Set Availability Schedules

How availability works#

The appointment system shows customers only time slots when both a provider and any required resources are available. You control this by setting weekly schedules and blocking out specific dates.

Availability can be set for:

• Providers: Staff members who deliver services
• Resources: Rooms, equipment, or spaces needed for appointments

Set provider availability#

1. Go to Admin > Appointments > Availability
2. Select the Providers tab
3. Choose the provider from the dropdown
4. Click Add Availability
5. Configure the schedule:
   • Day of Week: Which day this availability applies to
   • Start Time: When the provider starts accepting appointments
   • End Time: When availability ends
   • Location: Which studio location (if you have multiple)
6. Click Save

Repeat for each day the provider works. You can add multiple blocks per day for split schedules (e.g., morning and afternoon sessions with a break).

Set resource availability#

1. Go to Admin > Appointments > Availability
2. Select the Resources tab
3. Choose the resource from the dropdown
4. Click Add Availability
5. Set the day, start time, and end time
6. Click Save

Resources need availability set up before customers can book services that use them. Without availability, no time slots are shown.

Create blackout periods#

Blackouts block appointments during specific times, such as holidays, vacations, maintenance, or any period when bookings should not be accepted.

Add a blackout for a provider#

1. Go to Admin > Appointments > Availability
2. Select the Providers tab
3. Choose the provider
4. Click Add Blackout
5. Enter:
   • Start Date/Time: When the blackout begins
   • End Date/Time: When the blackout ends
   • Reason: Optional note for your reference (e.g., "Annual leave")
   • All Day: Toggle on for full-day blocks
6. Click Save

Add a studio-wide blackout#

For holidays or closures that affect everyone:

1. Go to Admin > Appointments > Availability
2. Click Add Blackout without selecting a specific provider
3. Configure the blackout dates
4. Click Save

Studio-wide blackouts prevent all appointment bookings during that period.

Edit or remove availability#

1. Go to Admin > Appointments > Availability
2. Find the availability block or blackout
3. Click to edit or use the delete icon to remove

Changes take effect immediately. Existing appointments are not automatically cancelled when you remove availability. Manage those separately if needed.

Booking settings#

Global settings control how far in advance customers can book and other timing rules.

1. Go to Admin > Settings > Booking
2. Configure:
   • Slot Interval: How frequently time slots appear (e.g., every 15 minutes)
   • Minimum Notice: How far in advance customers must book (e.g., 1 hour)
   • Maximum Horizon: How far into the future customers can book (e.g., 30 days)
   • Hold Duration: How long a slot is held during checkout (e.g., 10 minutes)
3. Click Save

These settings apply to all services and help manage your booking workflow.