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Dive Scheduler & the Timetable

Build the recurring departure timetable for your vessels, decide which dive products are sold on each trip, and override a single date without disturbing the base schedule.

The Dive Scheduler is where you build the timetable your boats run to. You create departures on a vessel — a time, a repeat pattern and a capacity — then add offerings to say which dive products are sold on each trip. A single date can be changed without touching the base schedule: move the time, swap the vessel, adjust capacity or cancel that day only.

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The base schedule and the exceptions

There are two layers, and keeping them separate is what stops a one-off change becoming a permanent one:

  • The base schedule — the departures you normally run. An 08:00 and a 14:00 on each boat, most days.
  • Per-date overrides — what is different about one particular day. A later start because of weather, a swapped vessel, a reduced capacity, or a cancellation.

An overridden date is marked as Overridden so the exception is visible rather than silently baked in.

Departures and offerings

A departure is the boat leaving. An offering is a product sold on it. One departure can carry several offerings at different prices — a scuba dive and a free dive on the same trip — and they all draw seats from the same hull.

One trip, one departure

Never model the same physical trip twice to sell two products. Each copy gets its own seat pool and the boat is oversold. Create one departure and add each product as an offering.

Common Tasks

How to Create a Recurring Departure (add departure, schedule a trip, timetable, recurring dive)

Set up a trip that runs regularly.

Required permission: Dive operations write

  1. Go to Dive Scheduler in the left sidebar
  2. Choose the vessel
  3. Add a departure with its start time and the time the boat is back
  4. Set which days of the week it runs
  5. Set the capacity, or leave it to inherit the vessel’s own capacity
  6. Save

Result: The departure appears on the timetable for every matching date and can be booked onto.

Note: A departure must say when the boat is back, not only when it leaves. Without a return time the vessel looks free for the rest of the day and can be double-booked.

How to Choose What Is Sold on a Trip (add offering, which dives on this trip, sell a product on a departure, trip price)

Offerings decide which products guests can book onto a departure, and at what price.

Required permission: Dive operations write

  1. Go to Dive Scheduler and open the departure
  2. Add each dive product that is sellable on that trip as an offering
  3. Set a price override on an offering where it should differ from the product’s normal price
  4. Save

Result: Guests can book any of those products onto the departure, all drawing from the same seat pool.

Note: A sunset premium is a price override on the offering, not a separate departure. Same boat, same seats, different price.

How to Change a Single Date (override one day, change time for one date, weather delay, per-date override)

Adjust one day without disturbing the pattern.

Required permission: Dive operations write

  1. Go to Dive Scheduler and navigate to the date
  2. Open the departure for that day
  3. Change the time, the vessel, or the capacity for this date only
  4. Save

Result: Only that date changes. Confirmations read Departure time updated for this date or Capacity updated for this date, and the date is marked Overridden.

Note: Use this for weather, maintenance and one-off charters. Editing the base schedule instead would change every future occurrence.

How to Cancel a Departure for One Day (cancel trip, boat not sailing, weather cancellation)

Take a trip off for a single date.

Required permission: Dive operations write

  1. Go to Dive Scheduler and navigate to the date
  2. Cancel the departure for that date

Result: The departure is cancelled for that day only and shows as CANCELLED. A confirmation reads Departure cancelled for this date.

Note: Check the manifest first. Guests already booked on it need moving to another departure — cancelling does not rebook them.

How to Undo an Override (restore schedule, remove override, back to normal)

Return an overridden date to what the base schedule says.

  1. Go to Dive Scheduler and navigate to the overridden date
  2. Restore the base schedule for that departure

Result: The date follows the base schedule again. A confirmation reads Base schedule restored.

How to Add a One-Off Departure (extra trip, charter, one-off dive, special departure)

Run an extra trip that is not part of the regular timetable.

Required permission: Dive operations write

  1. Go to Dive Scheduler and navigate to the date
  2. Add a departure for that specific date rather than a recurring pattern
  3. Set its time, return time and capacity
  4. Add the offerings that can be sold on it

Result: The extra departure exists on that date only and can be booked like any other.

Note: Delete a one-off departure rather than cancelling it if it was created in error — a confirmation reads One-off departure deleted.

How to Move a Departure to a Different Vessel (swap boat, change vessel, boat out of service)

Put a trip on a different boat, usually because the scheduled one is unavailable.

Required permission: Dive operations write

  1. Go to Dive Scheduler and find the departure on the date
  2. Move it to the other vessel
  3. Check the capacity — the new vessel may hold fewer divers

Result: The departure and its bookings move to the new vessel. A confirmation reads Departure moved.

Note: If the replacement boat is smaller, some guests may need moving to another trip. Check the manifest on the Dive Board after moving.

Related

Troubleshooting

A dive product cannot be booked even though the boat is sailing

Cause: The product is not offered on that departure. A departure with no matching offering has nothing to sell.

Fix: Open the departure in the Dive Scheduler and add the product as an offering. Without one, a guest can buy a seat on a trip that is not selling their dive.

A boat is oversold

Cause: The same trip exists as two departures — usually one per product — so each has its own seat pool.

Fix: Consolidate to one departure with two offerings. Seats then pool at the hull, which is the only real constraint.

Changing one day changed every day

Cause: The base schedule was edited rather than an override created.

Fix: Navigate to the specific date and change it there — the confirmation should say for this date. If the base schedule was changed by mistake, edit it back and then apply a per-date override.

A vessel appears free when it is actually out on a trip

Cause: The departure has no return time.

Fix: Set when the boat is back on the departure. Without it the vessel looks available immediately after leaving and can be scheduled twice.

Guests are still booked on a cancelled departure

Cause: Cancelling a departure does not move its bookings.

Fix: Open the Dive Board and drag the affected guests to another departure, or contact them. Check the manifest before cancelling rather than after.