How to add days off and breaks to your calendar

Mark days off and breaks in “Availability” and they drop out of the times clients can book.

Calendar & availability

Days off, holidays and daily breaks are set in the “Availability” section of each provider. Once they’re marked, those times are no longer offered on the public booking page.

For a day off or a closure, add a block or an exception for that provider and date. You can do it for a single day, several days in a row or a longer stretch such as annual leave. During that time the public page offers no times for that provider.

Public holidays aren’t loaded automatically from a national calendar. Add the dates you’re closed by hand, for the whole team or provider by provider, and do it for the year ahead so you don’t forget. A daily break is easiest to set by splitting the day into two availability ranges, such as 9:00–13:00 and 14:00–18:00.

Each provider has their own schedule, so one person’s leave doesn’t affect anyone else’s calendar, and the team calendar shows who’s available, depending on the visibility you chose.

Blocking time doesn’t touch bookings that already exist. Before you close for a period, check the calendar or bookings list, then contact those clients and move or cancel their bookings yourself, because no message goes to clients automatically.

Key points

  • ✓Blocks and exceptions remove times from the public page straight away
  • ✓A break is set by leaving a gap between two availability ranges
  • ✓Holidays are added by hand, with no automatic national calendar

Common questions

Can I let existing clients know if I close for a time?+

Not through the tool. Open the bookings list for those dates, export it as CSV or PDF if that helps, and contact the clients by phone or message.

How do I set up a part day, say mornings off but open in the afternoon?+

Set the availability range for that day to cover only the hours you’re open, or block the morning. Clients will then see only the afternoon times.

More guides to read

Want a calendar that shows only your real hours?

Set days off and breaks once per provider and share one booking link. The first 12 months of 4appointments are free, no card needed.

Give 4appointments a go