How to manage employee availability in a booking system
Each provider has a weekly schedule of their own, and the booking page offers only the times when that person is free.
Calendar & availability
Managing employee availability means giving each person their own schedule, so the booking page shows customers only the 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.
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 customer who chooses “Any available person” is given the provider who has fewer bookings among those who are free at the chosen time. This is a simple rule and not a skills-based or rotating assignment. If you prefer that customers choose a person, you can switch the option off in the rules of the public page.
A customer who prefers a specific 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 the number of appointments.
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
Common questions
Can an employee work at more than one location?+
The list of locations is for display and is not 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 employee has?+
Yes. The reports for the last 30 days include a table per provider with the number of bookings and the total duration. There is no occupancy rate.
More guides for you
Does your team work different hours?
Give each person a schedule of their own and let customers book the times that really are free. The first 12 months are free, no card needed, then €1 to €8 a month.
Start with 4appointments