To get started with this feature, an Admin will need to go to Settings>Advanced>Availability. Within “Availability”, there are two options: Schedules and Closures.
We are going to begin by first looking at Schedules!
Schedules - These are your allowable availability schedules that can then be assigned to your facility, location(s), and/or any items (Spaces, Resources, Services). For example, you may want to create availability schedules for the following:
NOTE: Admins have the ability to override schedules! When adding an event, the system looks at the Availability Schedule, based on the following order:
Creating a New Availability Schedule
NOTE: To add multiple schedules, just repeat the above steps. You can edit or delete any schedule. To edit a schedule, click the green ”Edit” button, make your changes and SAVE. To delete a schedule, click on the red “Delete” button and Save.
Now that you’ve added all of your allowable Schedules, go to Settings>Advanced>General where you will see the option to select a default schedule from a drop-down menu for your facility.
NOTE: This is an optional field; however, if a schedule is not selected then the allowable event times will start with your open time and no closing time!
NOTE: Once the schedule has been added and saved, users will only be able to schedule events within these time frames. If they try to schedule outside of this time frame, they will see the following and not be able to schedule the item(s). However, any Admin has the right to override this function!
If you click on the red icon showing no availability, you will be able to see the reason why the item cannot be scheduled.
Adding an Availability Schedule to a Specific Location:
NOTE: Once the schedule has been added and saved for the location, users will only be able to schedule events within these time frames. If they try to schedule outside of this time frame, they will see the following and not be able to schedule the item(s). However, any Admin has the right to override this function!
Adding an Availability Schedule to an Item(s), being Spaces, Resources, and Services:
NOTE: If you have a facility Availability Schedule and also an item schedule, Admins can edit a schedule for any item(s) if the change is within the facility schedule time frames. Simply click the blue “Edit” button, make your changes, and SAVE.
Now we’re going to take a look at “Closures”.
Closures - These are allowable closures that any Admin can add for reasons such as:
NOTE: Closures are for a particular instance and time frame. Admins have the ability to close down a facility as a whole, by location and even by item (Space, Resource, Service). They also have the ability to override closures!
Creating a New Closure
NOTE: If you select this, you will be able to select your desired location(s).
NOTE: If you select this, you will be able to view and make your desired selections.
Adding an Item(s) During a Closure
If you try to schedule an event and reserve spaces when you have a closure (for item or location(s)), users will NOT be able to add any items. There is a red icon indicating the item(s) cannot be selected or reserved.
Calendar Closures Reflected on Calendars
Here is an example for a closure, due to a Holiday, that is represented on my internal and public calendars.