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            Using the Pack Feature to Compress Calendar Events

            Modified on Thu, 4 Dec at 11:35 AM

            Using the Pack Feature to Compress Calendar Events

            This guide covers using the pack feature to compress calendar events.

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            The Pack feature allows you to compress multiple calendar events for a single resource by minimizing gaps between them, while maintaining their original durations and order.

            What is the Pack Feature?

            The Pack feature is a calendar optimization tool that repositions multiple selected events to eliminate unnecessary gaps between them. Think of it as arranging pearls on a string—the events stay in their original order and keep their durations, but move closer together to create a more efficient schedule.
            This is particularly useful when you need to:
            • Optimize a resource's schedule after cancellations or rescheduling
            • Create tighter schedules to maximize resource utilization
            • Reduce travel time between appointments by grouping events closer together

            Where to Access the Pack Feature

            The Pack feature is available in the calendar view when working with events for a single resource.
            Navigation: Calendar → Select events on a single resource

            How to Use the Pack Feature

            Step 1: Select Multiple Events

            First, select the events you want to compress on a single resource's timeline:
            1. Select individual events: Hold Ctrl (Windows/Linux) or Cmd (Mac) and click each event
            2. Select a range: Click the first event, then hold Shift and click the last event to select all events in between
            Important: All selected events must belong to the same resource. The Pack feature works on one resource at a time.

            Step 2: Open the Actions Menu

            Once you have multiple events selected (e.g., "8 events selected"), an Actions section will appear in the right sidebar with several options including:
            • Pack - Compress events
            • Optimize order - Reorder events for efficiency
            • Move - Relocate events to different time or resource
            Click the Pack button.

            Step 3: Configure Pack Settings

            A dialog box titled Compress calendar events will appear with the following options:

            Buffer Between Events (minutes)

            Enter the number of minutes you want between consecutive events.
            • 0 minutes = Events will be scheduled back-to-back with no gap
            • 5-15 minutes = Small buffer for preparation or travel between events
            • 30+ minutes = Larger buffer for significant travel time or breaks
            Example: If you enter 10, and Event A ends at 10:00 AM, Event B will start at 10:10 AM.

            Round Off Start Times to Nearest

            This option standardizes event start times to specific intervals for cleaner scheduling.
            Options:
            • No - Events start exactly after the buffer time (e.g., 10:07 AM, 10:39 AM)
            • 5 minutes - Start times rounded to 12:00, 12:05, 12:10, etc.
            • 10 minutes - Start times rounded to 12:00, 12:10, 12:20, etc.
            • 15 minutes - Start times rounded to 12:00, 12:15, 12:30, etc.
            • 30 minutes - Start times rounded to 12:00, 12:30, 1:00, etc.
            Example: If an event would naturally start at 2:17 PM with a 15-minute rounding, it will start at 2:15 PM instead.

            Honour Start Intervals

            This option determines whether the packing respects your existing time slot intervals or creates a continuous flow.
            Options:
            • No - Events are packed continuously without regard to existing time slot structure
            • Yes - Events are kept within existing start time intervals (maintains your standard booking pattern)
            Use "Yes" when: You have standardized booking slots (e.g., appointments always start on the hour or half-hour) and want to maintain that structure.

            Step 4: Apply the Changes

            Click the Save button to apply the pack settings.
            The calendar will immediately reposition all selected events according to your configuration, starting from the first event's time and compressing subsequent events.

            How Pack Works: Behind the Scenes

            The Pack feature follows this logic:
            1. Anchors to first event: The first selected event stays in its original time slot
            2. Compresses subsequent events: All following events are repositioned to minimize gaps
            3. Maintains order: Events keep their original sequence
            4. Preserves duration: Each event's length remains unchanged
            5. Applies buffer: Adds your specified buffer time between each event
            6. Rounds if requested: Adjusts start times to your chosen interval
            The result is a more compact schedule that reduces idle time for your resource.

            Practical Examples

            Example 1: Eliminating Gaps After Cancellations

            Scenario: You had 8 consultations scheduled throughout the day, but 2 were cancelled, leaving 30-minute gaps.
            Solution:
            • Select all 6 remaining events
            • Click Pack
            • Set buffer to 0 minutes
            • Set rounding to No
            • The events compress together, eliminating the gaps

            Example 2: Adding Travel Time

            Scenario: You have 5 service appointments and need to add travel time between them.
            Solution:
            • Select all 5 appointments
            • Click Pack
            • Set buffer to 15 minutes (for travel)
            • Set rounding to 5 minutes (for cleaner scheduling)
            • Events are repositioned with consistent 15-minute travel buffers

            Example 3: Standardizing Appointment Times

            Scenario: You want all appointments to start at standard intervals (on the hour or half-hour).
            Solution:
            • Select your events
            • Click Pack
            • Set buffer to 0 minutes
            • Set rounding to 30 minutes
            • Set "Honour start intervals" to Yes
            • All events align to :00 or :30 start times

            Quick Setup

            Fastest pack for immediate compression:
            1. Select events (Ctrl/Cmd + Click or Shift + Click)
            2. Click Pack in Actions menu
            3. Set buffer to 0, rounding to No, intervals to No
            4. Click Save
            Events compress immediately with no gaps.

            Best Practices

            Consider buffer time realistically: Account for actual travel, setup, or cleanup time needed between events. Under-buffering can cause scheduling conflicts in practice.
            Use rounding for customer-facing schedules: Rounded times (15 or 30-minute intervals) look more professional to customers than odd times like 2:17 PM.
            Pack similar event types together: The Pack feature works best when events have similar characteristics (duration, location, type).
            Review after packing: Always check the resulting schedule to ensure it meets resource availability and doesn't conflict with breaks or business hours.

            Troubleshooting

            Q: I can't see the Pack option
            A: Ensure you have selected multiple events (at least 2) on a single resource. The Pack feature only appears when multiple events are selected.
            Q: Pack moved events outside business hours
            A: The Pack feature compresses events but doesn't automatically check business hours or availability. Review your packed schedule and adjust manually if needed. For more control, see How do I set business hours and holidays?.
            Q: Some events didn't move
            A: The first event in your selection acts as the anchor point. All subsequent events are repositioned relative to it. If you want different positioning, try selecting a different starting event.
            Q: Pack created overlaps with other events
            A: Pack only considers the selected events, not other events on the resource's calendar. Check for conflicts after packing and adjust as needed.
            For additional calendar optimization tools, see:

            Summary

            The Pack feature is a powerful tool for optimizing resource schedules by compressing multiple events to minimize gaps. By selecting events on a single resource and configuring buffer times, rounding intervals, and start time preferences, you can quickly create more efficient schedules. The feature maintains event order and duration while repositioning them closer together, making it ideal for schedule optimization after changes or for adding consistent buffer times between appointments.

            ? Common searches

            booking setup • calendar setup • appointment scheduling • booking configuration

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