Managing Staff and Facility Availability with Date Overrides

Once your staff and facility availability is set, there will always be times when there's unavailability. This is where date overrides become incredibly useful. Staff may be unavailable due to sick leave, vacation, or personal commitments. Facilities may be unavailable due to maintenance, repairs, or renovations. In all these cases, you can easily add a date override to block availability without changing your main schedule.

Adding Date Overrides for Staff

1. Click on the staff member.

2. Navigate to the Availability tab and select Add Date Override.

3. Enter the reason for unavailability, such as a holiday.

4. Specify the start and end date, and the start and end time during which the staff member is unavailable.

5. Click Add Override.

6. The system will automatically show any conflicts, such as classes, appointments, or courses the staff member is scheduled for during that period.

7. You can click each event to reassign to another instructor, or choose to ignore the conflicts and proceed.

8. Confirm the override to save.

Adding Date Overrides for Facilities

1. Go to Facility and select the facility.

2. Click Add Date Override.

3. Enter the reason for unavailability, such as maintenance.

4. Set the dates and times for the override.

5. If there are scheduling conflicts, the system will show them. If not, you can proceed instantly.

Understanding the Impact of Overrides

Overrides themselves don't show visibly on the calendar, but you will see them when trying to book. For example, if a staff member or facility is not available, you'll see a warning when trying to book with them via the calendar. Customers will also not see unavailable slots on the website or app. This keeps your schedule clean and prevents accidental bookings in case of unavailability.