How To Set Availability For Appointments

A user's availability determines when they are available to host appointments. Properly setting user availability for users that are "Bookable" and/or assigned appointment types is useful because it allows you to avoid scheduling and calendar conflicts when your guests book an appointment. A user's availability willl be reflected on their calendar and when guests attempt to book appointments with them.

This article will walk through the step-by-step process to set a user's availability if you have the proper administrative privleges and the process to set your own availability.

How to set a bookable user's availability

  1. Login to your Insight account, and on the upper right of the screen select the dropdown next to your location name and click Users
    click_users.png

  2. Click the pencil icon next to the name of the user whose availability you want to set
    pencil_icon_next_to_users_name.png

  3. Click Availability
    click_avail_user.png

  4. Click the ADD TIME SLOT button
    Click_add_time_slot.png

  5. Use the Add a Time Slot pop-up to set these values:
    • Days of the week- Click the checkbox for each day of the week (Sunday through Saturday) the availability applies to
    • Start/end time- Set a start time and end time to create a window of availability. For example, to make a trainer available from 9 a.m. until 5 p.m., set the Start Time* as 9:00 a.m. and the End Time* as 5:00 p.m.. The times will apply to each day selected in the Days of the week section. You can make multiple availability entries in case users have different available hours on different days.
    • Effective Date Range- Set a start date and an end date for the availability. For example, if a trainer is on vactation for two weeks, set the corresponding two week window.
    • Use as unavailability- Check this box to make the days, times, and date ranges set here indicate when the user is NOT available. If you want to define when the user is available, leave this box unchecked.
      availability_settings_popup.png

  6. Once the desired availability/unavailbility window is set, click the SAVE button. To exit without saving changes, click the CANCEL button next to the SAVE button or the X icon in the upper right of the pop-up.
    availability_click_save.png

  7. Repeat steps 4-6 as needed for additional availability/unavailability windows

That's it! The availability/unavailability windows you have configured will be applied in Insight and reflected when guests attempt to book the user for appointments. You can use the red X icon to delete next to an availability/unavailability window or the pencil icon to edit it.

availability_saved.png

 

How to set your own availability using your avatar

  1. Login to Insight, click your avatar in the lower left side of the screen, and click Your Settings
    click_avi_yoursettings.png

  2. Click Availability
    click_avail_user.png

  3. Click the ADD TIME SLOT button
    Click_add_time_slot.png

  4. Use the Add a Time Slot pop-up to set these values:
  5. Days of the week- Click the checkbox for each day of the week (Sunday through Saturday) the availability applies to.
    • Start/end time- Set a start time and end time to create a window of availability. For example, to make yourself available from 9 a.m. until 5 p.m., set the Start Time* as 9:00 a.m. and the End Time* as 5:00 p.m.. The times will apply to each day selected in the Days of the week section. You can make multiple availability entries in case users have different available hours on different days.
    • Effective Date Range- Set a start date and an end date for the availability. For example, if you are on vactation for two weeks, set the corresponding two week window.
    • Use as unavailability- Check this box to make the days, times, and date ranges set here indicate when the you are NOT available. If you want to define when you are available, leave this box unchecked.
      availability_settings_popup.png

  6. Once the desired availability/unavailbility window is set, click the SAVE button. To exit without saving changes, click the CANCEL button next to the SAVE button or the X icon in the upper right of the pop-up.
    availability_click_save.png

  7. Repeat steps 4-6 as needed for additional availability/unavailability windows

That's it! The availability/unavailability windows you have configured will be applied in Insight and reflected when guests attempt to book you for appointments. You can use the red X icon to delete next to an availability/unavailability window or the pencil icon to edit it.

availability_saved.png