How to manage staff availability in a booking system

Every provider has their own weekly schedule, and the booking page offers only the times when that person is free.

Calendar & availability

Managing staff availability is about giving each person their own schedule so clients are only offered times when the provider they’ve chosen is really free.

For each provider, open “Availability” and add the working days and hours, with a start and end time. Schedules can differ from day to day (for example, later on Tuesdays and Fridays and shorter on other days), and several ranges in the same day are allowed.

One-off absences such as a day off, sick leave or training are added as exceptions or blocks for that provider and date, and the system stops offering those times straight away. Each provider’s schedule is independent, so an absence affects only that person.

A client who chooses “Any available person” is given the free provider with fewer bookings at the chosen time. It’s a simple rule, not a skills-based or round-robin assignment, and you can switch the option off in the public-page rules.

A client who wants a particular person opens that person’s own booking link, or selects them on the page, and sees only their availability. A provider can also have a daily limit on appointments, and a panel member linked to a provider sees their own calendar by default.

Key points

  • ✓A separate weekly schedule for every provider
  • ✓Absences are entered as exceptions or blocks and take effect straight away
  • ✓“Any available person” picks the provider with fewer bookings

Common questions

Is it possible for a staff member to work across several locations?+

The list of locations is for display only and isn’t tied to bookings or availability. A workable approach is to create one provider per place, for example “Anna – North branch”, each with its own schedule.

Can I see how many appointments each team member has?+

Yes. Reports for the last 30 days include a table per provider with the number of bookings and the total duration. There’s no occupancy rate.

More guides to read

Does your team work varied rosters?

Give each person a schedule of their own and let clients book the times that really are free. The first 12 months are free, no card needed, then €1 to €8 a month.

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