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Staff Availability & Scheduling

Configure staff working hours, set custom availability for specific dates, and link schedules to appointment types.

Setting Up Regular Hours​

Location: Staff → [Staff Member] → Availability

Creating a Schedule​

  1. Click Add Schedule (if none exists)
  2. Name the schedule (e.g., "Main Schedule")
  3. Add time slots for each working day

Adding Time Slots​

For each day they work:

  1. Select the Day of Week
  2. Set Start Time and End Time
  3. Add multiple slots if they have breaks

Example:

  • Monday — 9:00 AM - 12:00 PM, 1:00 PM - 5:00 PM
  • Tuesday — 9:00 AM - 5:00 PM
  • Wednesday — 9:00 AM - 5:00 PM
  • Thursday — 9:00 AM - 12:00 PM
  • Friday — 9:00 AM - 3:00 PM

Set gym trainer working hours and availability for appointment booking

Custom Availability (Overrides)​

Override regular hours for specific dates:

  1. Go to the Availability tab
  2. Click on a date in the calendar
  3. Choose:
    • Mark Unavailable: Block entire day
    • Set Custom Hours: Specific hours for that day

Use for:

  • Vacation days
  • Holidays
  • Special schedules
  • Sick days

Linking to Appointment Types​

For staff to appear available for an appointment type:

  1. The appointment type must have their schedule linked
  2. Go to Appointments → [Appointment Type] → Edit
  3. Add the staff member's schedule

Multiple Schedules​

Staff can have multiple schedules for different appointment types. For example:

  • "PT Schedule" for personal training
  • "Consultation Schedule" for nutrition consults

Booked Sessions​

Viewing Staff Appointments​

Location: Staff → [Staff Member] → Booked Sessions

See all appointments booked with this staff member:

  • Date & Time — Scheduled appointment
  • Appointment Type — Type of service
  • Member — Client name
  • Status — Reserved, Checked In, etc.

Filtering Sessions​

Filter by:

  • Date range
  • Appointment type
  • Status

Best Practices​

Availability Management​

  • Keep schedules up to date
  • Use custom availability for known absences
  • Block time for breaks and admin tasks
  • Communicate changes to booked clients

Troubleshooting​

Staff Not Appearing for Appointments​

Verify:

  • Staff has a schedule configured
  • Schedule has time slots
  • Schedule is linked to the appointment type
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