How do you manage 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 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. The system stops offering those times right away, and since each provider’s schedule is independent, an absence affects only that person.

A customer who chooses “Anyone available” gets the provider with fewer bookings among those who are free at the chosen time. It’s a simple rule, not a skills-based or rotating assignment. If you prefer that customers choose a person, you can switch the option off in the public-page rules.

A customer who wants 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 then sees only their own calendar by default, while the manager sees the full picture in the team calendar.

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

More guides for you

• Managing appointments when you have several employees
• How do you set days off and breaks in your calendar?
• How do you set up appointment time slots?

Does your team keep 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 per month.