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            Calendar optimization: Gaps

            Modified on Tue, 5 May at 7:08 PM

            Calendar optimization: Gaps

            The Calendar Gaps tool finds empty time slots in your resources' calendars and suggests existing events that can be rescheduled into those gaps — reducing travel time and distance.

            TL;DR

            Access: Calendar → Optimization tools → Calendar Gaps. Filter by date, resource, and minimum gap size. Click Suggestions on a gap to see events that can be moved into it. Review time/distance savings, then click Reschedule → Save to confirm. Use Hide gap to dismiss irrelevant gaps. Resource statuses (Calendar → Settings → Resource statuses) can auto-reset at a set time each day.

            Get started in 4 steps

            1

            Set your filters

            Go to Calendar → Optimization tools → Calendar Gaps. Select the date to analyze, the resource(s) to check, and a minimum gap size (e.g. 1 hour 30 minutes). Choose what events to suggest from (e.g. "Same resource/calendar") and how to sort (e.g. "Priority"). Click the blue refresh button to load results.

            2

            Review the gaps table

            Each row shows: gap type (Morning/Afternoon gap), date, time range, resource, location before, assumed gap location, and potential savings (minutes and km). A negative value (e.g. "-102 min., -184 km.") means actual savings. Zero means no travel savings but the slot is still fillable.

            3

            Fill a gap

            Click Suggestions on a gap row. In the "Fill gap" dialog, set the source calendar and a starting-after date, then click Find suggestions. A table lists matching events with their current and proposed new times plus savings. Click Reschedule on the best match, review the confirmation dialog (adjust title, time, or resource if needed), and click Save.

            4

            Manage irrelevant gaps

            Click Hide gap (red button) to dismiss gaps you don't want to act on. Hidden gaps appear at the bottom of the page under "Ignored calendar gaps". Click Reactivate all gaps again to restore them if needed.

            Read more⌄

            Resource statuses

            Go to Calendar → Settings → Resource statuses to create custom status types (e.g. "Fri", "Syg", "Kundemøde", "Ledig"). Each status can optionally have an auto-reset rule — e.g. "Change to Ledig at 08:00" — so statuses reset automatically at the start of each day without manual intervention.

            Create a new status type via the + New status type button. Set name, color, and auto-reset rule. Inactive status types can be shown via the "Show inactive status types" checkbox.

            Activating optimization tools

            Both Find a time and Optimization tools must be activated before they appear in the calendar menu. Go to Calendar → Settings → Find a time (or Optimization tools) and click Edit to enable them. A green "✓ Activated" status confirms they are active.

            Once activated, Calendar → Optimization tools in the main menu gives access to: Workdays view, Calendar Gaps analysis, and Route Planners.

            Common searches

            calendar gaps • optimization • reschedule • travel savings • resource status • find a time • empty slots

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