Managing staff availability in a booking system

For each provider, open “Availability” and add the working days and hours, with a start and an end time. Schedules can differ from day to day (say, until 20:00 on Tuesdays and Fridays and until 17:00 on the 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 provider with fewer bookings among those who are free at the chosen time. This is a simple rule, not a skills-based or rotating assignment, and you can switch the option off in the rules of the public page.

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

Key takeaways

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

Common questions

Related guides

• Managing appointments for multiple employees
• Setting days off and breaks in the calendar
• Setting up appointment time slots

Does your team work staggered hours?

Give each person a schedule of their own and let clients book the times that really are open. The first 12 months are free, with no card needed.