Create and Modify Availability

Create and Modify Availability

Applications within the dashboard reference a company schedule.

Display applications when your team is available or remove applications, like Call Us Now, when the team is out of the office. Separate schedules can be created for and assigned to each application based on the company's hours of operation, availability, or need. For example, a schedule can be created to allow customers and prospects the ability to schedule a tour during office hours and a separate schedule to chat with an agent 24 hours a day. 

Create an Availability Schedule

  1. Log in to the platform.
  2. Scroll down to and click the Company tab on the side menu, then click Availability.
  3. The Availability page opens.
  4. Click the Create Schedule button at the top right of the page.
  5. The new Create Schedule pop-up displays. 
  6. Type the name of the new schedule in the Schedule Name field. Example: For Schedule Genie availability, name the schedule Schedule Genie.
  7. Holidays (Optional). Choose the holiday calendar that most closely matches your company's holiday calendar add the dates manually. Holidays and other unavailable times can be added later.

  8. Click Create Schedule.
  9. A new availability schedule opens.
  10. Adjust the schedule as needed beginning with Step 6 under the Edit a Schedule section of this page.
  11. After confirming the schedule correctly displays the intended application's availability, click Save.

Edit a Schedule

  1. Log in to the platform.
  2. Scroll down to and click the Company tab on the side menu, then click Availability.
  3. The Availability page opens.
  4. Create a new availability schedule or edit an existing schedule.
    1. Create a new availability schedule: Follow the steps in Create an Availability Schedule then skip to Step 6 below.
    2. Edit an existing schedule: Click the pencil icon to the right of the schedule name of the schedule to be modified.
  5. The schedule opens.
  6. Make the necessary modifications.
    1. Schedule Name: Click the pencil icon to the right of the schedule name at the top of the page to edit the name of the schedule.
    2. Availability: Each day of the week has its own timeline slider. Click and drag the white nodes of the slider to the appropriate start and end times. The first node indicates the start of the day or the earliest available time. For example, if the first node is set to 8:00 AM, the first appointment or event will be available at 8:00 AM. The second node indicates the end of the day or availability. For example, if the second node of the timeline is set to 6:00 PM, no event or appointment can be scheduled or continue beyond 6:00 AM. The start time of the event is governed by the appointment duration and scheduling settings. Events may extend beyond this time if allowed by your company.
      1. Create additional timelines for each day by clicking the Add time slot link below each slider. Example: If the team has a meeting from 1:00 to 2:00 PM each Monday, but the office is open from 8 am to 6 pm, click and drag the first node of the slider to 8:00 AM then click and drag the second node of the slider to 1:00 PM. Click Add time slot. A new time slot is added to Monday. Click and drag the first node of the second time slot or line to 2:00 PM then click and drag the second node of the same time slot to 6:00 PM. The brand color segment should now only indicate availability from 8:00 AM to 1:00 PM, with a grey or unavailable segment from 1:00 to 2:00 PM, and a brand color segment from 2:00 to 6:00 PM.
      2. The grey segments of each timeline indicate that the company is closed or unavailable. Applications, such as Text Us Now, will not appear at these times. Applications, such as Schedule Genie™, that allow customers to interact with them 24 hours a day will still be active but not allow events to be scheduled during these times.
      3. The brand color segment of the timeline indicates that the company is open or available.
    3. Day On/Off Toggle: If the office is closed on a particular day, click the Day On/Off toggle. A white toggle or switch denotes an unavailable day. Customers can not schedule appointments or calls during these days. A green toggle or switch denotes an available day. Customers can schedule appointments and calls during the available time slots which are configured by using the Availability slider. 
    4. Holidays & Blocked Time: Turn holidays on or off using the Holiday On/Off toggle. If the toggle is turned on and illuminated in green, this will remove available times for that day. If the toggle is white (Off), then the day is available or the office is open. Additional days or times can be added for events or meetings that may make the team unavailable for appointments. See Add Blocked Time for more details.
  7. Click Save to save the changes.

Add Blocked Time for Meetings and Events Individually

  1. Log in to the platform.
  2. Scroll down to and click the Company tab on the side menu, then click Availability.
  3. The Availability page opens.
  4. Click the pencil icon to the right of the schedule name of the schedule to be modified.
  5. The schedule opens.
  6. Click the "Add Blocked Time" link to the right of or beneath Holiday & Blocked Time above the list of holidays or time off. Note: An external time off calendar can also be referenced to remove available time from the Availability schedule.
  7. The New Blocked Time pop-up appears.
  8. Enter the name or short description of the time off record.
  9. Select the date of the event.
  10. Choose how much time is to be removed from the company's availability for the day in the Time Off section.
    1. All Day: All available time slots will be removed from the schedule for the chosen date.
    2. Slider: Adjust the start and end times of the event. The schedule will remain available before the start time and after the end time. Multiple time slots can be added for multiple events on the same day. Example: Two meetings, one from 1:00 to 2:00 PM and the second from 4:00 to 5:00 PM. The remaining available hours are still available for appointments, calls, or events.
    3. Keep year-to-year: For annually occurring events or time off. Example: US Independence Day, July 4, All Day, Year-to-year. 
  11. Click Save to add the time off record.

Holidays, Time Off, and Linking a Time Off Calendar

To add a company time off or holiday calendar, see this page.
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