Adding Availability for a Staff Person to take appointments
Each staff person's profile has a tab called "Working Hours". Your working hours define between what hours a client can book an appointment for a service (not a class). Services have a set duration that breaks down your working hours into appointment timeslots. The time in your availability must be greater than or equal to your service's duration (plus any service buffers) in order for appointment timeslots to display to clients who are booking with you.
For instance, if you are a massage therapist and have a “Deep Tissue Massage” service that lasts for 1 hour (60 minutes) and your working hours are 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 your service durations is that there has to be enough time left in your availability to account for the entire duration of you last appointment.
In this documentation, we will cover how to add hours of availability for yourself or your staff. To do this for yourself you can navigate to My Account → My Account and click on the "Working Hours" tab. To do this for other staff, you can go to Setup → Staff, click on the staff's name that you want to add hours of availability for and click on the "Working Hours" tab:
We will go through adding hours for yourself using the four options for adding a schedule:
If you have any questions about adding available working hours for yourself or for your staff, please contact our support team.
If you are only going to be available for service based appointments for a single day, then it is best to use the "Add Schedule for a day" button. This will make it so that the hours of availability that you add only apply to that single date. To do this, navigate to the Working Hours tab of your Staff Profile by going to either Setup > Staff and clicking on your name or going to My Account > My Account and clicking on the "Working Hours" tab.
Once you are in the working hours tab, click the button to "Add Schedule for a day":
Once you press the "Add Schedule for a day" button, you will get the "Add Schedule" window where you can customize the date you are adding availability for, which location you'll be available at, and the start and end times of the day through which you'll accept service based appointments. Once you have added these options, click the "Add" button to add the day to your schedule:
Once you've added the single day of availability to your schedule, you will see it appear in a table view underneath your Working Hours tab:
Reading this left to right, I will see that staff member Janette Cullen is available on Tuesdays at CFP Charlotte Office location between 8:00am and 5:00pm starting on December 9th and ending December 9th.
If you are going to be available for service based appointments for multiple days between two dates, then it is best to use the "Add Schedule for a date range" button. This is great, for example, if you are going to be available on Mondays and Wednesdays between January 1st, 2015 - January 31st, 2015 to take appointments, but your schedule either ends or changes after January 31st.
To add this type of schedule, navigate to the Working Hours tab of your Staff Profile by going to either Setup > Staff and clicking on your name or going to My Account > My Account and clicking on the "Working Hours" tab. Once you are in the working hours tab, click the button to "Add Schedule for a date range":
From here, you can customize the start and end date for your range of availability as well as what hours you are available during that range and on which days. Once you've finished filling in that criteria, click the "Add" button to add the availability to your schedule:
The availability will now appear as a table underneath your working hours tab:
Reading this table left to right I will see that staff member Janette Cullen is available on Mondays and Wednesdays at CFP Charlotte Office between 8:00am - 5:00pm starting on January 1st and ending on January 31st. All Mondays and Wednesdays between these two dates will be open for clients to book services.