Time off and extra availability

Your schedule describes a normal week. An exception describes the weeks that are not normal: a holiday, an afternoon off, or a Saturday morning you are working this once.

There are two kinds, and they do opposite things:

• Time off takes time out of the schedule. Nobody can be booked then.
• Extra availability adds time outside the normal schedule.

You choose which one you are making up front — the form itself has no switch to change the type afterwards.

Step by step

1. Open the schedule

   In the left-hand menu, click Team → Schedule. Your existing exceptions are listed underneath.

   

2. Choose what you are setting up

   Click Add exception and pick Time off or Extra availability. That choice is fixed from then on.

   

3. Fill in the exception

   A badge at the top of the form shows the type you picked, so you always know which of the two you are creating.

   

4. Save

   Click Save at the top right. You land back on the schedule with the exception in place.

The fields

Name

Optional

A short description, for example Summer holiday.

Why

The name shows up in the calendar and in the schedule overview. Without one you just get a coloured block and have to open it to find out why that week is closed — with one, it is obvious at a glance to your whole team.

One-off or recurring

One-off is a single day or one continuous period. Recurring asks for a frequency: weekly, monthly or yearly. Weekly also asks which days.

Why

Yearly is for things that come back every year, such as a fixed closure between Christmas and New Year. Set as a one-off, you have to enter it again next year.

Applies to

Default: whole organisation

An exception applies to everyone by default. Tick Only for specific people to pick one or more.

Why

A company closure applies to the whole team; a holiday applies to one person. If you tick the box but select nobody, Schedulinq tells you — an exception with no people would do nothing at all.

When

A start and end date, plus the All day choice. Turn it off and you fill in a start and end time instead.

Why

Time off defaults to whole days, because that is what a holiday usually is. Extra availability starts with times already filled in (09:00–17:00), because an extra block is nearly always part of a day.

Note

Internal

Room for context, for you and your colleagues.

Why

This text stays inside Schedulinq. Customers never see it — not even when the exception is what is blocking their appointment.

Extra availability only

An extra block is working time, and working time has a place and an offering. So this type has two fields Time off does not.

Where

Required for on location

At customer, On location or Both — exactly the same choice as in a regular schedule block. Pick on location and you must also pick a branch.

Why

Without it Schedulinq would not know where the extra block is worked, and so could not tell which appointments fit in it. If you have no locations yet, the location options are disabled rather than hidden, so you can see they exist once you add one.

Services

Default: all

Leave this alone and the extra block offers everything you normally do. Tick Only for certain appointment types to narrow it.

Why

Useful when you open a Saturday morning purely to clear a backlog: you want to be able to schedule maintenance, but not a three-hour installation. Note this also means customers cannot book any of the other services at that time.

Two things that do not work the way you expect

Editing and deleting

Click an exception in the schedule to open it. It opens read-only; Edit at the top right makes it editable.

Delete it through Actions → Delete. Two cases deserve extra care, and Schedulinq asks about them explicitly:

• A recurring exception is deleted as a whole — the entire series, not one individual day.
• An organisation-wide exception is deleted for everyone. You have to tick a confirmation first, because one row in the list looks the same whether it applies to you or to the whole team.

Frequently asked questions

A customer can book while I am off. Check whether an extra availability block covers that day. Time off does not remove it — see the warning above.

I added extra availability but no times appeared. An extra block only produces times for services that fit in it. If Services is restricted, the block only applies to those appointment types. See also Duration and availability.

Do my customers see that I am off? No. They only see that no times are available. The name and the note stay internal.