⏱️ Estimated time: 5 minutes
👤 Role: Operations Manager, Activity Coordinator, System Administrator
How to modify or suspend a single instance of a scheduled activity without altering the rest of the timetable.
How to adjust the time, staff, facility, or capacity for a specific date.
How to manage staff working hours when a scheduled exception conflicts with their usual shift.
Use this process when an individual activity session needs to deviate from its regular schedule, such as during bank holidays, staff sickness, or sudden facility maintenance.
Key Logic: Using exceptions ensures your overall timetable remains intact while accurately reflecting real-time changes on specific days. This keeps customer bookings accurate and prevents overbooking or scheduling conflicts.
Ensure you have administrative or management access to the EMS Settings.
Identify the specific date, time, and resource changes (staff or facility) required for the exception.
Check the availability of the alternative facility or staff member beforehand.
Log into EMS and click on Settings in the main navigation menu.
Select Activity Timetables from the configuration options to view your active schedules.
Click directly into the specific activity you need to modify. You will now see the complete current schedule for that timetable.
Click into the individual activity session on the schedule that requires an exception.
A slide-over panel will appear on the right-hand side displaying the details of the session. Click the Add exception button.
Input the specific start and end dates for when this timetable exception should apply.
Select your Exception Type from the dropdown menu based on the operational need:
Option A: Amended – Select this if the activity is still running but requires structural changes.
Option B: Suspended – Select this if the activity is cancelled entirely on that specific day.
If you selected Amended, you can now update the specific Time, Staff, Facility, or Capacity fields for this instance.
If you change the session hours to a time outside your regular staff member's standard shift, click the Edit Hours button to dynamically adjust their working hours for this exception.
Once you are happy with the details, click Done.
Important Notice: Clicking Done does not permanently save your changes yet. The exception is now staged, and you will see it listed under Upcoming Exceptions. If you notice a mistake, you can click back into it here to edit or remove it before final submission. If not, click Save and this will save your exception.
Leave Clear Notes: When altering facilities or staff, leave a brief internal note in the system (if available) so the front-desk team knows why the change was made.
Need Assistance? If you run into any scheduling conflicts or need a hand configuring complex recurrences, the Journey Support Team is available via live chat on our support portal or at support@journey.travel.