How do I set my availability using Schedules?

A Schedule is a saved set of working hours that you can reuse on any calendar. Set your hours once, and every calendar using that Schedule stays in sync. This saves time when one intake coordinator takes bookings on several calendars, such as care consultations and referral partner meetings.

What a Schedule includes

• Weekly working hours: the days and times you are normally available.
• Time zone: the time zone your hours are set in.
• Date-specific overrides: one-off changes for a single date, such as a holiday or a late day.

Each person can have several Schedules, for example "Office Hours" and "In-Home Assessments". Each calendar uses one Schedule per person at a time.

Where to find Schedules

• All Schedules: Calendars, then Calendar Settings, then Availability. Pick the team member from the user dropdown.
• Your own Schedules: Settings, then My Profile, then scroll to Schedules.
• A teammate's Schedules (admins): Settings, then My Staff, click the pencil icon next to the user, then User Availability.

If you do not see Schedules in your account, ask your account admin or submit a ticket.

Create a Schedule

1. Click Create Schedule, enter a name and click Create.
2. Set your weekly working hours.
3. Confirm the time zone.
4. Add any date-specific overrides.
5. Use the Active On dropdown to choose which calendars should use this Schedule.
6. Save.

Manage your Schedules

• Set as Default (pushpin icon): the default Schedule is applied automatically whenever you are added to a new calendar, so you are bookable right away.
• Rename (pencil icon): change the name.
• Duplicate: copy a Schedule to make a variation quickly.
• Delete (trash icon): only possible when the Schedule is not in use on any calendar.

Remember: editing a Schedule changes every calendar that uses it, even if you started the edit from one calendar.

Give one calendar its own hours

If one calendar needs different hours, create a Custom Schedule for it.

1. Go to Calendars, then Calendar Settings, and edit the calendar.
2. Open the Availability tab and select the team member.
3. Click Edit, then Customize schedule for this calendar only.

A Custom Schedule applies to that calendar only and does not appear in your Schedules list. Calendars that existed before Schedules were turned on already have a Custom Schedule built from their old hours. You can keep it or switch the calendar to a reusable Schedule at any time.

Common questions

• Will changing a Schedule cancel appointments? No. Booked appointments stay. Only future open slots change.
• Do date-specific overrides apply to every calendar using the Schedule? Yes. For an exception on just one calendar, use a Custom Schedule.
• Can I use one Schedule on a round robin calendar? Yes. Choose the Schedule for each person in the round robin.
• Will I get double booked across calendars? No. Once a time is booked on one calendar, it is removed from your availability on the others.
• Which time zone does the person booking see? Slots are converted to their own browser time zone automatically.

Have a question about your own account? Submit a ticket and our team will follow up.