In the first section, set the date and duration settings for the availabilities you want to create.

After you have selected the start date of your availability, you can add repeated occurrences by following these steps:

Repeating

Determine whether your availability will occur once or on a repeating basis.

• Don’t repeat: When selected, only one availability will be created.
• Repeating weekly: Allows you to create multiple repeating availabilities. Choose which days of the week the availabilities will be offered, and select an end date. You can create repeating availabilities up to 2 years in the future (based on the start date). Note: If you choose “Repeating weekly”, the default end date will be 12/31 of the following calendar year.

• Repeating biweekly: Allows you to create multiple repeating availabilities that will occur every other week. Choose which days of the week the availabilities will be offered, and select an end date. You can create repeating availabilities up to 2 years in the future (based on the start date). Note: If you choose “Repeating biweekly”, the default end date will be 12/31 of the following calendar year.

  

Duration

1. Choose the availability type by selecting an option from the first dropdown.
   • All Day availabilities start at 12am and are 24 hours long. You do not need to enter a start time or length when selecting this option.
   • Time Range availabilities allow you to enter a custom start time and length in hours, in AM/PM format. To add multiple start times, click Add another start time.
   • Day Range availabilities span multiple days, starting at 12am on the first day and ending at 11:59 on the last day.
2. Click Next to move to Customers section.

Total capacity

Enter the maximum number of people that can be booked for your availability. For example, if you offer tours in groups of 15, your total capacity would be 15.

Note: You can leave this field blank if the following scenarios:

• The capacity is unlimited
• You are using resources as a capacity

Learn more about availabilities and capacity

Customer types

Select which customer type(s) can be booked for this availability. The pricing and visibility for each customer type is determined in the item’s Options & Prices.

1. Make sure Customers is highlighted on the side menu.
2. Check the box next to each customer type you want to add to the availability.
3. Optional: Set the per-booking minimum and/or maximum (how many of that customer type can be included on a single booking).
4. Optional: Set the per-availability capacity (the maximum number of that customer type that can be booked on a single availability).

You can now click Create to create the availability, or proceed to the Advanced section below for additional options.

Here you can set additional options such as a public or private headline, or online booking status. To do this, select Advanced from the side menu.

Public headline

This headline will be visible to the public, and will be displayed on your calendar next to the name of the item. For example, you can use a headline to call out a special weekend rate or the length of an availability.

Private headline

A private headline is only visible to logged-in users on your Dashboard. For example, if one of your availabilities is reserved for an anniversary celebration, you may want to add a private headline to that availability to alert your staff.

Online booking status

The online booking status determines what your online customers will see when viewing your availability calendar.

Choose from the following options:

• Auto close: Availability will be bookable online until it is full, at which point it will automatically close. This is the default setting.
• Open: Allow online users to book online until the availability is full, ignoring online booking cutoffs. This is primarily useful if you want to allow people to book at the last minute.
• Closed & Call to book: Close the availability to online users and display a “Call to book” message.
• Closed & hidden: Close and hide the availability from online customers. In this case, only logged-in users on your Dashboard can see and book the availability.
• Unlisted: You can also make an availability unlisted using the checkbox below the dropdown menu. Unlisted availabilities are hidden from your online booking calendars and only visible to those who have the direct link. Learn more

Custom fields group

Choose which predetermined set of custom fields will appear in the book form. In the majority of cases, you will have a default group that can be applied to any availability. In certain circumstances, however, you may need to switch out your default group for a different custom field group.

Learn more about custom field groups

Requirements

Choose which resources need to be available before bookings can be created (or click the red X if no resources are required). If you do not use the Resources feature, this option will not be visible.

Learn more about resources

Save time recreating past calendars by using the Duplicate availabilities feature. This feature allows you to quickly duplicate availabilities for the following calendar year.

To duplicate availabilities:

1. Navigate to the Items tab, and select the item to be duplicated.
2. Navigate to the item’s Calendar view using the sidebar.
3. Click the Duplicate availabilities option.
4. Select the year and months to be duplicated.

5. Review the summary of duplicated months to ensure the information is correct, then click Duplicate to initiate the duplication process.

   

6. A pop-up confirmation window will appear. Click the OK button to confirm you want to duplicate your availabilities as selected.

   Once confirmed, availabilities will be duplicated as-is. Each duplicated availability will mirror the source availability’s configuration at the time of duplication.

7. Results will display once the duplication process is complete. Review the results to ensure availabilities have been duplicated for all selected months.

   • If availabilities were successfully duplicated, the system will show the number of availabilities created, and the future month(s) they were added to.
   • If the system was not able to find any availabilities within the selected time frame(s), a message will appear to confirm that no availabilities were found for the selected year and month(s).

8. Update booking statuses as needed. (Note: By default, duplicate availabilities cannot be booked online.)

   The availability updater can be used to bulk update the online booking status of your new availabilities. Learn more about updating the online booking status of multiple availabilities.

Availability schedules allow you to save calendar schedules that will significantly cut down on the time and effort needed to create new availabilities. For example, say you have an event that repeats every Monday, Tuesday, Wednesday, and Thursday from noon to 10:00PM, rather than creating availabilities again with the same days and times for each availability, you can use that pattern as your availability schedule.

The steps for creating and applying availability schedules to an item are as follows:

• Create an availability schedule.
• Add rules to the availability schedule.
• Apply the schedule to your item availability calendar to create availabilities.

Creating and deleting an availability schedule

1. Open the item for which you want to create the schedule.
2. Click Availability Schedules on the navigation pane on the left.
3. On the Availability Schedules page, click + New availability schedule:
4. Give your schedule a meaningful name and add a note if desired. A schedule’s note will be displayed below the Availability Schedule dropdown when creating availabilities in the Schedule view. The note can be a useful reminder of the purpose of the schedule, or other pertinent information, as shown here:
5. Click Create availability schedule.

To delete an availability schedule:

1. Open the item that has the availability schedule you want to delete.
2. Click Availability Schedules on the navigation pane on the left.
3. Find the schedule you want to delete, and click the Edit>> link on the right:
4. Click the Settings tab, then click Delete.
5. Click OK to delete the schedule.

Adding, editing and deleting rules to an availability schedule

The next step is to create the rule(s) for this schedule.

To add a rule to an availability schedule:

1. Open the item for which you want to add the rule.
2. Click Availability Schedules from the navigation bar on the left.
3. Click Edit>> on the right of the schedule you created in the section above.
4. Under the Rules tab, click + Add rule.
5. Select the repeat settings, duration, length (in hours), customer types, and any other requirements for the rule. The fields are identical to those used to create availabilities, with one exception. Since you are creating a pattern to be used for other availabilities, there are no Start date or End date fields, as you will specify them later when you use the schedule to create availabilities.
6. Click Create.

To add a rule:

1. Open the item that has the rule you want to edit.
2. Click Availability Schedules on the left-hand navigation bar.
3. Click Edit>> on the right side of the availability containing the rule.
4. Click Edit>> on the right side of the rule you want to edit.
5. Make any necessary changes and click Save changes to save your rule.

To delete a rule:

1. Open the item that has the rule you want to delete.
2. Click Availability Schedules on the left-hand menu.
3. Click Edit>> on the name of the availability schedule where this rule is applied.
4. Scroll to the bottom of the rule and click Delete.
5. Click OK to delete the rule.

After you have created the availability schedule(s) and rule(s) for your item, follow these steps to create availabilities:

1. Go to the Items section of your Dashboard and select the item you’d like to add availabilities for.
2. Go to the item’s Calendar (located under the Availability section).
3. On the Availability Calendar page, click + Create availability.
4. If the item has at least one schedule with rules, you will see a toggle with two tabs in the top-right: Creator view and Schedule view. The Creator view allows you to create availabilities using the standard method.
5. Click the toggle to switch to Schedule view.
6. Select a Start and End Date.
7. Select the desired Availability Schedule. If you have more than one schedule associated with this item, you can select it from this dropdown. Any notes associated with this schedule will also be shown under this field.
8. Click Create. A notification at the bottom of the page confirms how many new availabilities have been created.

You’re done! You have created availabilities using the availability scheduler.

Frequently asked questions

Why don’t I see the Availability Schedules option in the left-hand navigation pane?

Your user account needs permissions to access this functionality. Refer to this section above for more information.

What are the benefits of and differences between the Creator and Scheduler views?

When using the Creator View, you can create your calendar in sections, ensuring your item’s availabilities are accurate and complete. Variations in day, duration, time, customer types, and other requirements can all be configured using the Creator View, enabling you to create up to a maximum of 25,000 availabilities at one time.

When using the Schedule View, you can create your calendar using a schedule and rules in a single session, without having to create each section. Availability schedules capture a calendar’s pattern and save them in rules, allowing you to reuse them for future availabilities.

Why when I go to create a new rule are some of the fields pre-populated with values from the previous rule?

This is expected behavior which will occur when you create a new rule without navigating away from the Scheduler or Rules page. You can overwrite (delete) the pre-filled values, or navigate away from the Rules page and the pre-filled fields will be cleared.

Why is only one availability being created when using the availability scheduler?

When a rule on an availability schedule is set to Don’t repeat, then only one availability will be created on the selected Start Date in the scheduler (End Date will be ignored). This is useful for events that occur sporadically in the year and do not follow a set pattern, for example, a holiday schedule. Be sure to verify the repeating rules in the schedule.

Why am I not able to create more availabilities right after using the Creator or Schedule view?

You will not be able to create other availabilities for your item until either you are finished using the availabilities scheduler, or if five minutes have passed with no activity, causing the system to time out. To ensure your availabilities are successfully created, do not navigate away from or refresh the current page. When you are finished using the scheduler, you will then be able to create more availabilities. Since availabilities are created at the item level, you are able to create availabilities for other items while you wait for processing to finish.

If I edit a rule on an availability schedule, will this update my existing availabilities on my item’s calendar?

No, editing a rule will not affect existing availabilities already created using that rule. The change will only apply to new availabilities created using the availability schedule with the updated rule. To apply changes to existing availabilities, use the availability updater.

Alternatively, you can remove all availabilities that were created using that specific rule by clicking on the Remove button for the rule in the Activity Log, as every rule will have its own activity entry. Once all availabilities have been removed, you can use the Creator View to re-create the availabilities.

Note: Do not use the Schedule View since it will create availabilities using all the rules, not just the rule that was edited.

Can I duplicate availability schedules and rules?

At the moment, duplication of individual availability schedules and rules is not supported. However, when an entire item is duplicated that has existing availability schedules and rules, those schedules and rules will be duplicated into the new item. We plan to add support for individual schedules and rules duplication in future updates.