As you know by now, Service Availability from the Staff Profile represents the dates and hours during which a staff person is available at a certain location to accept appointments for their services. In this documentation, we'll go through exactly how you will set up appointment availability for yourself and each of your staff.
You will only be able to add and edit availability for other staff on your account if you are the account owner or have a security role of Administrator. Staff with a security role of Location Super User or User will only be able to add availability for themself. If a staff person cannot accept appointments, then you will not be able to add availability for them since availability is only set up to determine what hours they are open to have appointments booked with them. You can see what security role you have as well as if you are allowed to offer appointments by looking on the Overview tab on your staff profile.
The scenarios we will walk through will be -
After clicking on the View button, you will get taken to the Staff Profile for that staff. Click on the Service Availability tab to see what availability the staff currently has set up for accepting appointments -
If the staff has no availability set up for taking appointments, this tab will look completely bare except for a yellow box explaining that the staff doesn't currently have any availability set up. In order to add a date range of availability, you will need to click on the green Add New Date Range button shown by the red arrow above.
This will take you to the Schedule Type page on the Add Staff Availability flow, and here you will see that the staff you clicked from has been pre-selected -
At this point, if you have a security role of Account Owner or Administrator, you can select whether you are adding availability just for that staff person or if you want to add availability for multiple staff at the same time. Just make sure you aren't overriding any of the existing staff's availability!
In this example, we will be adding availability for just 1 staff and will be adding availability for the month of June 2026 at the Main Office location. We will also select the option to "Schedule for a date range", and click on the green Continue button-
Next, on the Available Dates page we will select that we are defining the date range of availability as starting on June 1, 2026 and continuing through June 30. We will also select that we will be available on Mondays, Wednesdays and Fridays between the selected dates -
On the Working Hours page we will set up our hours of availability on Mondays, Wednesdays & Fridays between the specified dates. In this example, let's say that on Mondays and Wednesdays we are available between 8:00 AM - 12:00 PM and then 1:00 PM - 5:00 PM. On Fridays we leave early so we don't take a lunch break but our day ends at 2:00 PM -
You can customize your working hours as much as you would like. Add breaks for time periods when you don't want appointments to be scheduled, such as for your lunch break. You can create breaks in your availability by clicking on the black button that has a white "+" in it as shown with the first red arrow in the previous image. As soon as we have finished customizing the hours of availability offered on the days we're available in the given date range, click on the green Continue button to move on to the Confirmation page.
On the Confirmation page we will need to make sure that the hours of availability look correct before clicking on the green Submit button -
Once we have clicked to Submit, we'll be taken back to the staff's Service Availability tab where we can see their new date range of availability that we just set up -
If you want to learn more about how to read your availability once it has been added to your service availability tab, you can check out our documentation on understanding your staff's service availability display here in our documentation. We also have documentation written on how you can edit staff availability for services, make changes to your date ranges, as well as remove availability altogether.
If there are dates in your date range of availability that you don't want to take appointments on (say you don't want to take appointments on the Monday after Mother's Day), then it's best to just add some Time Off from the appointments screen instead of altering your availability.
At this point, it's a good idea to quickly click on the blue Preview Scheduler button just to make sure that the availability you set up for clients to book appointments with your staff looks proper during the date range you added. This will help ensure you got everything entered correctly!
We will duplicate the existing date range and modify it to reflect the new days and times when this staff will be available. To do this we will first need to click on the Clone button on the upper right of the date range -
First, we will select a Start Date of July 1, 2026 and then enter an End Date of Forever - this means that this availability will be in effect indefinitely or until an end date is selected. Once the date range has been selected, click on the green Clone Date Range button -
This will create a duplicate of the 6/1/26 - 6/30/26 date range, except the new date dates will reflect the dates selected in the Clone Availability window shown above -
Now we'll modify this newly created date range to reflect the Mondays, Tuesdays, Wednesdays and Thursdays availability we have planned. First, we hover our mouse over the available times for Friday and then click on the red delete icon to remove Fridays from this date range -
With Friday removed from this date range, click on the blue Add Day link -
After clicking on Add Day, a new window will pop up where you can select which days you want to add to this date range. We will select Tuesday and Thursday -
After selecting the days of the week we want to add, the time slots when this staff will be available can also be modified. Once the desired availability has been set, click on the green Save Day to Date Range button -
After clicking on the Save button, the updated date range of availability will have Tuesday and Thursday added -
Again, after making these changes to your service availability, I would recommend clicking on the blue Preview Scheduler button near the top of any of the Settings pages to quickly go through your Client Scheduler to make sure that the appointment times are displaying correctly for your clients who are booking appointments with you.
Let's say that you have a staff member who has availability for services set up for Monday - Thursday from 8:00 AM - 5:00 PM (with a 1 hour lunch break beginning at noon) starting on July 1, 2026 and extending indefinitely (or Onward) -
But on Thursday July 16, 2026 they offer extended hours and will be taking appointments until 8:00 PM. If you want to add this schedule for just the one day of 7/16/2026, you can click on the green Add New Date Range button -
Then you can select the location that you're adding this availability for (the staff should get populated automatically) and indicate that you're only trying to "Schedule for a single day" -
On the Available Dates page you'll want to select that you are adding availability for 7/16/26 and click on the green Continue button -
On the Working Hours page, you'll need to adjust the availability so that the Day Ends at 8:00 PM (and add the lunch break if you want) and click on the green Continue button -
Finally, on the Confirm page, you can confirm everything you've entered and click on the Submit button -
What will happen when you click on Submit is the existing date range will change so that it is only effective through 7/15/26, and the availability that was just added for 7/16/26 will take effect. Starting on 7/17/26, the formerly scheduled availability will start back up. And the new schedule will look like this -
Notice that on the July 16, the availability you see will only be for Thursday, since that is the day you added the new availability for.
There's a lot more you can do with your scheduled availability for services that we talk about in additional documentation. You can edit your service availability in existing date ranges, you can edit the end dates you have set for your service availability, you can remove your availability for services altogether and more!
As always, remember to check the changes you made to your service availability by clicking on the blue Preview Scheduler button and quickly clicking through your Client Scheduler to see how those appointment timeslots are showing up for clients who are trying to book services with you!
If you have any questions about adding availability for you or your staff to accept service-based appointments, please contact our support team! We will be happy to assist you.