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Service Availability from Staff Profile

Updated

The second tab of your staff profile is the Service Availability tab. Under this tab, you'll see the hours that each staff has set up for when they are available to take appointments for any services that you offer. 

We go into how to add staff availability for services, edit staff availability for services, adjust the date ranges of your availability for services and remove your availability for services in the subsections of this portion of our documentation. What's important to take away from this particular piece of documentation is - 

A staff person's service 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 availability to have appointments for services at the times you want them.

 

 

Understanding How your Service Availability Translates into Appointment Timeslots

The hours of availability listed under your staff's Service 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 is set for a duration of 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 times have to account for the duration of you last appointment.

 

 

How to Read your Availability Within the Service Availability Tab

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

When you click on the Service Availability tab in your staff profile, you will see the date ranges of your 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 then broken up further by the name of the location where you are available during that date range - 

 

Finally, you'll see what days of the week you have indicated that you're available on at that location during the specified date range and what hours you are available on those days. In the screenshot below, you'll see that on Mondays this staff member is available from 9:00 AM - 5:00 PM, on Tuesdays they are available from 9:00 AM - 12:00 PM, and on Thursdays they're available from 9:00 AM - 1:00 PM, have a 1 hour break from 1:00 PM - 2:00 PM, then take appointments in the afternoon from 2:00 PM - 5:00 PM - 

 

As you view your service 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.

 

 

Checking Your Availability for Client Booking

After setting your service availability from your staff profile, 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 Service Availability tab, simply click on the blue Preview Scheduler button on the upper right of your staff profile - 

 

This will open your Client Scheduler on a new tab where you can click through your 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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