How do you manage staff availability in a booking system?
Each provider has a weekly rota of their own, and the booking page offers only the times when that person is free.
Diary and availability
Managing staff availability is a matter of giving each person their own schedule, so clients are only shown times when the chosen provider is really free.
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, for example later hours on Tuesdays and Fridays and shorter ones on other days. Several ranges in the same day are allowed. A provider can also have a daily limit on the number of appointments.
One-off absences, such as a day off, sick leave or training, are added as exceptions or blocks for that provider and date. 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 a particular person opens that person’s own booking link, or selects them on the page, and sees only their availability.
A member of the panel can be linked to a provider, and by default that member then sees only their own calendar. The manager sees the full picture in the team calendar, according to the visibility chosen for the company.
The essentials
- ✓A separate weekly schedule for every provider
- ✓Absences are entered as exceptions or blocks and take effect at once
- ✓A linked panel member sees their own calendar by default
Common questions
Can a team member work from more than one location?+
The list of locations is for display 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.
Is there a way to see how many appointments each person has?+
Yes. The 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 you may find useful
Does your team work on different rotas?
Give each person a schedule of their own and let clients book the times that really are free. The first 12 months are free, with no card needed, then €1 to €8 a month.
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