In tweaking your staff's availability for services, you may not always want to change the hours that you're available on days within a certain date range. You may prefer to just change the date range that a certain block of availability applies to.
TimeTap provides a lot of options for maintaining and updating your schedule by using the Date Range Actions found on the top right of any of the date ranges of availability that your staff has set up. Those options include -
- Editing the Date Range
- Splitting the Date Range
- Cloning the Date Range
- Deleting the Date Range
- Adding a Location to the Date Range
Each of these options can be used in a number of ways to make managing your availability for services quick and easy. In this documentation, we'll try to cover all the ways that you can manipulate your date range. If we miss anything, please feel free to contact our support team and we'll be happy to get you an answer!
In order to explain how you can edit date ranges, we will look at 3 different use cases -
- Editing date ranges in a closed date range of availability.
- Editing a date range so that the new date range overlaps with another date range.
- Editing date ranges of an "Onward" or indefinite date range.
Let's say you have availability setup from 7/1/26 through 7/15/26 from 8:00 AM to 5:00 PM, with a scheduled lunch break in the middle. You find out that you actually won't be working or accepting appointments for the first week in July due to some summer traveling with your family.
You could, of course, add in a multi day time off to cover that first week of July, or you could navigate to Settings > Staff > View next to the staff name whose availability needs to be updated and click on the Service Availability tab on their staff profile.
Hover your mouse over the date of the date range that needs adjusting and click on the Edit button (the 1 with the pen icon) -
This puts the date range in edit mode where you can customize the effective starting date and end date of the availability. The date range will be pre-filled with the start & end dates -
Since I don't want my service availability to have yet started during the first week of July, I will select the effective start date and move it forward a week -
Once I've got my date range defined, I'll go ahead and click on the green Save button and I'll see the new updated range of availability -
It's a good idea from here to click on the blue Preview Scheduler button on the upper right of your staff profile so that you can test how your availability will appear to clients who are trying to book with you. You can make sure as you are clicking through the panels your scheduler that all the date ranges are appearing properly based on the edits you made.
Let's say this is the case for you and you have it set on your staff profile so that from 11/1/26 through 11/30/26 you are available for service-based appointments on Monday through Wednesday from 8:00 AM - 12:00 PM and then 1:00 PM - 5:00 PM. Starting on the 1st of December, however, you want to mix it up a little by offering availability on Monday, Wednesday and Friday from 8:00 AM - 12:00 PM and then 1:00 PM - 5:00 PM. Starting in January of the new year you plan on reverting back to your old schedule of hosting services on Mondays, Tuesdays and Wednesdays -
Halfway through December, you've been on this different schedule and you decide that you really like spacing out when you offer services in your weeks. You determine that you're going to continue with this schedule into the new year and see how things go. Besides, you can always switch back!
Begin by removing deleting the January 1, 2027 - Onward date range. To do so, you'll need to hover your cursor over the date range you would like to remove and click on the red delete button -
With that date range removed, now it's time to extend the December availability into the new year. Go to that date range, hover your cursor over the date and click on the edit button -
Once the date range is in edit mode, you'll see the effective dates are pre-populated with the start & end dates of the date range being edited -
At this point, you have the choice of whether you want to have the availability stay in effect "Forever" (or indefinitely) or you can choose to just extend the end date of your current schedule and push back the start of your Monday, Tuesday and Wednesday availability to February or some later date.
Let's say you choose to extend it "Forever" - knowing you can always come back and modify the availability later to go back to your Monday, Wednesday and Friday schedule. You select the radio button next to Forever and click on the green save button -
Once you click on the green save button your availability will update so that your previous date range of 12/1/26 - 12/31/26 will now read 12/1/26 - Onward -
As always, make sure to test the changes you made to your date range by clicking on the blue Preview Scheduler button on the upper right of the page to quickly click through the panels of your Client Scheduler and make sure all service availability is appearing as you expect it to.
Simply navigate to the Service Availability tab of your staff profile and find the date range in your availability that is set to extend indefinitely, or "Onward". Hover your mouse over the date range you would like to modify and click on the edit button -
When the date range goes into edit mode, the effective start date will be populated with the start date of the range you're editing and the end date will be selected as "Forever" -
From here, you can just select the radio button next to On and then click in the date selector field to the right to select the appropriate end date -
Once you select the date, just click on the green save button and you'll see the date range that previously had extended "Onward" has been capped with whatever date you selected (in this case 1/31/27) -
From here, you can click on the blue Preview Scheduler button on the upper right of your profile to make sure that your availability looks right on the Client Scheduler.
There are more methods for customizing and adjusting your schedule of availability for service-based appointments. You can always -
- Add a new date range
- Modify your existing availability
- Remove a date range
- Set up availability through the Time menu
- Or view all your staff's availability from your Location Availability tab
We hope that after reading through the documentation on editing date ranges you have a good understanding on how to use the feature to make changes to the availability you offer!
In this example, let's say that your staff person has their regular availability set up to take service-based appointments on Monday, Tuesday, Wednesday and Thursday. Starting on July 1, however, they will begin to take appointments on Friday as well.
In order to do this, you'll first want to navigate to the Service Availability tab on the staff profile of the staff member whose schedule needs adjustment. From there, find the date range of availability that you want to adjust and click on the Split button to split this date range into 2 separate ranges -
This will bring up a window where you can decide what date you want to split the date range on. In this case, since I want the change in the staff member's schedule to start taking place on July 1, I will input 7/1/26 into the date selector field and click on the green Split Date Ranges button -
This will break the availability into 2 ranges so I can make edits to 1 of the date ranges without affecting the other -
Now I can click on the Add Day link for the July 1, 2026 - Onward date range to add my availability for Friday -
Once Friday is added, you'll see that it's only available for the 7/1/26 - Onward date range and does not apply to the date range before it -
You can now treat these 2 date ranges as completely separate and edit the availability of each without affecting the other.
If you have any questions about splitting the date range of availability for your staff, please write into our support team and we'd be happy to answer those questions for you!
To do this, go to the date range you want to put in place for August and click on the Clone button -
Once you click on the Clone button, a new window will pop up. From this new window select the date range period for when you want this availability to apply. In this example, I want the date range to be cloned to start on 8/1/26 and to extend indefinitely into the future. Once I've filled in those dates, I'll click on the green Clone Date Range button -
This will create a new date range with the same availability as the date range I cloned from -
Again, you can only clone date ranges that have a defined end date. Also, you cannot clone date ranges into a period where availability is already set up for the staff. You would need to make sure that whatever time period you are cloning to does not already have availability set up.
All you need to do is go to the Service Availability tab on your staff profile found by navigating to Settings > Staff > View next to the staff name. Find the date range during which you are no longer going to be open for scheduling appointments and hover your mouse over the date and click on the red delete button to remove the date range -
Once you click on the red button with a trash can inside a small window will pop up to confirm that you really want to remove this date range of availability -
After confirming, that range of availability will get removed from your Service Availability tab -
From here, you should click on the blue Preview Scheduler button on the upper right of your profile to make sure that your availability looks right on the Client Scheduler.
Let's assume that from June 4 onward Staff 2 is available at the Main Office from 9:00 AM - 1:00 PM on Monday, Tuesday, Wednesday and Thursday, and now she has decided to offer afternoon appointments at the Virtual Meeting Room location from 1:00 PM - 5:00 PM on Tuesdays and Wednesdays to try to make some extra income. To set this up, begin by going to Staff 2's Service Availability tab that can be found by navigating to Settings > Staff > View next to the staff name. Next you'll want to locate the particular date range you want to add a location to and click on the Add Location button -
This will cause a new window to pop up where you can use the dropdown menu next to Select Location to choose the location where you want your staff member to be available and click on the green Add New Location button -
After Adding the Virtual Meeting Room location to the availability date range, a new window will pop up where you can select the days of the week and times to add availability to. I'll select Monday, Tuesday, Wednesday and Thursday and will set the available times as 1:00 PM - 5:00 PM, and will then click on the green Save Day to Date Range button -
The new location will be added to the existing date range -
Now, let's assume that the staff changed their mind and now wants to be available at the Atlanta Office instead of the Virtual Meeting Room. To make this change, you'll need to hover your mouse over the Virtual Meeting Room and from the dropdown that appears to the right of it select the Atlanta Office -
This will update the the staff's afternoon availability to be offered at the Atlanta Office instead -
To remove your availability from a specific location, move your cursor over the location you want to remove and click the red delete icon -
If you change your availability to a different location, the appointments that are already booked at the first location where you were available will not get cancelled.
From here, you can click on the blue Preview Scheduler button on the upper right of your staff profile to make sure that your availability looks right on the Client Scheduler.