Managing Unavailability 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 either add a date override under the staff or facility settings or add blocked times on the calendar to block availability, without changing your main schedule.

Exploring Blocked Time

In this guide, we will explore how to block time on your calendar:

1. Start by heading to your calendar and click Add Event.

2. Select Blocked Time.

3. Select the instructor or facility that should be blocked. For example, let's say an instructor is unavailable for lunch every weekday from 1 p.m. to 1.30 p.m.

4. Add the reason, in this case, Lunch.

5. Set the recurrence:

   • Does not repeat for one-off unavailability.

   • Repeat for recurring unavailability.

   • Choose to repeat Daily or Weekly based on your preference.

6. Select the start date, either Today or a future date.

7. Set the end rule:

   • After a certain number of occurrences.

   • Or end on a specific date.

8. Set the time. For example, start time at 1 p.m. and end time at 1.30 p.m.

9. Choose the days, such as Monday to Friday.

10. Once you're happy with the settings, click Block Time.

You'll now see a list of all affected slots and any conflicts highlighted, if any sessions already exist. You can click the checkbox to ignore specific conflicts or adjust the availability before proceeding. Once you confirm, click Block Time again.

Visual Confirmation

You'll now see the blocked time visually on the CRM calendar, making it clear that the instructor or facility is unavailable. Importantly, customers will not see these slots on the website or app, so they won't be able to book during blocked times.