Managing staff availability in a booking system

For each provider, open “Availability” and add the working days and hours, each with a start and an end time. Schedules can differ by day, such as later hours on Tuesdays and Fridays and shorter ones on the others, and several ranges in the same day are allowed. A provider can also have a daily limit on appointments.

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 picks “Any available person” is given the provider with fewer bookings among those 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 asks for one person opens that person’s own booking link, or selects them on the page, and sees only their availability.

A panel member can be linked to a provider and then sees only their own calendar by default, while the manager sees the full picture in the team calendar, according to the visibility chosen for the company.

Points to remember

• ✓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 and can be turned off

Common questions

More booking guides

• Managing appointments for several team members
• Setting days off and breaks in the calendar
• Setting up time slots for appointments

Does your team work varied hours?

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 per month.