How Do I Use The Scheduler?

Last updated: October 1, 2026

The Scheduler is Tonomo's team calendar. It shows every photographer's shoots side by side, together with the other events on their connected Google Calendars, so you can see who's free, move shoots, change who's assigned, and book new appointments directly on the calendar. Open it from Scheduler in the left menu. It's available to Admin and Staff users.

At a glance

  • Open Scheduler from the left menu. Admin and Staff users can use it.

  • Each photographer has their own column and calendar colour, in the order you set under Photographers order.

  • Personal Google Calendar events show as External.

  • Find existing orders searches every order and keeps your Recent searches.

  • Team members filters which photographers you see, including by the services they perform.

  • Click an empty time to create an appointment, and click a shoot to see its Order Details.

  • Deleting a shoot's event doesn't delete the order.

What's on the Scheduler?

Part

What it does

Photographer columns

One per photographer, in your Photographers order, each in their calendar color

Shoots

Appointments booked through Tonomo

External events

Events from the photographer's own Google Calendar, such as meetings or personal time

Timezone:

Shows which time zone the calendar is displayed in.

Find existing orders

Search for any order, with your Recent searches saved

Team members

Choose which photographers to show

Scheduling settings

A shortcut to Configure Booking > Scheduling

You can see the calendar by day, week or month. On a phone, the Scheduler opens in a day view.

Calendar colours and photographer order are set in Configure Booking > Scheduling. See How Do I Arrange The Order Photographers Appear In?

How do I show only some photographers?

Open Team members and choose who to show.

To find someone who can do a particular job, use Photographer Services to pick services. Each photographer is then marked as one of:

  • performs all services

  • does not perform some services

  • does not perform selected services

This uses your photographer skillsets. See How Do I Set Up Photographer Skillsets?

How do I find an order?

Type in Find existing orders at the top, for example an address or customer name, and pick the order. Your Recent searches are listed so you can jump back to them.

How do I see a shoot's details?

Click the shoot. The Order Details panel opens with:

  • Customer and Booking flow

  • Client Preferences and Customer Notes

  • Location, which you can Edit, plus Apartment, floor

  • Services and Package

  • Brokerage Preferences

  • The client's preferred times (Time client preferences)

See How Do I Edit Order Details From the Scheduler?

How do I move or change a shoot?

  • Move it: drag the shoot to a new time, or into another photographer's column to reassign it.

  • Change its length: drag its bottom edge.

  • Edit everything else: open the event to change its Photographers, Participants (add an email, or copy the email list), Assign Services, Event title, Customer event title and Description. Tonomo shows whether the new time is busy or available for the photographer: This time is busy or This time is available.

If moving a shoot changes the travel fee, Tonomo shows a Reminder so you can update the invoice.

If Tonomo can't work out how long a shoot should be, you'll see "Some data is missing on the order." Check the order's services and square footage.

See How Do I Reschedule an Existing Order? and How Do I Change the Photographer on an Order?

How do I delete an event?

  • A shoot booked through Tonomo: delete it from the event. The calendar event is removed, but the order is NOT deleted. Reschedule it later or create a new appointment for it.

  • An External event: deleting it removes it from Tonomo AND Google Calendar.

Frequently asked questions

Who can use the Scheduler? Admin and Staff users. Photographers use Photographer Schedule to see their own appointments.

Why is a photographer's personal event on the Scheduler? It comes from their connected Google Calendar. Events marked Busy block bookings. See How Do I Set Photographer Availability?

Can I create a new order from the Scheduler? Yes. Click an empty time. See How Do I Create an Appointment or Reserved Timeslot in the Scheduler?

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