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Service Availability from Location Profile

Updated

The second tab of your Location Profile is the Location Availability tab, which provides the same information as the Service Availability tab on a staff profile. Whereas on the Service Availability tab on a staff profile you're looking at the hours of availability that a particular staff person offers at all locations, on the Location Availability tab you're looking at the hours offered at a particular location by all staff.

What's important to take away from this documentation is - 

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 set up your location's service availability to offer appointments at the times you want them.

 

 

Understanding How Your Location Availability Translates into Appointment Timeslots

The hours of availability listen on a location's Location Availability tab gets 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 as between 9:00 AM – 5:00 PM, you could have appointments scheduled from - 

  • 9:00 AM - 10:00 AM
  • 10:00 AM - 11:00 AM
  • 11:00 AM - 12:00 PM
  • 12:00 PM - 1:00 PM
  • 1:00 PM - 2:00 PM
  • 2:00 PM - 3:00 PM
  • 3:00 PM - 4:00 PM
  • 4:00 PM - 5:00 PM

Alternatively, if you have a Hot Stone Massage service that lasts for 90 minutes (1 hour & 30 minutes), the appointment time offerings would be - 

  • 9:00 AM - 10:30 AM
  • 10:30 AM - 12:00 PM
  • 12:00 PM - 1:30 PM
  • 1:30 PM - 3:00 PM
  • 3:00 PM - 4:30 PM

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

 

 

How to Read the Availability from the Location Availability Tab

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

When you click on the Location Availability tab on a location profile, you will see the date ranges of availability as the headers of the different sections - 

 

If you look in the main portion of one of the sections, you'll see that it is broken up further by the name of the staff who offers availability at the location during that date range - 

 

Finally, you'll see what days of the week the staff is available at the location during the specified date range and what hours they are available on each of those days - 

 

As you view your availability either on the Client Scheduler or by adding an appointment through the Backoffice, you should see timeslots for new appointments available at any time that you have availability set up and no other appointment or time off scheduled.

 

 

How to Make Sure Your Location Availability Looks Right for Clients Booking

After setting your service availability from a location profile, it is a good rule of thumb to quickly preview your Client Scheduler to make sure your availability looks accurate. To do so from a location profile, simply click on the blue Preview Scheduler button on the upper right of the location profile - 

 

This will open your Client Scheduler on a new tab where you can click through the panels to check out the Time panel to make sure that your appointment availability looks correct for the different services you offer - 

 

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