Adding availability for appointments
When adding availability to your staff profile you will first want to make sure the location you're adding availability to is on the account. To check this you will go to Settings at the top of the page then click "Locations." Using the search box enter the location's name or address to see if it is an existing location. If it is not check out our "Creating a new location" documentation page.
To add a new date range of availability to an existing location on your account, you'll want to go through the Add Staff availability flow. To get to the Add Staff Availability flow, You will first click on the your name in the upper right hand corner of the screen and Click My Profile:
Then on the left hand side of your staff profile you will click "Individual Meeting Availability"
Once you are on the Individual Meeting Availability screen you will see a green button labeled "Add New Date Range," if you have preexisting availability you may need to scroll down to click this button. To add a new availability you will Click that Add New Date Range button. In the example below you can see our staff member Tom has availability scattered around from May 9th until May 29th, we will scroll to the bottom of this page to click the "Add New Date Range in order to add availability for June 1st
This will take you to the first screen of the Add Staff Availability flow where you will have to determine which path you want to take:
As you'll see in the schedule type options in the screenshot above, you can choose to add:
- Availability for a single day:this would allow you to setup availability for just 1 date in the future. Say you are only taking appointments on June 1st and don't want to add availability for appointments for any other date than that, choose this option to go through the add staff availability flow.
- Availability for a date range:this would allow you to set up availability for yourself for certain days of the week between 2 dates. So say between June 1st 2019 and July 31st 2019 you are available on Mondays and Tuesdays to take appointments, choose this option to go through the add staff availability flow.
- Schedule that repeats every week: this would let you set up availability for an indefinite period of time. You could always modify it later and put an end date on it. Choosing the regularly available schedule option will let you add in a schedule of availability that extends without an end date.
- Availability that repeats every 2 weeks or more: this allow you to setup availability that repeats every 2 or more weeks or every month. This can be used in the case that you're available every other Monday and Wednesday.
Click on the links above to walk through the Add Staff Availability flow to add that specific schedule type.
Availability for a single day
Adding availability for a single day will set you up to add hours for one date that you're available to accept appointments. This is useful if you're schedule is more sporadic where you are available a few days of the month at various locations.
To set up this type of schedule for meetings, select the location you are wanting to add availability and select the schedule type "Availability for a single day" from the first page of the "Add Staff Availability" flow and click "Continue":
Next you'll choose which single date you are adding availability for, for this example we are adding availability at the Main Headquarters on June 1st. Click on the calendar icon and select that date. Once you have picked your date click the "Continue" button:
Next, on the Working Hours tab, customize the hours during the day that you're available to take your meetings. In this scenario, I'm going to be available between 10:00am-2:30pm to take appointments for my meetings. You can either click into the text boxes to change the numbers or you can use the blue arrows to increase/decrease the numerical value listed:
That means that if a client is trying to book a service that has a duration of 1 hour, appointments could be made from:
- 10:00am-11:00am
- 11:00am-12:00pm
- 12:00pm-1:00pm
- and 1:00pm-2:00pm
No appointment could be made between 2:00pm-2:30pm because the half hour that is available is not enough time to fit in the hour long service. This is just something to consider as you add in your hours of availability. After you have added them in, click the "Continue" button to move forward to the Confirmation page.
On the Confirmation page, you will see a summary of everything you just added. If it all looks correct, click "Submit":
After submitting the new staff availability, you will be directed to the staff's availability page where you can see how that new availability you just added looks against the rest of the staff's schedule:
Availability for a date range
Return to Schedule Types
Adding in availability for a date range is great if you have a varying schedule. For instance, you may know what your schedule is for the month of June at your Company ABC - Boston Location. For this example we will be taking appointments every Monday and Wednesday from 8am - 4pm.
To add availability for a date range, first you will select the location you are adding availability to and then you will select the schedule type "Availability for a date range" from the first page of the "Add Individual Meeting Availability" flow and click "Continue":
One the next page, you'll first enter in the date range that you're setting up availability for and then you'll select what days of the week during that date range that you'll be available. In this use case it will be starting June 1st and going through June 30 and be available on Monday and Wednesday. After entering those criteria, I'll press "Continue" at the bottom of the screen:
For the Working Hours step, I will add in what hours I'm available to take appointments on each of these days. I can customize this by adding breaks or I can just leave it so that I'm available for a straight period. For this example, I will not add breaks and just say I'm available between 8:00am-4:00pm each of those days:
That means that if a client is trying to book a service that has a duration of 1 hour, appointments could be made from:
- 8:00am-9:00am
- 9:00am-10:00am
- 10:00am-11:00am
- 11:00am-12:00pm
- 12:00pm-1:00pm
- 1:00pm-2:00pm
- 2:00pm-3:00pm
- 3:00pm-4:00pm
After you have added them in, click the "Continue" button to move forward to the Confirmation page.
On the confirmation page, you can review all the information to make sure it is correct before clicking "Submit":
After clicking submit, you'll be directed to your staff availability page where you can review the availability you just entered:
You can also check out what this looks like on your client facing scheduler to see that availability shows on Mondays and Wednesdays during the month of June:
but not in July:
If you read through the example of adding a date range of availability above, you'll be familiar with the following use case.
Adding a regularly available schedule is great for when your availability extends indefinitely without an end date. Let's say starting the first of the year, your schedule changes and you're going to stick with the same schedule week after week for the foreseeable future. In this example, you know you are going to accept appointments at TX DMV every Friday from 8am-5pm every week.
To add this type of schedule, First select a location (TX DMV) and then select the "Schedule that repeats every week" option from the first page of the "Add Individual Meeting Availability" flow:
Next you'll click the calendar icon to select what date this new schedule is set to start on and click the day(s) of the week you'll be available. In this case, starting January 1st, 2020 I will be available on Fridays for appointments at TX DMV:
On the Working Hours page, I will define what hours I'm available to accept service based appointments on Fridays starting January 1st. Fridays I will just be available from 8:00am-5pm and will not take any breaks:
This means that if, for instance, a client is trying to book a service that has a duration of 1 hour on a Monday or a Wednesday, appointments could be made from:
- 8:00am-9:00am
- 9:00am-10:00am
- 10:00am-11:00am
- 11:00am-12:00pm
- 1:00pm-2:00pm
- 2:00pm-3:00pm
- 3:00pm-4:00pm
- 4:00pm-5:00pm
After you have added them in, click the "Continue" button to move forward to the Confirmation page.
Once on the confirmation page, review everything to make sure it is the availability that you want and press "Submit":
This will take you to your Individual Meeting Availability tab where you can see the new availability you just added:
