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How to manage availability across all stores

This guide covers the Availability Management page - where schedules (working hours, unavailability, one-off exceptions) are set up for resources and services across stores/accounts.

👉 Schedule Blueprints vs. Availability Management - which do I use?

These two aren't either/or - you can use whichever fits, or combine them:

  • Blueprints only - if every store shares the same schedule and timezone, a schedule blueprint applies it everywhere in one go.

  • Availability only - if store schedules are all different enough that separate blueprints would be time-consuming to set up, build the schedules directly in Availability Management instead.

  • Both together (ideal for most cases) - create a blueprint for the common/shared schedule across stores, then head into Availability Management to tweak the one or two stores that need something different. Blueprint rules pull through into Availability Management automatically, so editing a single store there doesn't require a whole separate blueprint.

1. Getting there

In the left-hand sidebar, click the Availability icon to open Availability Management. The page has two tabs:

  1. Schedule Rules - a list view of every rule

  2. Overview Grid - a calendar-style view of availability per resource/service

2. Schedule Rules tab

This is a searchable, filterable list of every schedule rule that's been created.

At the top, four summary cards give an at-a-glance overview:

  • Recurring Rules - count of rules that repeat (e.g. weekly)

  • One-off Exceptions - count of rules pinned to a single date

  • Conflicts - count of rules that clash with another rule

  • Resources Covered - how many resources have at least one rule, out of the total

Below that, you can search rules, resources, or services, and filter by All / Recurring / One-off / Available / Unavailable / Resources / Services.

Each row in the table shows:

  • The rule itself (days + time window + repeat frequency)

  • The resource/service and store it applies to

  • Its Type (Recurring/One-off)

  • Its Purpose (Available/Unavailable)

  • The Schedule, and

  • Timezone

...with Edit and Delete icons on the right.

3. Overview Grid tab

The Overview Grid gives a calendar view of availability, and can be viewed by Week or Month, and toggled between Resources and Services.

Use the arrows (or Today) to navigate dates, and the search box to jump to a specific resource/service.

Above the grid, every resource/service is listed as a chip you can filter by (or leave on All), grouped by account further down the list.

The grid itself shows one row per resource (or service), one column per day. Each cell is colour-coded per the legend:

  • 🟩 Available

  • 🟥 Unavailable (hatched)

  • 🟨 Conflict

  • ⬜ No schedule - click to add (you can click to add a rule directly from that cell)

Hovering a resource row also surfaces a quick "edit schedule" shortcut.

Switching the toggle to Services shows the same grid, but rows represent services rather than individual resources.

4. Adding a schedule rule

Clicking + Add schedule rule (available from the Schedule Rules tab, or by clicking an empty cell in the Overview Grid) opens the Add schedule rule panel:

  • Rule Type - Recurring or One-off date

  • Purpose - Mark as available or Block as unavailable

  • Days of Week - pick one or more days

  • Time Windows - set a start/end time (or tick All day); click + Add another time window for split shifts

  • Starting from / Until (optional) - the date range the rule applies over

  • Applies To - search and select one or more resources/services to apply the rule to (with a Select all shortcut)

  • Timezone - defaults to the account's timezone, or choose another

  • Reason (optional) - a note for context

A live preview at the top of the panel (e.g. "Available · Mon–Fri · 9:00 am – 5:30 pm · weekly") updates as you fill in the form.

Click Save rule to confirm, or Cancel to discard.

5. Importing schedules via CSV

For bulk changes across many resources or services, use Import CSV from the Schedule Rules tab.

This is especially useful when schedules differ completely across stores - rather than applying one rule to many resources at once (as the Add schedule rule form does), each row in the import file can define a completely different schedule for its own resource.

The import is a 4-step wizard:

  1. Upload file - drag and drop, or browse to upload a .csv, .xlsx, or .xls file (max 10MB, up to 5,000 rows)

  2. Map columns - match your file's headers to the expected fields

  3. Review & fix - check for errors before anything is applied

  4. Confirm & apply - create the rules

If you don't already have a file, click Download template (.csv) to get a starting point with the correct columns.

CSV columns

Column

Required?

Notes

resource_name

Must match exactly — the tool will suggest close matches for typos

days

e.g. Mon-Fri, Mon,Wed,Fri, Mon Wed Fri, or Weekdays. Full day names also work

start_time

✅

24-hour (09:00) or 12-hour (9:00am) format

end_time

✅

Same format options as start_time

available

✅

yes/no, true/false, or available/unavailable

service_name

timezone

Leave blank to use the account's default timezone

repeat

weekly, daily, monthly, or once for a one-off date

start_date

until_date

reason

action

Leave blank or create (default). Use update to edit an existing rule (matched by resource + reason), or delete to remove it

schedule_id

account_slug

Use to target a specific store/location when resource names are shared across accounts

max_capacity

Example row:

resource_name

days

start_time

end_time

available

repeat

reason

action

Jane Doe

Mon-Fri

09:00

17:30

yes

weekly

Standard hours

create

Quick recap

  1. Sidebar → Availability → two tabs: Schedule Rules, Overview Grid

  2. Schedule Rules - searchable/filterable list, with summary counts (Recurring, One-off, Conflicts, Resources Covered)

  3. Overview Grid - Week/Month calendar view, toggle between Resources/Services, colour-coded cells (Available/Unavailable/Conflict/No schedule)

  4. + Add schedule rule - set type, purpose, days, time windows, date range, and apply to one or more resources/services in one go

  5. Import CSV - best when schedules differ completely across stores/resources; 4-step wizard (Upload → Map columns → Review & fix → Confirm & apply), using create/update/delete in the action column and account_slug for store targeting

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