Staff availability controls when each staff member can be booked for services and appointments. Setting accurate availability ensures students can only book services at times and locations where the staff member is actually present — and prevents gaps or conflicts in your schedule.
Accessing Availability Settings
Availability is set per staff member from their profile.
Go to Staff Management in the sidebar.
Open an existing staff member's profile and click Edit, or create a new staff member.
Click the Staff Availability tab.
Note: The Staff Availability tab is only accessible after the staff member's basic details have been saved. If you're creating a new staff member, complete and save the Staff tab first, then return to set availability.
How Availability Works
Availability is configured as a recurring weekly schedule. You define which days of the week a staff member works, which locations they work at on each day, and what hours they're available at each location.
On top of the weekly schedule, you can also mark specific dates when the staff member is unavailable — for holidays, leave, or one-off absences — without changing their regular weekly pattern.
Setting Up Availability
Step 1 — Add a Day
Click Add Another Day and select a day of the week from the dropdown (Monday through Sunday). Each day of the week can only be added once.
A toggle appears next to the day. This controls whether the staff member is available on that day at all. Turn it on to activate availability for that day.
Step 2 — Add a Location
Once a day is selected, use the Select Location dropdown to choose which studio location the staff member is available at on that day. A toggle next to the location lets you enable or disable availability at that specific location independently.
If your studio has multiple locations and the staff member works at more than one on the same day, click + Add Location to add another location for the same day. Repeat for as many locations as needed.
Step 3 — Add Time Slots
For each location, set the hours the staff member is available:
Enter a Start Time and End Time using the time pickers (times are in 5-minute increments).
Click the green + Add button to save the time slot.
The slot appears as a badge showing the time range (e.g., "9:00 AM – 5:00 PM").
Repeat to add multiple time slots for the same location if the staff member has a split shift or a break mid-day.
To remove a time slot, click the × on its badge.
Time slots cannot overlap on the same day and location. The system will flag any conflicts.
Step 4 — Add Unavailable Dates (optional)
Within each location section, there is an Unavailable Dates area. Use this to mark specific calendar dates when the staff member will not be available — even though that day would normally be a working day.
Use the date picker to select a date and it will be added as a badge. The date picker only shows dates that fall on the matching day of the week (e.g., if you're setting unavailability for a Monday entry, only Mondays will be selectable).
To remove an unavailable date, click the trash icon on its badge.
Saving Availability
Once all days, locations, time slots, and unavailable dates are configured, click Save Availability. A confirmation note reminds you to ensure the locations in your availability are in sync with the locations assigned to the staff member's services.
Editing Availability
Return to the staff member's profile at any time and open the Staff Availability tab to make changes. You can:
Add new days or locations.
Add or remove time slots.
Add or remove specific unavailable dates.
Toggle an entire day or location on or off without deleting it.
Remove a day entirely using the trash icon at the day level.
How Availability Affects Service Bookings
Staff availability is the authoritative source for when services can be booked. When a student books a service:
Only staff members with availability on the requested day and at the requested location are shown as options.
Only time slots within the staff member's available hours are offered for booking.
Dates marked as unavailable are fully blocked — no bookings can be made on those dates regardless of time.
Keeping availability accurate is important for ensuring your booking calendar reflects reality. Staff without any availability configured will not appear as bookable for services.