How can I track employee 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, for example later hours on Tuesdays and Fridays and shorter ones on other days. Several ranges in the same day are allowed.

One-time 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. 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 who are 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 provider can also have a daily limit on appointments.

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.

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 to explore

• How can I manage appointments for a team of employees?
• How do I block days off and breaks on my calendar?
• How can I set up time slots for appointments?

Is your team on different schedules?

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.