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How to control the times your services are bookable online
How to control the times your services are bookable online

Learn how to create a custom service schedule to set the dates and times that your services should be bookable for.

Jubrine Fortuno avatar
Written by Jubrine Fortuno
Updated over a week ago


If you've followed this guide but your times are not displaying correctly, please read our help guide here 👈


Overview

In this guide we'll walk you through how to adjust availability at a service level. This will allow you to customise your availability further and add the particular times, days or dates a certain service is bookable (within the availability that resource working hours allow).

❗️Please note we have enhanced this feature on the 29th of March, 2023.

Below, you'll find guidance for the following:

  • How do I set it up?

  • How do I update and cancel an existing schedule?

  • How do I review existing schedules?

  • What does merge back-to-back time slots mean?


🛠️ How do I set it up?

  1. Hover over Setup and click Manage services;

  2. Click the pencil icon to edit a service or click Add service to create a new one;

  3. From the drop-downs, choose Availability and Custom schedule toggle ON;

  4. Select Manage and the custom schedule window will pop up:

<a href="https://downloads.intercomcdn.com/i/o/701092660/4c0262e563d3b685a128f773/Screenshot+2023-03-29+at+10.18.03.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/701092660/4c0262e563d3b685a128f773/Screenshot+2023-03-29+at+10.18.03.png</a>

Alternatively, if you wish to easily adjust an existing schedule, on the service management page, instead of clicking on the pencil icon, click on the calendar icon:

<a href="https://downloads.intercomcdn.com/i/o/701095446/0590a9904d09300b00b7968f/Screenshot+2023-03-29+at+10.21.33.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/701095446/0590a9904d09300b00b7968f/Screenshot+2023-03-29+at+10.21.33.png</a>

5. Hover over a specific date and click on the green + sign to add your schedule:

<a href="https://downloads.intercomcdn.com/i/o/701097085/db9532b9871e9a867c07968b/Screenshot+2023-03-29+at+10.24.03.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/701097085/db9532b9871e9a867c07968b/Screenshot+2023-03-29+at+10.24.03.png</a>

6. Choose what rule you wish to apply to your service schedule (each rule is explained below).

<a href="https://downloads.intercomcdn.com/i/o/701098410/6afc057a9e12d9821b4323be/Screenshot+2023-03-29+at+10.25.55.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/701098410/6afc057a9e12d9821b4323be/Screenshot+2023-03-29+at+10.25.55.png</a>

I. Available vs Unavailable times

Via the new service schedule interface, you can select available ✔️ or unavailable ❌ for a certain period of time. The flow is the same for both scenarios and you're in full control how to open up or close the availability of your service.

<a href="https://downloads.intercomcdn.com/i/o/694807996/6736d6fe0a7bb60928ff72a4/Screenshot+2023-03-20+at+12.23.47.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694807996/6736d6fe0a7bb60928ff72a4/Screenshot+2023-03-20+at+12.23.47.png</a>

Please note: If you add an available ✔️ schedule on top of an unavailable ❌ schedule, the unavailable ❌ schedule will supersede.

If you delete the unavailable ❌ schedule, the available ✔️ schedule will come into place.

II. Adding specific times

You can choose the dates the new schedule should apply to. You have the below options:

A) Apply to only a specific date - this will default to the same date you selected to add the schedule to

<a href="https://downloads.intercomcdn.com/i/o/694832576/e9d95f40b2bf04cd61c862e9/Screenshot+2023-03-20+at+12.51.36.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694832576/e9d95f40b2bf04cd61c862e9/Screenshot+2023-03-20+at+12.51.36.png</a>

B) Apply to a date range - you can choose the specific start and end date you'd like this schedule to apply to

<a href="https://downloads.intercomcdn.com/i/o/694832903/2ae53f17ee3d6796d22f8b30/Screenshot+2023-03-20+at+12.52.23.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694832903/2ae53f17ee3d6796d22f8b30/Screenshot+2023-03-20+at+12.52.23.png</a>

C) Apply to a specific weekday every week - this will default to the same day of the week you selected to add the schedule to

<a href="https://downloads.intercomcdn.com/i/o/694834514/80ae1920cc25138a58180809/Screenshot+2023-03-20+at+12.53.48.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694834514/80ae1920cc25138a58180809/Screenshot+2023-03-20+at+12.53.48.png</a>

D) Apply to multiple days from the date that you selected at the beginning of the flow - this option allows you to customize the frequency, recurrence, days of the week, and even the end date of this schedule

<a href="https://downloads.intercomcdn.com/i/o/386215065/06e72a42657f8b65a0f93b3e/Screenshot+2021-09-07+at+18.35.06.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/386215065/06e72a42657f8b65a0f93b3e/Screenshot+2021-09-07+at+18.35.06.png</a>


Next, you can select the specific time(s) you'd like the available ✔️ or unavailable ❌ schedule to apply to. You can add, delete, or adjust the start and finish times within which the service schedule will be available ✔️ or unavailable ❌ as well as select the timezone of this service schedule.

Alternatively, you can select all day in which case the schedule will apply from midnight to midnight.

<a href="https://downloads.intercomcdn.com/i/o/694836679/a9736b69c0d7756d9c4adcf4/Screenshot+2023-03-20+at+12.56.14.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694836679/a9736b69c0d7756d9c4adcf4/Screenshot+2023-03-20+at+12.56.14.png</a>

Please note: adding multiple time ranges will create multiple schedules.

III. Reviewing and saving the custom schedule

Before you click to save the schedule, you have the option to add a reason for this schedule and you can see a summary of what dates or days the schedule will apply to.

<a href="https://downloads.intercomcdn.com/i/o/694838301/8b502056d6ea318590d9ea01/Screenshot+2023-03-20+at+12.58.07.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694838301/8b502056d6ea318590d9ea01/Screenshot+2023-03-20+at+12.58.07.png</a>

❗️❗️❗️ Please click to save the overall schedule when all the dates have been updated as well as the service configuration page to make sure no schedules are lost. This will open or close availability according to the parameters you set.


❌ How do I update or cancel an existing schedule?

If a schedule has already been added, updating or cancelling the schedule will work the same way. For both of these actions, simply navigate to Setup > Manage services > calendar icon.

To adjust an existing schedule, click on the schedule you're looking to amend. Make sure you hit save once updated.

<a href="https://downloads.intercomcdn.com/i/o/694827053/6d9c87c7e609e041a951eaa1/Screenshot+2023-03-20+at+12.45.26.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694827053/6d9c87c7e609e041a951eaa1/Screenshot+2023-03-20+at+12.45.26.png</a>

If you're looking to cancel an existing schedule, hover over the appropriate schedule and click in the x in the corner. If this is a recurring schedule, you'll have the option to delete only the one occurrence or all of them. Select as appropriate and hit confirm.

<a href="https://downloads.intercomcdn.com/i/o/694831555/50b82c572918460b7f2c3c54/Screenshot+2023-03-20+at+12.50.34.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694831555/50b82c572918460b7f2c3c54/Screenshot+2023-03-20+at+12.50.34.png</a>


👀 How do I review existing schedules?

Once the service schedules have been added, you will be able to view them by going to the Setup tab -> Manage services -> calendar icon. Via the ⬅️ arrows ➡️ next to the date in the top left corner you can view the previous week's or the next week's schedule. The timezone next to this will default to your timezone. If you wish, you can view the service custom schedule in a different timezone by selecting the appropriate city from the dropdown⬇️:

<a href="https://downloads.intercomcdn.com/i/o/694843466/9312e06a71d4f9a19cbfaf33/Screenshot+2023-03-20+at+13.03.34.png" target="_blank" rel="nofollow noopener noreferrer">https://downloads.intercomcdn.com/i/o/694843466/9312e06a71d4f9a19cbfaf33/Screenshot+2023-03-20+at+13.03.34.png</a>


📌 What does merge back-to-back time slots mean?

Turn the toggle on if you want to merge your times together.

For example, if you input:

  • 9:00am - 10:00am > 10:00am - 11:00am > 11:00am - 12:00pm

  • = the times shown to customers would be available time slots between 9:00am - 12:00pm

  • in this case, the available time slots in your booking flow will be shown according to what you set under Time increments to display in availability

Turn the toggle off if you want to keep your times separated.

For example, if you added:

  • 9:00am - 10:00am > 10:00am - 11:00am > 11:00am - 12:00pm

  • = the times shown to customers would be three individual slots

  • in this case, the available time will show in hourly increments in your booking flow, regardless of the setting Time increments to display in availability

If you're still stuck, please get in touch via the bottom right chat icon 💬


If you have any feedback we would love to hear it 👂

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