Managing staff availability in a booking tool

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 timings straight away. Each provider’s schedule is independent, so an absence affects only that person. A provider can also have a daily limit on the number of appointments.

A client who chooses “Anyone available” is given the provider who has fewer bookings among those who are free at the chosen timing. This is a simple rule and not a skills-based or rotating assignment. If you prefer that clients choose a person, you can switch the option off in the rules of the public page. A client who wants a specific person can also open that person’s own booking link.

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, according to the visibility chosen for the company.

Key points

• ✓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, and a linked panel member sees their own calendar by default

Common questions

More guides

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

Does your team work different hours?

Give each person a schedule of their own and let clients book the timings that really are free. The first 12 months are free, no card needed, then €1 to €8 a month.