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Availability

Schedules that determine when resources will be available for booking.

When creating a resource, you'll need to decide when you want it to be available for booking.

For example:

  • every day, from 9am to 6pm

  • Mondays, Wednesdays, and Fridays, from 7am to 10pm

  • Saturdays and Sundays, from 2pm to 5pm

  • weekdays from 9am to 6pm and weekends from 12pm to 4pm

To do so, you'll have to create or assign an availability schedule.

Every resource must have at least 1 availability schedule that'll take effect between specific dates. For example, from 1 January to 30 June every year. This is known as the effective dates.

Types of availability schedules

There are 2 types of availability schedules:

  • Flexible

  • Fixed

Flexible schedules

A flexible availability schedule allows users to choose the duration of their booking. However, you'll have to decide what the minimum and maximum duration should be.

Here's an example based on this flexible availability schedule:

  • Minimum duration: 30 minutes

  • Maximum duration: 4 hours

  • Time slots: Mondays to Fridays, 10am to 6pm

In this case, these are some bookings users can make:

  • Monday, 10am to 10:30am (30 minutes)

  • Tuesday: 12pm to 4pm (4 hours)

  • Wednesday, 1pm to 2pm (1 hour)

  • Thursday, 4:30pm to 6pm (1.5 hours)

  • Friday, 2pm to 5:30pm (3.5 hours)

Fixed schedules

A fixed availability schedule only allows users to make bookings at specific time slots of a fixed duration. You can decide what these time slots are.

Fixed schedules give your agency more control over bookings, and may be useful for resources that require more setup time and preparation.

When adding time slots for your fixed availability schedules, you're deciding the exact time slots users can pick from.

For example, if you enter 10am to 6pm for Mondays to Fridays, users can only make a booking for:

  • Monday, 10am to 6pm

  • Tuesday, 10am to 6pm

  • Wednesday, 10am to 6pm

  • Thursday, 10am to 6pm

  • Friday, 10am to 6pm

As this is a fixed time slot from 10am to 6pm, users will not be able to make a booking for Monday 10am to 12pm. This does not change, even if no one else has made a booking on that day.

Viewing and editing availability schedules

To view the availability schedule presets available for your agency:

  1. On the side navigation bar, select Resources

  2. Select Availability under the Resource presets section

From this table, you can look for and edit your agency's availability schedule. If you edit an availability schedule that is assigned to resources:

  • affected resources will not be available for booking, and their status will be changed to Pending review

  • there will be no change to bookings made before your edits

To enable bookings for affected resources that are pending review:

  1. On the side navigation bar, select Resources

  2. Select All resources

  3. You should see an alert message. Select View affected resources to filter the table

  4. Review the edits for each affected resource, and change the resource status to Active

Assigning availability schedules

Availability schedules must be assigned to resources before it can take effect.

To assign an availability schedule to an existing resource:

  1. On the side navigation bar, select Resources

  2. Select All resources

  3. Select a resource

  4. On the side panel, look for availability and select Edit

  5. Select the availability schedule you wish to assign

Once you assign an availability schedule, the availability of that resource will change immediately. However, there will be no change to any bookings made before your edits.

Assigning multiple schedules to 1 resource

In some cases, you may need to assign multiple availability schedules to 1 resource. However, you should make sure that the availability schedules assigned to 1 resource does not have overlapping dates.

For example, you may decide that from 2024 onwards, the cleaning team needs an hour every evening for the resource Room 10-18. Because of this, the resource should not be available for booking from 5pm to 6pm.

In this case, you may want to update the availability of the resource Room 10-18 from 1 January 2024.

To do so, you’ll need to:

  1. Edit the resource's current availability schedule so it ends on 31 December 2023

  2. Create a new schedule for the resource that starts from 1 January 2024

After editing an availability schedule, go to Resources, All resources to confirm the edits for all affected resources.

Other resource presets

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