In a school with limited teachers, having a generic one who will be treated manually would be great. Hence, there should be the possibility that the booking will be placed in awaiting status for that particular teacher.
Once the teacher has been found, the booking can be confirmed.
The solution to have either or for all the teachers seems to degrade the value of Amelia.
If I understood correctly - you want to have a generic teacher who will always be assigned to available appointments while other teachers are hidden from the front-end. Then, once a teacher agrees to take a booking, you'd edit the appointment and assign it to the real teacher.
If that's correct, I'm afraid it can't be done with Amelia. You would be able to hide the employees, so they aren't bookable from the front-end, but they would also be hidden from the back-end, so admins wouldn't be able to see these employees either.
You can, however, hide the teacher (employee) select box through the Customize section, so it's always random and then manually edit each appointment and assign it to a different teacher if needed.
I want the teachers to be very visible in the front end. But, there might be cases where even if the teacher is not available for that time (while the room is available), we would like to have this booking in awaiting status to be able to find somebody else in the meantime.
I thought this problem could be reached by creating a generic teacher (named, for instance, as the company). This teacher never confirms the bookings but always places them as awaiting status for later confirmation if possible.
Not sure if this can be done at the moment, but I think it would be a good feature for future releases.
Each teacher could decide whether he wants to confirm the booking automatically or put them in awaiting at the status that is on-off for the whole school.
1. You can first set the default appointment status in General Settings to "Pending". Then, in Settings/Appointment settings - enable the "Allow booking above maximum capacity". This way, even though the maximum capacity of the service is reached, people will still be able to book the appointment, and then the employee can choose who (s)he will approve for the appointment. All other customers, however, will be rejected once a certain customer is approved, but at least the teacher will see who booked, and they would be able to manually book them in another time slot.
2. You can create a new employee who will cover the same working hours, but Amelia sees this as a single employee, so if all real teachers are booked at the same time, and another customer books this appointment with a generic teacher, only that one customer will be able to book (unless you configure a service with a capacity above 1) the same time slot. If the service capacity is 1 and the generic teacher is booked, there will be no room for more.
Another option would be to create as many generic teachers as there are real teachers.
However you choose to approach this - it's not an elegant solution as it will require manual work to be done either way.
"However you choose to approach this - it's not an elegant solution as it will require manual work to be done either way."
Can it be translated as Amelia not being proper for schools?
In fact, I do not think so, as with very little implementation would. Just add the possibility for dependents to be able to offer their job in more than one location, and it is done (it doesn't seem to me a great deal of additional work). It is very common to have 2 locations, with a teacher working morning time in one and afternoon in the other one. This way, the system will create a much greater deal of flexibility
Surely, it is unconsiderable that a student cannot pick a teacher.
You can assign the same employee to multiple locations during their working hours. However, as soon as the employee is booked on Location 1, they are blocked on all other locations during that period. If they have predefined working periods, like Location 1 from 09:00 - 12:00, and then Location 2 from 13:00 - 17:00, that would suffice.
However from your description, I understood that you want a dummy employee that will take all bookings and you'd then manually assign them to available employees - that needs to be done manually as there's no automation in Amelia that'd help. Also, a dummy employee still represents one employee in the code, and there's no way a single dummy employee can take multiple bookings at the same time.
We have quite a lot of tutors and schools who use Amelia, but they have fixed schedules, so there's no availability unless specified in the employee's working hours.
I may have misunderstood your request, but I provided you with info based on it. If you had a different configuration in mind, please let me know.
I did not need a dummy teacher; it was just a workaround.
My situation is straightforward. A school has got rooms, not branches. In those rooms, there are different lessons with different teachers. It seems to me a very standard situation.
Maybe there is something I'm missing; if you have a school tutorial, maybe it could help.
If you have rooms - those could be used as resources shared between the employees who will be using those rooms. For example, if you have 4 physics teachers and a single physics cabinet, you'd create a resource for this room. The same would apply to all rooms.
You don't have to use resources if the teachers have shifts and they all have their rooms for teaching. So, if you have 50 rooms, and 100 teachers (50 per shift), you'd need to configure working hours for each teacher, so they cover their working hours.
Do you have any special requirements that would make these two approaches impossible?
If I understand correctly - a single room can be used for a single lesson at a time - for example, from 09:00 - 10:00 there are:
Piano Lesson in Room 1
Drums Lesson in Room 2
Guitar Lesson in Room 3
Guitar Lesson in Room 4
Guitar Lesson in Room 5
Voice Over in Room 6
Bass in Room 7
Do you have more than 7 employees?
If I understood the room capacity correctly, you basically have Guitar, Bass, Piano, and Voice/Singing Lessons available in all rooms, while Recording and Voice Over are only available in 2 rooms and drums are only available in five rooms.
So, you could have two resources:
A resource with a quantity of 5 shared between Guitar, Bass, Piano, Drums, and Voice/Singing Lessons
A resource with a quantity of 2 shared between Guitar, Bass, Piano, Voice/Singing Lessons, Recording, and Voice over
5 customers would be able to book different lessons for drums, guitar, bass, piano, and singing, while 2 customers would be able to book guitar, bass, piano, singing, recording, and voice-over.
I can't say for sure if these two resources would be in conflict because of the services they share and, if that's the case, we would need to approach this differently.
Another approach would be to create 7 employees and two locations.
Two employees would be assigned to the "Recording" location and would be providing recording room, Voice over, guitar, bass , piano voice lessons.
The other five employees would be assigned to the "Lessons" location and would be providing drums, guitar, bass, piano and singing lessons.
Please try out these two approaches and see if they work for you.
Could you send a screenshot of how to set it up? I really cannot understand how that would work.
I keep saying that a straightforward solution would be to allow multi-selection for dependents in different locations.
But I will not make any feature requests, as if people get used to the absurdity of locations without rooms, they will not vote for it. But Amelia could get way more customers with such little change, therefore you should do it.
P.S. A discount of 100% is always, regardless of the number, being equal to 0. It seems like your plugins think differently
The proposed solution with resources won't work since the resource with the quantity of 2 would block the availability for second resource (with the quantity of 5).
As mentioned before - You can assign the same employee to multiple locations during their working hours. However, as soon as the employee is booked on Location 1, they are blocked on all other locations during that period. If they have predefined working periods, like Location 1 from 09:00 - 12:00, and then Location 2 from 13:00 - 17:00, that would suffice.
However, services are assigned to employees, not locations, so there's no way to define two rooms that cover recordings and voice-overs but not drums. You would need specific employees assigned to these rooms and these services. For example:
So, in this case, this employee would cover all services except for drums in the two rooms where recordings and voice-overs can be held.
So, another employee would need to cover the remaining 5 rooms with drums, but without recording and voice-over sessions.
If you have professionals specifically assigned to recordings and voice-overs this could just work.
This system cannot really work, as the user should go looking in each location (which would not even be understandable as the location is 1) where that specific instructor is available. It is not possible.
As you might imagine, I've long considered it. I came to the conviction that the resources were the way, although (like the % with great numbers) it does not seem to work properly. So, I figured out that if resources were "and" function, the problem would be solved. In fact, I could not understand whether they are "and" or "or". They just do not seem to work or I have not got the slightest grasp on them
In attachment 1, You can find a resource with 3 pianos, which are applied in piano lesson service. However, there is a configuration mistake, as the dependent is only 1 (Hence, only 1 lesson could have been booked)
In the attachment 2-3-4-5, You can see that 4 piano lessons have been booked. This situation seems to break 2 resource rules. Only 1 instructor was assigned to the piano, and only 3 pianos were available.
Multiple appointments with a single employee should not happen in Amelia. If there was a single appointment with multiple customers I can understand that (either the service is a group service or the "Allow booking above maximum capacity" is enabled in the Appointment Settings) but this should not be possible.
Please provide me a temporary WP-admin (administrator) user for your site where this happens, so we could log in and take a look ‘from the inside’ as that’s the most efficient way to see and resolve the issue.
We do not interfere with any data or anything else except for the plugin (in case that’s a production version of the site), and of course, we do not provide login data to third parties.
You can write credentials here just check PRIVATE Reply so nobody can see them except us.
Thank you, Mauro, but can you please send me the URL where I can log in with those credentials as well?
Also, you posted the credentials in a public response, so I had to change it to a private one. When you send the login URL, make sure to enable the "PRIVATE" slider below the comment box.
I have my final verdict. It is not possible to manage dynamically the resources.
My structure:
5 rooms that can host all the lessons:
2 rooms (The studios) that can host al lessons except Drums
Results:
If we are lucky enough that the first booked lessons are drums, then we can use the studios for other lessons as planned. But if after 2 drum booking lessons, there are bass, a vox, and guitar booked lessons, the program will not be intelligent enough to consider that in studio B, it is still possible to have another lesson except drums and will deny the booking of other instruments.
As said from the beginning, the only possible solution is for the employee to be able to select more branches at a time. This will automatically solve the problem without touching any previous settings or troubleshooting existing setups and open up space for way more clients for your plugin. The best option would be to set rooms for each branch, which is the natural solution but probably more complex to realize.
If the developer does not consider those solutions (not through user voting), I will be forced to accept your refund, and that would be a pity for you and me.
I gotta tell you, I haven't had a brain teaser like this in a while, so I spent quite a lot of time thinking this over. I also sent this to our lead developer so he can take a look, but so far - here's what I did:
I removed all locations, and created the 7 services you cover and 9 employees, simply to have more people than services available to test this out. That is, of course, if all employees cover all services. So, I have this:
I then created two resources - one for drums, which has a quantity of "2" and is unique for the service "Drums" and another one for everything else, which has a quantity of "5" and is shared between everything except for the drums:
While this works in a perfect scenario, where there are 2 drums bookings, and everything else is mixed, I don't believe it's the end result you're expecting to see. Given that all rooms cover everything, but two rooms do not cover the drums, in a case when you don't have 2 drum sessions booked, you will have two empty rooms. These are the appointments I was able to book:
And there is no more availability for August 16th, at 09:00 because all 7 resources (rooms) are used up.
If I were to remove the resource for all other services, you'd see an overbooking because there'd be nothing stopping all 9 employees from being booked. I wasn't able to find another combination of resources.
I agree with you on the logic, but I don't believe it's possible to modify it at this time.
I'm going to have to wait for our developer to get back to me on this before I tell you exactly if we're going to be able to configure this or not.
I just realized I misconfigured the drums resource - it should've been 5, not two but the resources would be applied in the same manner, causing issues with the setup.
I'll get back to you as soon as I hear back from our developer.
The only way we can make this work is with two shared resources:
So, one with resource set to 7 is applied to all services and all employees, and the other resource's quantity is set to 5 and is applied only to Drums and all employees.
This would work in case you want to remove the Locations from the setup. Here's how my testing went:
7 appointments with everything but drums booked successfully:
This time slot is now blocked for all services, including Drums.
Then, 7 appointments were booked with 2 drums, 3 bass, and other mixed services:
This, again, leaves no available time slots after these 7 are booked.
And, finally, there are 5 bookings for drums and two for other services. Once I booked these 5 for drums, the Drums service would be blocked for that time slot, so only the remaining services could be booked:
So, configuring the resources like this resolves the issue about room availability and drums coverage but only if we were to ignore the rooms.
This leads to my next question - how important are rooms and employee selection in the booking process? Do customers need to select a room and an employee or can it work like this?
We understand how important it is to have flexibility with employee availability across multiple locations, and we genuinely tried to find a solution that would work for you. While we may not have the feature you’re looking for at the moment, I want to assure you that your feedback is invaluable and helps us improve.
If you feel that moving to another platform is the best course of action, I completely respect your decision. Please let us know how you would like to proceed with the refund, and we’ll make sure to process it swiftly.
I’m truly sorry that we couldn’t meet your expectations this time, but I hope we have the opportunity to serve you again in the future. If you have any further questions and if the refund is your final decision, please don’t hesitate to reach out.
Our team conducted a thorough investigation to find the best solution for the limitation you mentioned. However, reviewing the entire message history led to some confusion regarding specific limitations and your overall use case. In addition to the limitation related to drum lessons, our team also noticed an issue/limitation with piano lessons, which prevented them from providing a solution at this time. If you could provide a detailed explanation of your use case, including:
The number of employees,
The list of services offered,
Limitations for each service,
Whether a room schedule is necessary to track which lesson is in which room, etc.,
we would greatly appreciate it. We have a potential solution in mind that could be implemented in the plugin to accommodate your needs, but we need a clearer understanding of your use case before we can be sure.
Regarding the possibility of your developer implementing the required changes, we believe it would be extremely challenging, if not impossible. Modifying resources that are deeply integrated with the time slot logic is particularly complex. As for allowing employees to work across multiple locations, we do offer the option to select multiple locations within the same time slot. Once a booking is made for one location, the employee will automatically become unavailable at the other locations selected for that same time slot. We may not have fully understood this part, so any clarification would be greatly appreciated.
To have a perfect understanding on how we should continue with this, I have a couple of questions in regard to your request.
Is it mandatory for the client to choose between "Studio" or "Room" on the form? And is it required for them to select "Instructor" or "No Instructor"? For example, I noticed there’s only one "Piano Instructor," so if an instructor must be chosen, only one "Piano Lesson" can be booked at a time. Should the client have the option to book with or without an instructor?
We have a couple of more questions in regard to your use case.
When a client selects, for example, a guitar and an instructor, can they choose whether they want to be placed in a Studio or a Room, or does it not matter to them? I'm curious why there is a separate option for Studio and Room unless it's the only way to distinguish where drums can be accommodated.
Also, one more thing, we would like to let you know that even if the employee is not chosen on the front-end, it will randomly be assigned to that booking when the time slot is chosen and booked.
We want to clarify a couple of things regarding appointment bookings:
If the employee or location selection is hidden, appointments will be assigned randomly. This is because an appointment cannot be created without an employee, and it can only be created without a location if no locations are created or only one exists.
Additionally, we can limit the number of simultaneous appointments to 7, even if no location is specified.
Could you please confirm if employees are always required for your appointments? This will help us ensure the setup meets your needs.
In the meantime, we have reviewed all messages again to identify potential employees and services and clarify your setup. Based on your latest comments, it appears that the previously proposed solution, involving two shared resources, aligns with your requirements. This approach ensures that the studio service is blocked when the 7th lesson is booked, which matches your availability needs. Regarding the choice of an engineer for the studio session, we must emphasize that bookings cannot be made without an employee in Amelia. Therefore, each booking must include both the service and an employee. However, you can hide the employee selection from the booking form and configure the engineer selection with one of the two possible solutions we propose:
You can create this question using our Custom Fields feature, making it mandatory so customers can’t skip it. The answer will be shown in the appointment details.
You can split a single service into two separate services, with the engineer’s information included in the service title for better visibility. For example, “Studio Session with Engineer” and “Studio Session without Engineer.”
We are unsure whether you have one or two engineers, and additional setup may be required based on this information. Regarding the teachers, you will need to create them as employees also since their numbers also impact the availability in your school. Regarding the involvement of an external developer, we appreciate your willingness to explore this option. However, as mentioned in a previous message, integrating a custom solution involves significant risks. The developer may struggle to understand Amelia’s logic, and any updates to the plugin could potentially break the custom functionality. Additionally, we cannot guarantee the integration of a custom solution into the plugin, as external developers often do not consider the interconnected features within Amelia, potentially causing bugs and requiring further work on our part.We hope the proposed setup works for you. If that is not the case, please note that the last day to issue a refund would be next Friday. Please let us know if you need any further assistance.
I understand your request for a live call, but unfortunately, we don’t offer live support. Additionally, our team is currently assisting multiple customers, and dedicating time to a live session would mean prioritizing one case over others. I hope you can appreciate the need to balance our resources.
I want to assure you that several members of our team, including both support and developers, have thoroughly reviewed your ticket. Based on your use case, we’ve proposed a couple of solutions. Aleksandar was able to replicate your scenario using two shared resources. I’m curious if you’ve had a chance to try his suggested approach, and if so, whether it met your needs? His solution allows customers to select the service and the employee, while you would retain control over room assignments, as you mentioned. This setup also supports booking up to 7 lessons simultaneously, with the shared resources preventing other bookings even if additional employees are available.
In this configuration, you’d only need to set up services, employees, and resources—no need to configure locations. We’re confident that this approach aligns with your needs, and if you require engineers, that can be handled via Custom Fields, allowing customers to add an engineer if necessary.
Regarding your suggestions for modifying the plugin, while we appreciate the thought and effort you put into them, implementing these changes would require significant work on our end, including rewriting a large portion of the employee assignment logic. Our developers are currently engaged with ongoing projects, so while we’ve added your recommendations to our to-do list, I can’t promise when we’ll be able to address them.
We’ve put a lot of thought into finding a solution within Amelia’s current capabilities, and after careful consideration, it seems we’ve exhausted the available options. Please understand that Amelia’s design may differ from your initial expectations, and while we strive to offer flexibility, there are some limitations. If, after testing, you find that Amelia doesn’t meet your needs, we’ve extended your refund period to ensure fairness. As Aleksandar mentioned, our goal is your satisfaction, and if that’s not possible with our plugin, we completely understand.
Finally, I encourage you to test the proposed solution to see if it works for you. While we’ve done our best to replicate your scenario, the final decision rests with you.
Can you please elaborate on what you are referring to as calendar x-assiss, but resources in general cannot be shown anywhere but on the Amelia/Services/Resoruces page.
Please let me know if you have any other questions.
Hello,
In a school with limited teachers, having a generic one who will be treated manually would be great. Hence, there should be the possibility that the booking will be placed in awaiting status for that particular teacher.
Once the teacher has been found, the booking can be confirmed.
The solution to have either or for all the teachers seems to degrade the value of Amelia.
Best Regards
Hello Mauro.
If I understood correctly - you want to have a generic teacher who will always be assigned to available appointments while other teachers are hidden from the front-end. Then, once a teacher agrees to take a booking, you'd edit the appointment and assign it to the real teacher.
If that's correct, I'm afraid it can't be done with Amelia. You would be able to hide the employees, so they aren't bookable from the front-end, but they would also be hidden from the back-end, so admins wouldn't be able to see these employees either.
You can, however, hide the teacher (employee) select box through the Customize section, so it's always random and then manually edit each appointment and assign it to a different teacher if needed.
Kind Regards,
Aleksandar Vuković
[email protected]
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Hi Aleksandar,
Sorry if I was not clear.
I want the teachers to be very visible in the front end. But, there might be cases where even if the teacher is not available for that time (while the room is available), we would like to have this booking in awaiting status to be able to find somebody else in the meantime.
I thought this problem could be reached by creating a generic teacher (named, for instance, as the company). This teacher never confirms the bookings but always places them as awaiting status for later confirmation if possible.
Not sure if this can be done at the moment, but I think it would be a good feature for future releases.
Each teacher could decide whether he wants to confirm the booking automatically or put them in awaiting at the status that is on-off for the whole school.
Hopefully, I was clear enough.
Thank you for the info Mauro.
I see two ways of this happening.
1. You can first set the default appointment status in General Settings to "Pending". Then, in Settings/Appointment settings - enable the "Allow booking above maximum capacity". This way, even though the maximum capacity of the service is reached, people will still be able to book the appointment, and then the employee can choose who (s)he will approve for the appointment. All other customers, however, will be rejected once a certain customer is approved, but at least the teacher will see who booked, and they would be able to manually book them in another time slot.
2. You can create a new employee who will cover the same working hours, but Amelia sees this as a single employee, so if all real teachers are booked at the same time, and another customer books this appointment with a generic teacher, only that one customer will be able to book (unless you configure a service with a capacity above 1) the same time slot. If the service capacity is 1 and the generic teacher is booked, there will be no room for more.
Another option would be to create as many generic teachers as there are real teachers.
However you choose to approach this - it's not an elegant solution as it will require manual work to be done either way.
Kind Regards,
Aleksandar Vuković
[email protected]
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"However you choose to approach this - it's not an elegant solution as it will require manual work to be done either way."
Can it be translated as Amelia not being proper for schools?
In fact, I do not think so, as with very little implementation would. Just add the possibility for dependents to be able to offer their job in more than one location, and it is done (it doesn't seem to me a great deal of additional work). It is very common to have 2 locations, with a teacher working morning time in one and afternoon in the other one. This way, the system will create a much greater deal of flexibility
Surely, it is unconsiderable that a student cannot pick a teacher.
Hi again Mauro.
You can assign the same employee to multiple locations during their working hours. However, as soon as the employee is booked on Location 1, they are blocked on all other locations during that period. If they have predefined working periods, like Location 1 from 09:00 - 12:00, and then Location 2 from 13:00 - 17:00, that would suffice.
However from your description, I understood that you want a dummy employee that will take all bookings and you'd then manually assign them to available employees - that needs to be done manually as there's no automation in Amelia that'd help. Also, a dummy employee still represents one employee in the code, and there's no way a single dummy employee can take multiple bookings at the same time.
We have quite a lot of tutors and schools who use Amelia, but they have fixed schedules, so there's no availability unless specified in the employee's working hours.
I may have misunderstood your request, but I provided you with info based on it. If you had a different configuration in mind, please let me know.
Kind Regards,
Aleksandar Vuković
[email protected]
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Hi Aleksander,
I did not need a dummy teacher; it was just a workaround.
My situation is straightforward. A school has got rooms, not branches. In those rooms, there are different lessons with different teachers. It seems to me a very standard situation.
Maybe there is something I'm missing; if you have a school tutorial, maybe it could help.
Unfortunately, there are no similar tutorials.
If you have rooms - those could be used as resources shared between the employees who will be using those rooms. For example, if you have 4 physics teachers and a single physics cabinet, you'd create a resource for this room. The same would apply to all rooms.
You don't have to use resources if the teachers have shifts and they all have their rooms for teaching. So, if you have 50 rooms, and 100 teachers (50 per shift), you'd need to configure working hours for each teacher, so they cover their working hours.
Do you have any special requirements that would make these two approaches impossible?
Kind Regards,
Aleksandar Vuković
[email protected]
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I think so.
We have 7 rooms - 5 are good for drums, guitar, bass, piano and singing lessons
2 are good as recording room, Voice over, guitar, bass , piano voice lessons, but no drums lesson.
How to configure it
If I understand correctly - a single room can be used for a single lesson at a time - for example, from 09:00 - 10:00 there are:
Do you have more than 7 employees?
If I understood the room capacity correctly, you basically have Guitar, Bass, Piano, and Voice/Singing Lessons available in all rooms, while Recording and Voice Over are only available in 2 rooms and drums are only available in five rooms.
So, you could have two resources:
5 customers would be able to book different lessons for drums, guitar, bass, piano, and singing, while 2 customers would be able to book guitar, bass, piano, singing, recording, and voice-over.
I can't say for sure if these two resources would be in conflict because of the services they share and, if that's the case, we would need to approach this differently.
Another approach would be to create 7 employees and two locations.
Two employees would be assigned to the "Recording" location and would be providing recording room, Voice over, guitar, bass , piano voice lessons.
The other five employees would be assigned to the "Lessons" location and would be providing drums, guitar, bass, piano and singing lessons.
Please try out these two approaches and see if they work for you.
Kind Regards,
Aleksandar Vuković
[email protected]
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Yes, we have more than 7 free-lance.
Could you send a screenshot of how to set it up? I really cannot understand how that would work.
I keep saying that a straightforward solution would be to allow multi-selection for dependents in different locations.
But I will not make any feature requests, as if people get used to the absurdity of locations without rooms, they will not vote for it. But Amelia could get way more customers with such little change, therefore you should do it.
P.S. A discount of 100% is always, regardless of the number, being equal to 0. It seems like your plugins think differently
Hi again Mauro.
The proposed solution with resources won't work since the resource with the quantity of 2 would block the availability for second resource (with the quantity of 5).
As mentioned before - You can assign the same employee to multiple locations during their working hours. However, as soon as the employee is booked on Location 1, they are blocked on all other locations during that period. If they have predefined working periods, like Location 1 from 09:00 - 12:00, and then Location 2 from 13:00 - 17:00, that would suffice.
However, services are assigned to employees, not locations, so there's no way to define two rooms that cover recordings and voice-overs but not drums. You would need specific employees assigned to these rooms and these services. For example:
So, in this case, this employee would cover all services except for drums in the two rooms where recordings and voice-overs can be held.
So, another employee would need to cover the remaining 5 rooms with drums, but without recording and voice-over sessions.
If you have professionals specifically assigned to recordings and voice-overs this could just work.
Kind Regards,
Aleksandar Vuković
[email protected]
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This system cannot really work, as the user should go looking in each location (which would not even be understandable as the location is 1) where that specific instructor is available. It is not possible.
As you might imagine, I've long considered it. I came to the conviction that the resources were the way, although (like the % with great numbers) it does not seem to work properly. So, I figured out that if resources were "and" function, the problem would be solved. In fact, I could not understand whether they are "and" or "or". They just do not seem to work or I have not got the slightest grasp on them
In attachment 1, You can find a resource with 3 pianos, which are applied in piano lesson service. However, there is a configuration mistake, as the dependent is only 1 (Hence, only 1 lesson could have been booked)
In the attachment 2-3-4-5, You can see that 4 piano lessons have been booked. This situation seems to break 2 resource rules. Only 1 instructor was assigned to the piano, and only 3 pianos were available.
Please, keep on advising
Attached files: Amelia 1.png
Amelia 5.png
Amelia 4.png
Amelia 3.png
This should not be possible, Mauro
Multiple appointments with a single employee should not happen in Amelia. If there was a single appointment with multiple customers I can understand that (either the service is a group service or the "Allow booking above maximum capacity" is enabled in the Appointment Settings) but this should not be possible.
Please provide me a temporary WP-admin (administrator) user for your site where this happens, so we could log in and take a look ‘from the inside’ as that’s the most efficient way to see and resolve the issue.
We do not interfere with any data or anything else except for the plugin (in case that’s a production version of the site), and of course, we do not provide login data to third parties.
You can write credentials here just check PRIVATE Reply so nobody can see them except us.
Kind Regards,
Aleksandar Vuković
[email protected]
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Thank you, Mauro, but can you please send me the URL where I can log in with those credentials as well?
Also, you posted the credentials in a public response, so I had to change it to a private one. When you send the login URL, make sure to enable the "PRIVATE" slider below the comment box.
Kind Regards,
Aleksandar Vuković
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HI,
I don't understand what your question is: what should I send you?
Hi again Mauro.
I received the credentials, but I don't see your website's URL, so I don't have where to log in with them.
Please send me your website's URL, and I should be able to log in with the credentials you sent.
Kind Regards,
Aleksandar Vuković
[email protected]
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My bad. I can have no more....
www.arte58studios.com
Hi Aleksander,
I have my final verdict. It is not possible to manage dynamically the resources.
My structure:
5 rooms that can host all the lessons:
2 rooms (The studios) that can host al lessons except Drums
Results:
If we are lucky enough that the first booked lessons are drums, then we can use the studios for other lessons as planned. But if after 2 drum booking lessons, there are bass, a vox, and guitar booked lessons, the program will not be intelligent enough to consider that in studio B, it is still possible to have another lesson except drums and will deny the booking of other instruments.
As said from the beginning, the only possible solution is for the employee to be able to select more branches at a time. This will automatically solve the problem without touching any previous settings or troubleshooting existing setups and open up space for way more clients for your plugin. The best option would be to set rooms for each branch, which is the natural solution but probably more complex to realize.
If the developer does not consider those solutions (not through user voting), I will be forced to accept your refund, and that would be a pity for you and me.
Thank you for all the effort
Hey Mauro
I gotta tell you, I haven't had a brain teaser like this in a while, so I spent quite a lot of time thinking this over. I also sent this to our lead developer so he can take a look, but so far - here's what I did:
I removed all locations, and created the 7 services you cover and 9 employees, simply to have more people than services available to test this out. That is, of course, if all employees cover all services. So, I have this:
I then created two resources - one for drums, which has a quantity of "2" and is unique for the service "Drums" and another one for everything else, which has a quantity of "5" and is shared between everything except for the drums:
While this works in a perfect scenario, where there are 2 drums bookings, and everything else is mixed, I don't believe it's the end result you're expecting to see. Given that all rooms cover everything, but two rooms do not cover the drums, in a case when you don't have 2 drum sessions booked, you will have two empty rooms. These are the appointments I was able to book:
And there is no more availability for August 16th, at 09:00 because all 7 resources (rooms) are used up.
If I were to remove the resource for all other services, you'd see an overbooking because there'd be nothing stopping all 9 employees from being booked. I wasn't able to find another combination of resources.
I agree with you on the logic, but I don't believe it's possible to modify it at this time.
I'm going to have to wait for our developer to get back to me on this before I tell you exactly if we're going to be able to configure this or not.
Kind Regards,
Aleksandar Vuković
[email protected]
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I just realized I misconfigured the drums resource - it should've been 5, not two but the resources would be applied in the same manner, causing issues with the setup.
I'll get back to you as soon as I hear back from our developer.
Kind Regards,
Aleksandar Vuković
[email protected]
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Hi again Mauro.
The only way we can make this work is with two shared resources:
So, one with resource set to 7 is applied to all services and all employees, and the other resource's quantity is set to 5 and is applied only to Drums and all employees.
This would work in case you want to remove the Locations from the setup. Here's how my testing went:
7 appointments with everything but drums booked successfully:
This time slot is now blocked for all services, including Drums.
Then, 7 appointments were booked with 2 drums, 3 bass, and other mixed services:
This, again, leaves no available time slots after these 7 are booked.
And, finally, there are 5 bookings for drums and two for other services. Once I booked these 5 for drums, the Drums service would be blocked for that time slot, so only the remaining services could be booked:
So, configuring the resources like this resolves the issue about room availability and drums coverage but only if we were to ignore the rooms.
This leads to my next question - how important are rooms and employee selection in the booking process? Do customers need to select a room and an employee or can it work like this?
Kind Regards,
Aleksandar Vuković
[email protected]
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Hi again Mauro.
We understand how important it is to have flexibility with employee availability across multiple locations, and we genuinely tried to find a solution that would work for you. While we may not have the feature you’re looking for at the moment, I want to assure you that your feedback is invaluable and helps us improve.
If you feel that moving to another platform is the best course of action, I completely respect your decision. Please let us know how you would like to proceed with the refund, and we’ll make sure to process it swiftly.
I’m truly sorry that we couldn’t meet your expectations this time, but I hope we have the opportunity to serve you again in the future. If you have any further questions and if the refund is your final decision, please don’t hesitate to reach out.
Kind Regards,
Aleksandar Vuković
[email protected]
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Hello Mauro,
Thank you for providing us with an update on this.
As Aleksandar is out of the office, I will fill in for him.
Our developers will take a look into this tomorrow to think further about how this could be implemented and what the next step would be.
I want to thank you for your patience.
I will provide you with an update on this as soon as possible.
Kind Regards,
Uros Jovanovic
[email protected]
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Hi Mauro,
Our team conducted a thorough investigation to find the best solution for the limitation you mentioned. However, reviewing the entire message history led to some confusion regarding specific limitations and your overall use case. In addition to the limitation related to drum lessons, our team also noticed an issue/limitation with piano lessons, which prevented them from providing a solution at this time.
If you could provide a detailed explanation of your use case, including:
we would greatly appreciate it. We have a potential solution in mind that could be implemented in the plugin to accommodate your needs, but we need a clearer understanding of your use case before we can be sure.
Regarding the possibility of your developer implementing the required changes, we believe it would be extremely challenging, if not impossible. Modifying resources that are deeply integrated with the time slot logic is particularly complex. As for allowing employees to work across multiple locations, we do offer the option to select multiple locations within the same time slot. Once a booking is made for one location, the employee will automatically become unavailable at the other locations selected for that same time slot. We may not have fully understood this part, so any clarification would be greatly appreciated.
Kind Regards,
Uros Jovanovic
[email protected]
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Hello Mauro,
Thank you for your explanation.
I will have this passed onto our management and will let you know on what the next step would be.
I appreciate your patience.
Kind Regards,
Uros Jovanovic
[email protected]
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Hello Mauro,
Thank you for your patience.
To have a perfect understanding on how we should continue with this, I have a couple of questions in regard to your request.
Is it mandatory for the client to choose between "Studio" or "Room" on the form? And is it required for them to select "Instructor" or "No Instructor"? For example, I noticed there’s only one "Piano Instructor," so if an instructor must be chosen, only one "Piano Lesson" can be booked at a time. Should the client have the option to book with or without an instructor?
We are looking forward to your reply.
Kind Regards,
Uros Jovanovic
[email protected]
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Hello Mauro,
Thank you for the update on this.
We have a couple of more questions in regard to your use case.
When a client selects, for example, a guitar and an instructor, can they choose whether they want to be placed in a Studio or a Room, or does it not matter to them? I'm curious why there is a separate option for Studio and Room unless it's the only way to distinguish where drums can be accommodated.
Also, one more thing, we would like to let you know that even if the employee is not chosen on the front-end, it will randomly be assigned to that booking when the time slot is chosen and booked.
We are looking forward to your update on this.
Kind Regards,
Uros Jovanovic
[email protected]
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Hello Mauro,
We want to clarify a couple of things regarding appointment bookings:
Could you please confirm if employees are always required for your appointments? This will help us ensure the setup meets your needs.
Kind Regards,
Uros Jovanovic
[email protected]
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Hello Mauro,
In the meantime, we have reviewed all messages again to identify potential employees and services and clarify your setup. Based on your latest comments, it appears that the previously proposed solution, involving two shared resources, aligns with your requirements. This approach ensures that the studio service is blocked when the 7th lesson is booked, which matches your availability needs.
Regarding the choice of an engineer for the studio session, we must emphasize that bookings cannot be made without an employee in Amelia. Therefore, each booking must include both the service and an employee. However, you can hide the employee selection from the booking form and configure the engineer selection with one of the two possible solutions we propose:
We are unsure whether you have one or two engineers, and additional setup may be required based on this information. Regarding the teachers, you will need to create them as employees also since their numbers also impact the availability in your school.
Regarding the involvement of an external developer, we appreciate your willingness to explore this option. However, as mentioned in a previous message, integrating a custom solution involves significant risks. The developer may struggle to understand Amelia’s logic, and any updates to the plugin could potentially break the custom functionality. Additionally, we cannot guarantee the integration of a custom solution into the plugin, as external developers often do not consider the interconnected features within Amelia, potentially causing bugs and requiring further work on our part.We hope the proposed setup works for you. If that is not the case, please note that the last day to issue a refund would be next Friday.
Please let us know if you need any further assistance.
Kind Regards,
Uros Jovanovic
[email protected]
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Hi Mauro,
I understand your request for a live call, but unfortunately, we don’t offer live support. Additionally, our team is currently assisting multiple customers, and dedicating time to a live session would mean prioritizing one case over others. I hope you can appreciate the need to balance our resources.
I want to assure you that several members of our team, including both support and developers, have thoroughly reviewed your ticket. Based on your use case, we’ve proposed a couple of solutions. Aleksandar was able to replicate your scenario using two shared resources. I’m curious if you’ve had a chance to try his suggested approach, and if so, whether it met your needs? His solution allows customers to select the service and the employee, while you would retain control over room assignments, as you mentioned. This setup also supports booking up to 7 lessons simultaneously, with the shared resources preventing other bookings even if additional employees are available.
In this configuration, you’d only need to set up services, employees, and resources—no need to configure locations. We’re confident that this approach aligns with your needs, and if you require engineers, that can be handled via Custom Fields, allowing customers to add an engineer if necessary.
Regarding your suggestions for modifying the plugin, while we appreciate the thought and effort you put into them, implementing these changes would require significant work on our end, including rewriting a large portion of the employee assignment logic. Our developers are currently engaged with ongoing projects, so while we’ve added your recommendations to our to-do list, I can’t promise when we’ll be able to address them.
We’ve put a lot of thought into finding a solution within Amelia’s current capabilities, and after careful consideration, it seems we’ve exhausted the available options. Please understand that Amelia’s design may differ from your initial expectations, and while we strive to offer flexibility, there are some limitations. If, after testing, you find that Amelia doesn’t meet your needs, we’ve extended your refund period to ensure fairness. As Aleksandar mentioned, our goal is your satisfaction, and if that’s not possible with our plugin, we completely understand.
Finally, I encourage you to test the proposed solution to see if it works for you. While we’ve done our best to replicate your scenario, the final decision rests with you.
Kind Regards,
Uros Jovanovic
[email protected]
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Hello Mauro,
Thank you for the update on this.
Do not worry about the refund period, we have further extended it, just keep us updated on how it goes.
Looking forward to hearing from you.
Kind Regards,
Uros Jovanovic
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Hello Mauro,
Thank you for the update on this.
Can you please elaborate on what you are referring to as calendar x-assiss, but resources in general cannot be shown anywhere but on the Amelia/Services/Resoruces page.
Please let me know if you have any other questions.
Kind Regards,
Uros Jovanovic
[email protected]
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