Appointments Admin - Monthly View

How to read the Schedule — Month view (color guide)

This article explains everything you’ll see in each date box of the Month view and — most importantly — exactly what the background colors mean. The color coding communicates how much of the day’s appointment capacity is already booked.

At a glance

Each date cell in the Month view shows three main elements:

Day background color — a full-day color that signals the day’s availability status (Closed / Empty / Low / Medium / Busy / Full / Overbooked).
Top label — a short rounded label (for example, “Busy (5 Appointments)”, “Moderate (3 Appointments)”, “Closed”) that summarizes the day.
Two informational bars — “X slots available” (blue bar) and “Y hours — Open” (light-blue block), which show exact remaining capacity in slots and hours.

Color coding (visual)

The grid below is the color legend your users should learn — each swatch shows the color used in the Month view and a short plain-English meaning.

Closed

Business is closed on this date. No slots are available.

Empty

0% booked — there are no appointments, but the day is open for booking.

Low

~0–40% booked — only a small portion of capacity is used.

Moderate

~40–80% booked — moderate usage of the day’s capacity.

Busy

~80–100% booked — the day is largely booked, limited capacity left.

Full

100% booked — the schedule is filled for the day.

Overbooked

Bookings exceed capacity — administrative attention recommended.

What “busy”, “full”, and the other bands actually mean (the math)

We compute the status from the fraction of the day’s capacity that is already booked. In plain terms:

How the status is chosen

total_slots = sum over the day’s time slots of workstation_count × max_concurrent_appointments.
booked_slots = total appointment time that overlaps those slots, converted to slot units.
percent_booked = booked_slots ÷ total_slots.

Status thresholds (percent_booked):

0% → Empty
0% – 40% → Low
40% – 80% → Moderate
80% – 100% → Busy
100% → Full
>100% → Overbooked

Visual breakdown: what you’ll see inside a date box

The Month view date cell includes the top label, the blue slots bar, and the light-blue hours block — a simplified example is shown below.

Busy (5 Appointments)

4 slots available

2.0 hours

Open

Moderate (3 Appointments)

13 slots available

6.5 hours

Open

What the two bars mean

“X slots available” — the blue bar is the exact number of appointment slots left for that day.
“Y hours — Open” — the light-blue block converts slots to hours: available_hours = (available_slots × appointment_interval_minutes) ÷ 60. For example, 4 slots with 30-minute intervals → 2.0 hours.

Holidays & timeslot colors

If the date is a configured holiday or closure, the calendar shows a special holiday bar (a distinct gradient) and the day will typically be marked as Closed. Timeslot bars in Day view are green for defaults and orange for overrides.

Click behavior

Click a date in the Month view to open the Day view for that date (where you can see individual timeslots and appointments). Clicking the top label or the bars also opens the Day view for that date.

Short FAQ

Q: Why is a day green but still shows “slots available”?
A: Green (Busy/Full) indicates the percentage band. A day can still show exact remaining slots when classified Busy (for example, 85% booked but a few slots remain).

Q: What is the difference between slots and hours?
A: Slots are the atomic appointment capacity units; hours are a human-friendly conversion: hours = (slots × interval_minutes) ÷ 60.

Q: What should I do if a day is Overbooked?
A: Overbooked means the number of booked slot units exceeds the computed capacity for that day. This typically requires administrative review — check timeslot overrides, workstation assignments, or duplicate appointments and adjust accordingly.