Assign Staff and Staff Availability for Appointment Services

There are two ways to assign staff for appointment services: Setting up staff availability or assigning staff under the appointment service. By doing this, you are allowing your customers to book the service. Below are the quick and simple tips to do this.

Start setting up staff availability once the appointment service is created. Staff availability also means the general or weekly availability of your staff, who is available for a certain day/s without a specific date.

On the other hand, this is where you also set the block-off times and days of the staff who are not available to do the service for a specific date. For this action, use the overrides option.

You can manage your staff’s availability by creating the following schedule types:

• Available schedules: Determines which weekly schedules and corresponding services your staff can be booked on.
• Example, if Your staff availability is set on Mondays from 8:00 A.M. to 1:00 P.M., your customers can book your staff within the times of the available schedule.

• Block schedules: Determines which weekly schedules and corresponding services your staff cannot be booked on.
• Example, if you create a block schedule for your staff scheduled on Mondays from 2:00 P.M. to 5:00 P.M., your customers cannot book your staff within the time of the block schedule. If you have other available staff on this schedule, your customer can book them instead.

• Override schedules: Determines a temporary availability for your staff. Override schedules can be an available or block schedule that runs on a limited time period and overrides existing schedules that fall during the same time period.
  
• Example, you have a weekly available schedule for your staff, Jane, on Mondays to Fridays, from 8:00 A.M. to 10:00 P.M. However, during the holidays, Jane will temporarily not be available on Thursdays and Friday, from 1:00 P.M. onward. You can then override Jane’s weekly available schedules by creating an override block schedule that is set on the days and times on which she is not available. Make sure to set a start and end date for the override schedule. Then, the override schedule will automatically be activated on its start date and deactivated when its end date has passed. After which, Jane’s weekly available schedule will be resumed on your live booking page.

This is intended for staff who have fixed weekly availability.

• Go to the Staff Section under the AOT sidebar.
• Select a Staff member.
  
• Under the Staff dashboard, go to the Availability tab.
  
• Add the Weekly Availability or the general availability.
  
• Double click on the cell or space to add a new availability.
• Set the days of the week.
  
• Set the time the staff is available.
  
• Choose Available.
  
• Select the location and spaces.
  
• Choose a service the staff is available.
  
• Select Set Availability.

Follow the same process if the staff is also available for another appointment service.

This is for the staff who will do another appointment service outside of the weekly availability on a specific date.

• Under the availability tab, select Overrides.
• Choose Available.
  
• Select a location and space.
  
• Choose a service the staff is available.
  
• Set the start and end dates.
  
• Set the time range the staff is available.
  

Another option to set your staff’s availability is the assign staff tab from the appointment service dashboard.

Make sure that you already created a staff for you to take this action.

• Go to the Services section under the AOT Sidebar.
• Choose an appointment service.
  
• Under the appointment service dashboard, select the assign staff tab.
  
• Directly do this right after you added the basic info of your service by clicking on the “Next” button.
• From the assign staff tab, use the search box to look for your staff.
  
• Select the staff member/s you want to assign for this service.
• From there, set the availability.
  
• Save when done.
  

AOT provides an option to temporarily block off the times your staff is not available to do the services. Learn how to block off unavailable staff in AOT Booking System.

Still need help? Reach out to us anytime via live chat at the bottom of this screen. If we're not around, we will get back to you as soon as we can. You can also email us at [email protected].