basic information:
  • Duration of the appointment based on the selected appointment type.
  • Required resources, such as staff, rooms, or equipment.

3. Resource Check:

• Resource Combinations:
  • Which and how many resources are needed? (e.g., 2 out of 5 staff members, 1 of 3 available rooms).
• Availability:
  • When are the required resources available? Considerations include:
    • Staff working hours.
    • Organization’s opening hours.
• Blockages:
  • Are resources (staff, rooms, equipment) already occupied by other appointments?
• Exceptions:
  • Are there specific availability exceptions that make a resource available despite standard rules?

4. Synchronization:

• Synchronization with external calendars (e.g., Outlook) to avoid appointment overlaps.

5. Consideration of Booking Rules:

• Earliest Booking: When can an appointment be booked? (e.g., at least 2 days in advance).
• Latest Booking: How far in advance can an appointment be booked? (e.g., up to 30 days in advance).
• Time Grid: In what intervals can appointments be booked? (e.g., every quarter hour or on the hour).

6. Determining Available Times:

• Based on all the above criteria, the algorithm calculates a list of available time slots that fit the appointment type and the specified time frame.

7. Output of Available Times:

• The user receives an overview of all available time slots that meet the requirements.
• The software allows the user to select a slot and book it directly.

8. Booking Completion:

• The selected appointment is confirmed and booked.
• The affected resources (staff, rooms, equipment) are blocked for that time period.