Ask ChatGPTAsk Claude

Event type availability determines when customers can book an event by controlling the available days, dates, and time slots. It helps ensure appointments are scheduled only during the intended booking periods. You can use event type availability when you want an event to follow the working hours of assigned users or a predefined schedule. This is useful for managing individual availability, team-based bookings, recurring schedules, and special event timings.

1. How event type availability works?

1. Based on user working hours
   
2. Based on a schedule assigned to the event type
   

User-specific hours

User-specific hours allow you to define a separate schedule for selected users within an event type. This helps when certain users need different availability from the default event type schedule. You can add multiple user-specific schedules for an event type, each applied to different users or groups of users. These schedules apply only to that event type and do not affect the users’ availability in other event types. For example, an event type follows a schedule from 9 AM to 6 PM, but certain users require different availability. For instance, User A may be available only from 10 AM to 2 PM, while User B may work from 3 PM to 7 PM. You can define user-specific hours for individual users or groups to reflect this. You can also add extra availability to allow selected users to take bookings beyond the event type’s schedule, or mark them unavailable for specific hours or dates. These changes apply only to this event type and do not affect availability elsewhere.

Override user-specific hours

In some cases, you may want all users to temporarily follow the event type’s default schedule. To do this, you can enable the Override user-specific hours option. When enabled, all users assigned to the event type follow the schedule set under Default Hours, and any user-specific hours are ignored. This option is useful when you want to temporarily disable user-specific availability and apply a single, consistent schedule for all users. This flexible setup ensures that event types remain available only during intended periods while supporting real-world scenarios such as team-based availability, shared schedules, and user-level adjustments.

Who can access this feature?
Available on	All plans
Super admin and admins	Can set availability for all event types
Workspace admins	Can set availability for all event types under their assigned workspaces
Manager and staff	Can only view the availability of event types under their assigned workspaces

2. Use case

Scenario 1: Based on user working hours

3. Steps to set availability

1. Navigate to the required workspace and click Event Types from the left pane.
   
   
   
   
2. Select the event type, then click the Availability and Limits tab.
   
   
   
   
3. Click Available Dates and Times in the left pane and select Customize next to Default Hours.
   
   
   
   
4. Choose one of the following options:
   
1. User working hours: The event type will be available based on the working hours of the users assigned to it.
   
   
   
   
2. Any existing schedule: The event type will follow the working days, time ranges, time zone, and date overrides defined in the selected schedule. 
   
   
   
   Note: Only schedules already created in the workspace will be listed.

   
   

   
   
3. +New schedule: Create a new schedule with specific working hours and assign it to the event type.
   Note: The newly created schedule will be listed in the workspace and can also be reused across other event types.
   
   
   
   
5. Control whether user-specific hours should be applied by enabling or disabling the Override user-specific hours option.
   
1. Enable override user-specific hours

   The event type will strictly follow the assigned schedule, and user-specific hours will not be considered.
   
2. Disable override user-specific hours
   User-specific hours configured for selected users will override the assigned schedule for this event type.
   
   
   
   
6. Click Save to apply the changes. The even type will be available for booking based on the chosen schedule.
   
     

4. Steps to add user specific hours

1. Select Available Dates and Time in the left pane and click Add Working Hours next to User-specific Hours.



2. In the Configure Availability screen, enter the below details.

• Schedule Name: Enter a name for the schedule. Each schedule within a workspace should have a unique name.
• Available Dates: You can set the availability by choosing any one option
  
• Forever: Select this option to make schedule always available. (without a start and end date).
  
• Custom Range: Select this option to make the schedule available from a start date to an end date.
  
• Time Zone: Select the timezone for the schedule to follow, so that available times and dates overrides will show according to this timezone.
• Users: Select the users to assign this schedule to.
• Available Times: Choose the hours and days this schedule should be available.
• Date Overrides: Click Add besides Date Overrides to add exceptions to the schedule by adding additional available and unavailable hours.
  
  
  
  

5. Manage availability 

5.1 View availability 

Under the Available Dates and Times tab, you can view the assigned schedule name, available days, date range, and time zone at a glance. Click View Schedule to see full details such as available times, assigned event types and date overrides.

  

5.2 Edit availability 

You can edit an event type’s availability by assigning a different schedule or by creating a new schedule using the + New Schedule option.

  

If you do not want the event type to follow a schedule, you can choose the User Working Hours option, so the event type will be available for booking only during working hours of the users assigned to the event type.

5.3 Override user-specific hours

You can control whether user-specific hours should be applied by enabling or disabling the Override user-specific hours option. This decides whether the event type strictly follows the assigned schedule or allows user-specific overrides for that event type.

• Enable override user-specific hours
  The event type will strictly follow the assigned schedule, and user-specific hours will not be considered.
• Disable override user-specific hours
  User-specific hours configured for selected users will override the assigned schedule for this event type.
  

• Schedules
• Event type settings
• Event types and its categories
• Booking pages