Weekly schedule & slots

Each room has its own weekly schedule: for every day of the week, the times a group can start. MyEscapeRoom turns that schedule into slots (sessions) for the weeks ahead, and keeps adding new days as time passes. A slot is one booking: a group takes the whole room for that session.

Everyone on the team can open the schedule. Only an owner or an admin can change it; a host sees it read-only.

Create your first schedule#

This walkthrough sets up a room that runs three evening sessions on weekdays and six sessions on weekends. Use your own times.

1. Check the room's slot length

   Open Dashboard→Operate→Rooms and look at the room's details. Two numbers matter. The game duration is how long the game runs. The slot length is the game plus the reset before the next group. Two start times on the same day must be at least one slot length apart. For a 60-minute game with a 15-minute reset, the slot length is 75 minutes, so starts at 18:00 and 19:15 are fine and 18:00 and 19:00 are not.

   You set both numbers when you add the room. See Rooms.

2. Open the Schedule page and pick the room

   Go to Dashboard→Operate→Schedule. Choose the room in the Room menu at the top right. Right after you add a room, the Set up the schedule button on its confirmation page brings you here with that room already chosen.

   

   

3. Add start times to a day

   In the Weekly schedule panel, every weekday has its own row. A day with no times says Closed. Pick a time in the field on the row and choose Add (or press Enter). The time appears as a chip. Add as many as the room runs that day. To take a time away again, use the cross on its chip.

   Times are the venue's own clock, whatever time zone you are in. The panel says which one, for example "Brussels time".

4. Copy a day to other days

   Once a day has times, two shortcuts appear on its row: Copy to weekdays gives Monday to Friday the same times, and Copy to weekend gives Saturday and Sunday the same times. Other days keep what they had. Build one weekday, copy it to the weekdays, then build one weekend day and copy it to the weekend.

5. Fix any overlap

   A start time that is too close to another one turns red, and a message says which times overlap. You cannot save until it is fixed.

6. Choose when it starts and save

   Takes effect from is today by default. Choose Save schedule. The count next to the button tells you how many sessions a week the schedule has.

   MyEscapeRoom creates the slots straight away. A message such as "Schedule saved. 42 sessions added." confirms it.

   

   

7. Check the calendar

   Scroll to the Calendar panel at the bottom of the page. It lists the week's sessions: day, time, and status. Use Next week to look ahead. If it looks right, players can book those sessions as soon as your venue is live.

   

   

How slots are created#

You never create slots by hand for a normal week. The schedule does it:

• When you save, change or discard something on the schedule, the room's slots are updated in the same step.
• Every hour, MyEscapeRoom rolls the room forward, so there are always the same number of days of slots open. That number is the booking window. It is 84 days (12 weeks) until you change it.
• A time that does not exist on a day, because the clocks skip it when summer time starts, creates no slot that day.

Sessions last as long as the room's game duration. Only the start time comes from the schedule.

What changing the schedule does to existing slots#

Saving a new weekly schedule only touches free slots that have not started yet. A slot that someone has booked, is paying for right now, that is a walk-in or that you locked is never moved, resized or deleted by the schedule.

If a booked slot no longer matches the schedule, a Needs your attention notice appears on the Schedule page. It lists the session, says why ("is no longer in the schedule", "is on a day the room is closed", or that it overlaps a session that could not be created) and leaves it for you to settle with the guests. Nothing is cancelled for you.

Changing the schedule later#

You can save a new weekly schedule at any time. Takes effect from decides when it starts:

• From today: the new times replace the current ones for all days from now on.
• From a later date: the current schedule keeps running until then. Saving "from 1 November" does not touch October. The change shows up under Planned changes, with a Discard button to cancel it before it starts.

The schedule that is in effect today cannot be discarded. To stop a room from having sessions, save an empty week (no times on any day).

The weekly calendar of slots#

The Calendar panel on the Schedule page shows one week at a time, starting on Monday, at the venue's time. Use Previous week and Next week to move around; you can look up to 13 weeks ahead. Each row has:

• The day, with a Special label when a special schedule covers it.
• The start and end time.
• A status: Free, Held, Booked, Walk-in, Locked or Blocked. A One-off label means you added that session by hand.

Click a row to open the slot's ticket with its details. The bookings guide explains the ticket and the statuses.

Times: 12-hour or 24-hour#

Every time in the dashboard is the venue's local time. The venue's time zone follows from its address. How the time is written, 19:30 or 7:30 PM, is a personal preference that an owner sets under Your preferences on the Settings page; it follows them to every venue. For now only owners can set it, so admins and hosts see the default, 24-hour.

Add or remove a single session#

Add a one-off session#

For an extra session on one day that is not in the weekly schedule, use the form at the bottom of the Calendar panel.

1. Pick the day and start time

   Fill in One-off session: day and One-off session: start time.

2. Add it

   Choose Add session. The new slot appears in the list with a One-off label. It survives later changes of the weekly schedule.

A one-off cannot overlap another session, cannot be in the past, cannot be on a closed day, and can be at most a year ahead. Adding a one-off at the time of a blocked slot opens it again.

Remove a session#

A free or blocked session that has not started has a Remove button. The schedule will not put it back. A slot someone has booked or is paying for cannot be removed; cancel the booking first if that is what you need (see cancellations).

Delete a whole week of free sessions#

Delete all sessions this week removes every free session in the week you are looking at, after a confirmation. Booked, held, walk-in and locked sessions stay. This only appears when the week has something to remove.

Who sees the slots#

A player is offered a slot only when all of these are true:

• It is free (not booked, held, blocked, locked or a walk-in).
• It has not started yet.
• Your venue is live.
• It is inside the booking window.
• If you turned on the staffing rule: a host has said they can work it, or it is far enough ahead for the rule not to apply.

The same rules apply to your booking widget and the API. On the dashboard you always see every slot, including the ones players cannot see.

Troubleshooting#

• "Some start times are too close together for the room's length." Two starts on a day are less than one slot length apart. Move one, or shorten the slot length on the room.
• "A schedule can only take effect from today on." Choose today or a later date in Takes effect from.
• I cannot raise the room's slot length. It is refused while the current or a planned schedule would then have starts too close together. Adjust the schedule first.
• "Someone has that session. Only a free session can be removed." The slot is booked or being booked.
• I do not see the controls. Only owners and admins can edit the schedule. As a host you can read it.

Related#

• Special schedules & closures: a different week for the holidays, and days you are closed.
• Booking window: how far ahead players can book.
• Host availability & staffing: who works the sessions.
• Rooms: game duration and slot length.