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Calendar gaps optimization includes tools for finding available time slots, analyzing calendar gaps to improve scheduling, and managing resource booking statuses. These settings help improve booking efficiency and resource utilization.

Accessing calendar optimization settings

Go to Calendar → Settings and select:

• Find a time to enable/configure availability search
• Optimization tools to access optimization features
• Resource statuses to manage booking status types

Additionally, access Calendar → Optimization tools in the main menu to use:

• Workdays view
• Calendar Gaps analysis
• Route Planners

Find a time

The Find a time settings page shows the current activation status.

Status display: Shows: ✓ Activated.

Configuration: Click Edit to modify find a time settings.

Optimization tools

The Optimization tools settings page provides information about calendar optimization functionality.

Information displayed: "Calendar optimization tools gives access to various pages and tools related to optimizing the calendar based on minimizing transits."

Status display: Shows: ✓ Activated.

Configuration: Click Edit to modify optimization tool settings.

Calendar Gaps tool

Access: Calendar → Optimization tools → Calendar Gaps

The Calendar Gaps tool has three tabs:

• Workdays
• Calendar Gaps (main feature)
• Route Planners

What is Calendar Gaps

An information panel explains:

"This tool helps you to find gaps in your calendar. You can filter the results by selecting the resources and the time frame you want to analyze."

"The tool will show you the gaps in the selected resources and suggest future events that can be placed in the gaps."

Calendar Gaps filters

The tool provides several filtering options:

Date selection: Navigate to a specific date using the date picker and arrow buttons (example shown: 2025-12-03)

Resources/Calendars: Dropdown to select which resources to analyze (example: "Kørende sælger")

Suggest events from: Dropdown with options like:

• Same resource/calendar

Hide gaps: Dropdown with options like:

• Hide gaps without suggestions

Hide gaps less than: Filter minimum gap duration (example: "1 hour 30 minutes")

Sort by: Dropdown to order results (example: "Priority")

Hide zero savings: Dropdown option (example: "No")

Refresh button: Blue circular arrow button to update results

Calendar gaps suggestions table

The results table displays identified gaps with these columns:

Gap type: Describes the gap (e.g., "Afternoon gap", "Morning gap")

Date: When the gap occurs (e.g., "Wed, Dec 3")

Time: Duration of the gap (e.g., "08:30 - 17:00", "07:00 - 16:00", "08:00 - 16:00")

Resource/Calendar: Which resource has this gap (e.g., "Martin Andersson", "Daniel Wagner", "Oliver Lassen")

Location before: Address before the gap (e.g., "Møllebakken 27, 6430 Nordborg")

Assumed gap location: Shows an address with warning triangle icon (e.g., "⚠ Bakkevænget 26, 5500 Middelfart")

Location after: Address after the gap (shows italicized base address text)

Savings: Shows two buttons and metrics:

• ? Suggestions button (blue)
• ? Hide gap button (red)
• Time savings (e.g., "-102 min.", "0 min.")
• Distance savings (e.g., "-184 km.", "0 km.")

Fill gap dialog

Clicking the Suggestions button opens a "Fill gap" dialog.

Calendar gap section (cyan background): Displays gap details:

• ? Resource/Calendar: (e.g., "Martin Andersson")
• ? Date: (e.g., "Wed, Dec 03, 2025")
• ? From - to: (e.g., "08:30 - 17:00")
• ? Location before: (e.g., "Møllebakken 27, 6430 Nordborg")
• ? Gap location: Shows with warning icon (e.g., "⚠ Bakkevænget 26, 5500 Middelfart")
• ? Location after: Shows italicized text (e.g., "Bakkevænget 26, 5500 Middelfart (base address)")

Reschedule existing events section:

Filter fields:

• From calendars: Dropdown showing selected calendar (e.g., "Martin Andersson")
• Starting after: Date field (e.g., "2025-12-04")
• Originating from: Dropdown (e.g., "Both Hubhus and Outlook events")

? Find suggestions button (blue, full-width)

Results counter: Shows number of suggestions found (e.g., "16 suggestions")

Suggestion results table

The suggestions table shows events that could be moved into the gap:

Columns:

Type: Shows "Event" link

Calendar: Resource name (e.g., "Martin Andersson")

Lead phone no.: Contact phone number (e.g., "60241572", "21638273")

Meeting title: Event description (e.g., "Konsulentbesøg: Tim Wesselius", "Må ikke rykkes")

Meeting location: Event address (e.g., "Hærvejen 6, 6330 Padborg", "Kongebrovej 18, 5500 Middelfart")

Meeting date & time: Current scheduling (e.g., "Wed, Dec 17, 2025 16:30 - 17:00", "Mon, Dec 08, 2025 08:10 - 08:40")

New date & time: Proposed new time (e.g., "Wed, Dec 03, 2025 09:07 - 09:37", "Wed, Dec 03, 2025 16:23 - 16:53")

Difference: Savings shown in two colors:

• Time savings (e.g., "-102 min.", "0 min." in green)
• Distance savings (e.g., "-184 km.", "0 km." in green)

Actions: Two buttons per row:

• ✓ Reschedule (orange button)
• ? Don't suggest again (red button)

Reschedule confirmation dialog

Clicking Reschedule opens a confirmation dialog with orange header: "Confirm change to: [Meeting title]"

Fields shown:

Meeting title (A icon): Text field showing the event title (e.g., "Konsulentbesøg: Tim Wesselius")

Date and time fields (clock icon):

Start:

• Date field (e.g., "Wed, Dec 03, 2025")
• Time field (e.g., "09:07")
• Arrow separator
• Shows old value in red italic: "Old value: Wed, Dec 17, 2025 16:30"

End:

• Date field (e.g., "Wed, Dec 03, 2025")
• Time field (e.g., "09:37")
• "All day" checkbox
• Shows old value in red italic: "Old value: Wed, Dec 17, 2025 17:00"

Location (pin icon): Text field with address (e.g., "Hærvejen 6, 6330 Padborg")

Description (lines icon): Text area with event details

Event settings (eye icon):

• Color selector (blue dot shown)
• Status dropdown (e.g., "Busy")
• Visibility dropdown (e.g., "Default visibility")
• Event type tag (e.g., "Konsulentbesøg" in red)

Resource assignment (calendar icon):

• Team dropdown (e.g., "Not a team")
• Resource dropdown (e.g., "Martin Andersson")

Actions:

• Cancel button
• ? Save button (orange)

Ignored calendar gaps

At the bottom of the Calendar Gaps page:

Section header: "? Ignored calendar gaps"

Reactivate button: "⟲ Reactivate all gaps again" (red button)

Status message: "There are no future ignored gaps."

Resource statuses

Go to Calendar → Settings → Resource statuses to manage booking status types.

Page title: "Status types"

Checkbox: "☐ Show inactive status types"

Status table columns:

• Status name
• Auto-reset

Example statuses shown:

Status name
Auto-reset
? Fri
-
? Syg
-
? Kundemøde
Change to Ledig at 08:00
? Ledig
-

Each status has:

• Colored dot indicator
• Status name
• Auto-reset rule (or dash if none)
• Edit button (pencil icon)
• Delete button (trash icon)

Action button: + New status type (blue button, top right)

Using Calendar Gaps

Step 1: Select filters

• Choose date range to analyze
• Select resources to check
• Set minimum gap duration
• Configure suggestion sources

Step 2: Review results

• Examine identified gaps
• Check savings potential (time and distance)
• Review gap locations

Step 3: View suggestions

• Click Suggestions for a gap
• Review events that could be rescheduled
• Check new proposed times

Step 4: Reschedule events

• Click Reschedule on suitable suggestions
• Review confirmation dialog
• Adjust details if needed
• Click Save to confirm

Step 5: Hide irrelevant gaps

• Click Hide gap to dismiss gaps
• Reactivate later if needed from Ignored section

Understanding savings

Negative values (e.g., "-102 min., -184 km."): Indicates actual savings - rescheduling saves this much time and distance

Zero values (e.g., "0 min., 0 km."): No travel savings but fills unused calendar time

Time savings: Minutes saved by better scheduling

Distance savings: Kilometers saved by reducing travel

Resource status auto-reset

Some statuses can automatically change at specified times.

Example from table: "Kundemøde" status shows: "Change to Ledig at 08:00"

This means events with "Kundemøde" status will automatically change to "Ledig" status at 08:00.

Use cases:

• Reset daily availability
• Transition between status types
• Automate status workflows

Summary

Calendar optimization includes Find a time for availability search (activated via settings), Optimization tools for calendar analysis (provides access to various optimization features), Calendar Gaps tool for identifying empty time slots with filtering by date, resource, gap duration, and savings potential, gap suggestions showing events that could be rescheduled with time and distance savings calculations, and Resource statuses for managing booking states with auto-reset capabilities. Use Calendar Gaps to maximize resource utilization by filling empty calendar slots, reduce travel time by intelligent rescheduling, and manage workflow with status types that can automatically transition. Access these tools through Calendar → Settings and Calendar → Optimization tools.

? Common searches

booking setup • calendar setup • appointment scheduling • booking configuration

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