How to manage staff availability in a booking system

Every provider has a weekly schedule of their own, and the booking page offers only the times when that person is free.

Calendar & availability

Managing staff availability means giving each person their own schedule, so that clients are only offered times when the provider they’ve chosen 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 until 20:00 on Tuesdays and Fridays and until 17:00 on the 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 at once. Each provider’s schedule is independent, so an absence affects only that person.

A client who chooses “Any available person” is given the provider with fewer bookings among those free at the chosen time. This is a simple rule, not a skills-based or round-robin assignment, and you can switch the option off in the rules of the public page. A client who prefers a specific person uses that person’s own booking link and sees only their availability.

A member of the panel 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, 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
  • ✓“Any available person” picks the provider with fewer bookings

Common questions

Is it possible for a staff member to work at more than one location?+

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 staff member has?+

Yes. The reports include a table per provider with the number of bookings and the total duration. There’s no occupancy rate.

More guides to read

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