How to manage staff 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 and availability

Managing staff availability means giving each person their own schedule, so the booking page shows clients 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, 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 “Anyone available” is given the provider with fewer bookings among those free at the chosen time. It’s 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 prefers a specific 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 by default that member then sees only their own calendar. The manager sees the full picture in the team calendar, depending on the visibility chosen for the company. A provider can also have a daily limit on appointments.

What to remember

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

Common questions

Is it possible for one person to work at several locations?+

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.

Can I 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 to read

Does your team work different 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, no card needed, then €1 to €8 a month.

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