Morning Agenda Review & Staff Assignment
Quick path: Agenda → Today → Review participant counts → Open session for details
What this helps you do
Section titled “What this helps you do”Before your first session of the day, you need a clear picture of what’s happening: how many people are booked, which instructors are on which sessions, and whether anything needs a last-minute change. The Agenda gives you four different views to do this — pick the one that fits your operation best.
Before you start
Section titled “Before you start”- At least one session exists for today (Planning > Activities)
- Your staff members are created and linked to the correct Activity Calendars (Resources > Staff)
- You know your team’s availability for the day (who’s in, who’s off)
1. Open the Agenda
Section titled “1. Open the Agenda”Click Planning in the left sidebar, then select the Activities tab. The Activity Agenda loads showing the current week.
2. Navigate to today
Section titled “2. Navigate to today”If the Agenda isn’t showing today, click the Today button in the header bar. The view jumps to the current day so you can see all of today’s sessions at a glance.
3. Pick your preferred view
Section titled “3. Pick your preferred view”Click the view dropdown in the top-left corner (it shows the current view name, e.g. “Activities”). Choose the view that works best for your morning check:
| View | Y-axis | Best for |
|---|---|---|
| Activities | Activity Calendars | Seeing all sessions grouped by activity type |
| Staff - 7D Vertical | Staff members | Checking each instructor’s workload at a glance |
| Staff - 7D Horizontal | Staff members (wider blocks) | Reading more session detail without clicking |
| Details & Trips | Trips > Sessions | Dive/boat operations — reviewing who’s on which departure |
Tip: The Staff - 7D Vertical view is usually the fastest for a morning check. Each row is one instructor — you can see at a glance who has sessions and who’s free.
4. Review participant counts
Section titled “4. Review participant counts”Look at the capacity indicator on each session block (e.g. 3/8 means 3 participants booked out of 8 spots). Check for:
- Sessions with 0 participants — consider cancelling or merging
- Nearly full sessions — might need a second instructor
- Overfilled sessions — check if max capacity needs adjusting
5. Open a session to check details
Section titled “5. Open a session to check details”Click the three-dot menu (⋮) on any session block, then select Open Session. The Edit Session modal shows full details: participant list, assigned staff, internal notes, and scheduling info.
6. Assign or reassign staff
Section titled “6. Assign or reassign staff”Scroll down to the Staff section in the Edit Session modal. Use the dropdown to assign an instructor:
- To assign: Click the staff dropdown and select an instructor. Their name appears as a tag.
- To add a second instructor: Select another name from the same dropdown.
- To remove: Click the x on the staff member’s name tag.
Watch out: The staff dropdown only shows instructors who are linked to the session’s Activity Calendar. If someone is missing, go to Resources > Staff, edit their profile, and add the calendar under the activity information section.
7. Handle a double-booked instructor
Section titled “7. Handle a double-booked instructor”If you spot the same instructor assigned to two overlapping sessions:
- Open one of the conflicting sessions (⋮ > Open Session)
- In the Staff section, remove the double-booked instructor by clicking the x on their name
- Select a different available instructor from the dropdown
- Click Save to confirm the change
Tip: Use the Staff - 7D Vertical view to spot conflicts visually — if an instructor has two session blocks overlapping in their row, they’re double-booked.
8. Save your changes
Section titled “8. Save your changes”After making adjustments in the Edit Session modal, click Save at the bottom-right. The modal closes and the Agenda updates to reflect the new assignment.
What should happen next
Section titled “What should happen next”- Each session shows its assigned instructor(s) on the Agenda block
- The Staff - 7D Vertical view shows each instructor’s sessions in their row with no overlaps
- Participant counts are visible on every session block
- Your team knows who’s doing what for the day
Common mistakes
Section titled “Common mistakes”| Mistake | Why it happens | Fix |
|---|---|---|
| ”Instructor not in the dropdown” | Staff member isn’t linked to the session’s Activity Calendar | Edit the staff profile in Resources > Staff and add the calendar |
| ”I moved a session by accident” | Drag-and-drop is always active on the Agenda | Drag it back to the original spot, or open the session and fix the time manually. There’s no undo. |
| ”Two instructors on the same session” | Multiple staff were selected in the dropdown | Open the session and remove the extra instructor by clicking x on their name |
If it still doesn’t work
Section titled “If it still doesn’t work”- Make sure the session date matches the day you’re viewing — use the Today button to jump back
- Check that the staff member has no Time-Off blocking the date (visible as a gray block in Staff views)
- Contact Bloowatch Support via the chat widget (bottom-right corner)
