Service Availability from Location Profile

The second tab of your Location Profile is the "Location Availability" tab. This tab is the inverse of the Service Availability tab from Staff Profile. Whereas in the service availability tab from the staff profile, you are looking at the hours when a particular staff person is available at a given location, in the location's service availability tab you are looking at what hours a particular location has staff assigned to it.

Whatever Location Profile you are in at the time is the particular location whose service availability you are viewing. In this documentation page, we'll go through how to:

Your availability is really important in TimeTap because it determines when you can offer service-based appointments. Reading this documentation carefully should give you a good idea of how to setup your location's service availability to offer appointments at the times you want them.

If after reading through this documentation you have any questions about how your location's service availability is configured, please contact our support team to ask them.

How Location Availability translates into Appointment Timeslots for Services

Your hours of availability are broken up into appointment timeslots based on the duration you have set for your service.

For instance, if you are a massage therapist and have a “Deep Tissue Massage” service that lasts for 1 hour and your Service Availability is set up between 9:00am – 5:00pm, you could have appointments scheduled from:

  • 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
  • 4:00pm-5:00pm

Alternatively, if you have a “Hot Stone Massage” service that is set for a duration of 90 minutes (1 hour & 30 minutes), the appointment time offerings would be:

  • 9:00am-10:30am
  • 10:30am-12:00pm
  • 12:00pm-1:30pm
  • 1:30pm-3:00pm
  • 3:00pm-4:30pm

No one would be able to book a 90 minute massage after 4:30pm because your day is set to end at 5:00pm. The thing to realize about setting up your service availability is that the start and end time has to account for the duration of you last appointment.

How to Read your Availability

We've tried really hard to make reading and understanding your service availability from your location's profile as easy as possible. As you glance at your service availability, you'll see that it is first categorized by date range, then staff, then days of the week, and finally the hours on those days that the staff is available.

When you click into the Location Availability tab in your Location profile, you will see the date ranges of your availability in the headers of the different sections: 

If you look in the main portion of one of the sections, you'll see that it is then broken up further by the name of the staff who is available for service-based appointments at the location during that date range:

Finally, you'll see what days of the week the staff is available at the location during that date range and what specific hours on each of those days.

As you view your availability for service-based appointments either on the scheduler or by adding an appointment through the back office, you should see timeslots for service appointments available at any time where you have availability and no other appointment, scheduled class session, or time off blocking you from accepting a new appointment.

Checking Your Availability for Client Booking

After tweaking your location availability, it is a good rule of thumb to quickly preview your client facing scheduler to make sure your availability looks accurate. To do so from the Location Profile, simply click the "Preview Scheduler" button in the top right corner:

This will launch your mini website on a new tab where you can click through your scheduler and check out your "Time" panel to make sure that your appointment availability looks correct for your different services.