How to Schedule Wrap, Tint, and PPF Installs in Wraptor Without Double-Booking a Bay

To stop double-booking a bay, book every install against a specific bay and the installers doing it, and let the calendar refuse anything that overlaps either one. In Wraptor that happens in Scheduling → Calendar: each booking carries a job, an Install Bay, and a Crew, and every save checks the bay and each installer before it lands, with an Allow overlapping bookings checkbox for the times you mean to stack work. Same-day tint goes in as a few-hour block or an exact-time online slot; multi-day PPF and wrap installs go in with the Duration buttons or as date requests you confirm.

The short version

• •Book the bay and the installer, not just the day. A calendar that only knows dates can't warn you the PPF bay is taken until the car is in the lot.
• •Let the software say no. Wraptor blocks a booking when its bay or any installer on it is already booked, and names which one clashed.
• •Overrides are one save at a time. Allow overlapping bookings applies to the save you're making and starts unticked every time.
• •Size the block to the trade. Tint fits a 4-hour block or an exact-time online slot; PPF and full wraps take the 1d to 5d Duration buttons or a date request.
• •Your installer sees it on their phone. Crew on a booking see it under Today in My Jobs, with the time and the bay.
• •Customer reminders go out by email. Appointment reminder, on by default, covers online bookings and scheduled installs; Wraptor doesn't text customers today.

Why mixed shops double-book

A shop that does wraps, tint, and PPF runs three rhythms through the same bays: tint is in and out in a few hours, a PPF full body ties up a bay for days, and a wrap's install date waits on print and lamination. Double-bookings come from tools that track dates but not bays, from one installer booked in two bays at once, and from online booking that offers a slot the shop can't honor.

Bottom line: every booking should carry when, which bay, and which installers, and something should check all three on every save.

Set up bays, hours, and installers once

1. 1.Add your bays. Open Shop → Bays (the Bay control center) and click Add bay. Set Bay name, Color, Location, Description, and Capabilities (comma-separated, such as "tint, PPF"). Managing bays needs the Settings permission.
2. 2.Set your open hours. Open Scheduling → Services & hours, set Shop timezone, each weekday's hours, and any Closed dates under Shop availability, then press Save scheduling. Bay utilization and capacity are measured against these hours.
3. 3.Add your installers. Open Shop → Team → Members, click Add Member, pick the Installer role, and enter an email to send an invite. Leave the email blank for someone you only schedule: they appear in the Crew picker without a login. Wraptor Starter includes two seats; Wraptor Shop is unlimited. Details are in the Team manual.

Book an install into a bay with a crew

The Wraptor calendar gives you two ways in.

Fastest: the Unscheduled panel

1. 1.Open Scheduling → Calendar. The Unscheduled panel lists jobs ready to schedule with no booking yet, sorted by priority, then due date.
2. 2.Click Schedule on the job.
3. 3.Pick the bay (or No bay), the date, and a start time (8:00 am unless you change it), then a length: 4h, 8h, or 2 days.
4. 4.Tick the Crew. The first person you tick is the lead.
5. 5.Click Schedule. The job drops off the list.

The bay, date, time, and length stay picked for the next job, so a morning of tint bookings goes quickly.

Exact times: Day view

1. 1.Switch to Day view, which shows one column per bay plus Unassigned.
2. 2.Click the empty slot under the bay at the start hour. New Schedule Event opens with that bay and time filled in.
3. 3.Pick the Job (leave Title blank and it fills in as "Job title - Stage"), tick the Crew, and set a Color if you color-code by trade.
4. 4.Adjust Start and End, or use Duration for a multi-day block.
5. 5.Click Create Event.

Either way, crew you add are assigned to the job and notified: "You're on the schedule: {event}". Booking does not move the job's stage, and its install date stays separate from its promised due date, which you can also set from the job itself (Jobs manual).

How Wraptor stops a double-booking, and how to override it

An event cannot overlap another live event that uses the same install bay or any of the same crew members, lead and additional alike. Every bay holds one booking at a time, even one you named "Outside." When a save clashes, the dialog stays open and a Couldn't create event toast names what clashed: "The selected install bay is already booked during this time," the installer, or both. Quick-schedule shows Couldn't schedule job with the reason.

Setup and cleanup buffers count only around appointments that came from online booking. Events you create by hand carry no buffer, so leave your own gap between back-to-back tint jobs if you need cleanup time.

The override rules

• •To stack work on purpose, tick Allow overlapping bookings and save again. It's in the new-event and edit dialogs, Quick-schedule, and the job's install fields, starts off, and applies to that one save.
• •For off-site work you don't track by bay, leave the bay empty (None on the calendar, No bay · use job location on the job card). Only the installers are checked.
• •If switching bays still says booked, read the message: it's the installer who is busy.
• •To block time off, create an event with no job and no bay and tick the person under Crew. It holds their time against other bookings.
• •A second visit on the same job warns rather than blocks. The amber This job is already on the calendar notice lists existing bookings so you can rule out a duplicate.
• •Started work is locked. Once bay work starts under Shop → Bays, that occurrence can't be moved, edited, or deleted from the calendar; create a new one for extra work.

Overlapping events sit side by side in their Day view column, so a deliberate double-booking stays visible. The Calendar manual has every rule.

Bottom line: the default is "no," and the override is deliberate and single-use.

Same-day tint versus multi-day PPF and wraps

For any length Quick-schedule doesn't offer, schedule it and then edit the event, or create it in Day or Week view. Book a wrap install once its design is approved. On Wraptor Shop, Scheduling → Capacity weighs the week's booked install hours against what your bays can take and flags any overbooked day ("+Nh over"); below Shop the tab shows a lock. When the car rolls in, click Start work on its occurrence under Shop → Bays, and Finish when it leaves; an overrun shows Running late before it pushes the next job.

Confirm, decline, or reschedule online booking requests

Set up online booking under Scheduling → Services & hours: turn on Accept online bookings, give each Bookable services card its Booking flow, Duration, buffers, and Deposit, set Concurrent capacity (with active bays, the smaller number wins), and choose Auto-confirm exact times, Customer rescheduling, Customer cancellation, and Change cutoff. Press Save scheduling.

Requests land in Scheduling → Online bookings with a bell, an email, and a push. On the Booking requests card:

1. 1.Confirm puts the booking on the calendar, creates or links the intake job, and emails the customer. On an exact-time request Wraptor re-checks that a bay is still free and assigns one; if the slot is gone, it refuses with "That time is no longer available."
2. 2.Decline emails the customer "About your booking request." A request with a paid deposit can't be declined until you refund or reschedule it.
3. 3.To reschedule, open the booking's event on the calendar, click the pencil, change Start and End, and click Save Changes. The customer is emailed the new time, the job's dates follow, and the crew is re-pinged.
4. 4.For a confirmed date request, open its all-day event and assign the bay and crew. It already holds capacity for the service's full duration.

With customer rescheduling or cancellation on, the confirmation email carries a Manage appointment link. Customers can move a confirmed exact-time booking to another open time before your cutoff, and a paid deposit removes their cancel button. Either change reaches you as a Booking moved or Booking cancelled bell. Deposits need Stripe payouts live under Money → Payments; an exact-time slot with a deposit is held 30 minutes while the customer pays. See the Online Booking manual.

What your installer sees in My Jobs

An installer signs in to My Jobs. Today lists their bookings one row each, like "9:00 AM · Bay 2 · JOB-0042 2022 Ford Transit," with Tomorrow underneath; multi-day work reads All day or Until 3:00 PM, and rows tag In progress and Done as bay work starts and finishes.

A booking shows in Today because the installer is on its crew; the job card below shows because they're on the job's Team. Crew added on the calendar join the job too, so the two usually match. Tapping a row opens the work view: the Install packet with approved artwork and production notes, timers, checklists, and the check-in walkaround. Schedule in their rail opens the calendar with Mine on.

Installers have no notification bell, so have each one turn on Push on this device under Profile to get "You're on the schedule" and "Schedule changed" alerts. For a freelancer without a login, send the job's Installer link instead. More in the My Jobs manual.

Customer confirmations and reminders

Every customer email is a row on Settings → Customer messages, and Activity there shows what actually went out (Settings manual).

• •Booking doesn't send the Scheduled email. The calendar doesn't move a job's stage, so that milestone goes out when you move the job into your Scheduled stage.
• •Hand-booked installs are yours to communicate. Moving an online booking emails the customer; moving an install you booked by hand re-pings the crew. Track it as Tentative, Communicated, or Confirmed; appointment templates draft a message you review and send, and changing the time returns it to Tentative.
• •Reminders wait for quiet hours; confirmations don't. A customer with no email address gets no confirmation or manage link.

Put next week's schedule in it

The fastest test is your own week: add your bays, book a same-day tint and a three-day PPF into the same bay, then try to double-book it. The calendar and online booking are on every plan, and the 7-day free trial starts on Wraptor Shop, Capacity planner included, with no card required. If you'd rather see it with your own bays first, book a demo.

FAQ

How do I stop double-booking a bay in Wraptor? Book every install with an install bay and a crew. Wraptor checks the bay and every crew member on each save and refuses an overlap with a message naming what clashed. Online bookings are checked against live availability and your concurrent capacity too.

Can I book two jobs in the same bay at the same time on purpose? Yes. Tick Allow overlapping bookings and save; it applies to that one save and starts unticked next time. For off-site work you don't track by bay, leave the bay empty so only the installers are checked.

How do I schedule a multi-day PPF or wrap install? In the New Schedule Event dialog, the Duration buttons book one to five days and end at 5 pm on the last day. Quick-schedule from the Unscheduled panel also offers a two-day block. For online booking, set the service to Request a preferred date and confirm the real schedule yourself.

What happens when a customer books online? The request lands in Scheduling, under Online bookings, with a bell, an email, and a push alert. Confirm puts it on the calendar, creates or links the job, and emails the customer, while Decline sends a polite note. Exact-time bookings can confirm themselves if you turn on Auto-confirm exact times.

What does an installer see after I schedule them? The booking appears under Today in My Jobs with its time, bay, and job, and the installer gets a push alert if they turned push on in their profile. Tapping the row opens the job's work view with the approved artwork, timers, and checklists.

Does Wraptor send appointment reminders to customers? Yes, by email. The Appointment reminder switch is on by default and covers online bookings at the lead time you set and scheduled installs about two days ahead. Wraptor doesn't send text messages today, and the Scheduled milestone email is a separate switch that starts off.

Manual: Calendar · Online Booking · My Jobs · Team · Jobs · Settings