The Schedule is the page Airstudio opens on. Every picture day, studio appointment, meeting, and travel day is a job on it, and everything else in the system hangs off those jobs: who is working, which subjects are booked, what equipment goes, what the client is told, and what gets paid. This page explains the pieces and the layout.
A job is a block of time at a place with staff assigned: Lincoln High Seniors, Tuesday 8:00 to 3:00, Gym, two photographers. A session is one appointment inside a job for one subject or one organization. A job can hold hundreds of sessions or none at all. Sessions never exist on their own; they always belong to a job.
| Piece | Lives on | Example |
|---|---|---|
| Organization | The client record | Lincoln High School and its contacts |
| Subject Group | The roster being photographed | Lincoln High Seniors 2027 |
| Job | The Schedule | Tuesday's picture day with its staff and equipment |
| Session | Inside a job | Maria's 9:20 senior portrait |
A job is bookable when subjects can choose their own session time on it, either because a subject group is attached or because a package category is offered. A non-bookable job is simply scheduled work: a candid event, a staff meeting, a travel day.
| Area | What it does |
|---|---|
| Date range | Jobs From and Jobs Until. Everything on the page, including reports and exports, follows this range. |
| Search and filters | Text search plus facets: My Schedule, Unassigned Staff, Bookable, Missing Equipment, Job Type, Event Type, Status. Filters can be saved. |
| View | Switch between List and Calendar, and choose what the calendar shows: Jobs, Work Schedules, Jobs and Work Schedules, or the Employee Calendar. Display Availability overlays setup capacity per day. |
| Buttons | New Job, Book Session (opens the booking flow for a subject), Import Jobs, Confirm Assignments, Reports, Timesheet. |
| Actions menu | Download XLSX, Employee Assignments export, Send Employee Schedule, Set Availability, Bulk Resource Allocation. |
| Job rows | Date, Time, Name, Job Type, Bookable, Location, Setups, Sessions, Booked, Stage, Equipment, Employees. Click a row to open the job. |
Job types colour the calendar and the Job Type column, so the week reads at a glance: blue for schools, green for sports, orange for studio.
| Permission level | On the Schedule |
|---|---|
| Administrator, Regional Administrator, Scheduling Manager, Airstudio Support | Create, edit, copy, cancel, complete, and delete jobs; assign staff; set availability; run reports and exports |
| Scheduling Analyst | Book sessions and edit sessions on existing jobs. Cannot change the job itself. |
| Equipment Manager | Read the schedule; manage equipment on jobs from the Equipment area |
| General Staff | Read the schedule; My Schedule shows their own assignments; confirm or deny them |
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The Schedule respects the team you are working in. Jobs on other teams are hidden unless your account has those teams active. If a job seems to be missing, check your active teams first.
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