Add and delete availability times from your appointment schedule

To add or delete availability times from your appointment schedule, go to Appointments > Availability.

Navigating to the Availability tab on the Appointments page


What are availability times?

Before your patrons can start booking appointments with you, you must first designate the times when you're available. When you add an availability time to your appointment schedule, you are essentially saying "I'm available for an appointment at this time."

The duration of each new availability time you add will be determined by either:

  • The Appointment Duration setting in your Appointment Scheduler Settings
    • NOTE: if you change your appointment duration in the future, this will not change the duration of your existing availability times. It only applies to new availability times you add to your appointment schedule.
  • Or, if your admin has enabled Appointment Categories & Durations, this will be determined based upon the durations of those categories.

When you're just getting started with the Appointments module, you'll notice that your appointment calendar displays blue squares. Every blue square represents an hour where you have not added an availability time. In other words, it's like you are saying "I'm not available for an appointment at this time."

Example of a My Scheduler with no availability times


Adding availability times

When adding availability times, you are defining a span of time (defined by a Start Time and End Time) on either a specific date, or on repeating dates. You can add availability times by location and even by group. For example, you could make yourself available from 9am-12pm at the Downtown Campus, while making yourself available from 2pm-5pm at the Main Campus. When patrons are booking appointments online, each location's availability will be listed on separate booking pages. That way, patrons won't accidentally book an appointment at the wrong location.

  1. In the Add/Delete Availability panel, select a Start Time for your availability.
  2. Select an End Time for your availability.
  3. Use the Repeat Pattern to choose how often to apply these availability times (i.e. just a single date, or on multiple dates). Each pattern is explained in more detail in the sections below.
    • Single Date: use this option to apply these availability times to a specific date.
    • Daily: use this option to apply these availability times on a daily basis.
    • Weekly: use this option to apply these availability times on specific days each week.
    • Monthly: use this option to apply these availability times on specific days of each month.
    • Multi-Date Picker: use this option to apply these availability times on specific calendar dates. This is ideal if your availability does not occur in a regular pattern.
  4. From the Location dropdown, select the location where you'll be available during those dates and times.
    • The list will be divided between locations you're a member of and all other locations.
    • If you select a location you are not a member of, your times will not be listed on that location's booking page. Rather, they will only appear on your personal booking page unless an Admin adds you to that location in the future.
  5. From the Group dropdown, select the group from that location where you'll be available during those dates and times.
    • To add your availability times to every group in the location, select All Groups.
    • The list will be divided between locations you're a member of and all other locations.
    • If you select a location you are not a member of, your times will not be listed on that location's booking page. Rather, they will only appear on your personal booking page unless an Admin adds you to that location in the future.
  6. In the Directions dropdown, you can provide optional directions for how to find you during those dates and times (i.e. in the Reference office, Room 101, etc.).
  7. Click the Add Availability button.

Options for adding availability times

Single Date options

Use this option to apply these availability times to a specific date.

  1. Date: select the date when you will be available at the selected times.

Daily repeating options

Use this option to apply these availability times on a daily basis, based upon:

  1. Frequency: enter 1 to apply this every one day, 2 to apply this every other day, 3 every three days, etc.
  2. Start Date: select the date where your availability starts. The frequency will be calculated based upon this date.
  3. End Date: select the date where your availability ends. No availability will be added after this date.

Weekly repeating options

Use this option to apply these availability times on specific days each week, based upon:

  1. Days of Week: select which days of the week when you'll be available.
  2. Frequency: enter 1 to apply this every one week, 2 to apply this every other week, 3 every three weeks, etc.
  3. Start Date: select the date where your availability starts. The frequency will be calculated based upon this date.
  4. End Date: select the date where your availability ends. No availability will be added after this date.

Monthly repeating options

Use this option to apply these availability times on specific days of each month, based upon:

  1. Monthly Repeat Type: use this option to choose whether you're available on...
    1. Same Day Each Month: this will add your availability to the same day of each month (i.e. the 15th of each month), based on:
      • Day of Month: enter the day of the month you are available.
    2. Day of Month Pattern: this will add your availability on a specific day of the week each month (i.e. the first Friday of each month), based on:
      • Week in Month: select the week of the month you're available (i.e. 1st, 2nd, etc.)
      • Day of Week: select the day of that week you're available
  2. Frequency: enter 1 to apply this every one month, 2 to apply this every other month, 3 every three months, etc.
  3. Start Date: select the date where your availability starts. The frequency will be calculated based upon this date.
  4. End Date: select the date where your availability ends. No availability will be added after this date.

Multi-Date Picker options

Use this option to apply these availability times on specific calendar dates. This is ideal if your availability does not occur in a regular pattern.

  1. Pick Date: select a date when you will be available at the selected times, then click the  Add Date button.
  2. Selected Dates: this will display each date you've added. 
  3. Clear Dates: click, this button to clear all selected dates and start over.

Will LibCal notify me when I run out of availability times? 

Yes! For your convenience, LibCal will display an alert in the My Upcoming Appointments box on your dashboard, as well as on your Appointments > My Appointments page. There are two different alerts that you may see:

  • You have no appointments availability beyond the next 7 days: this will display starting 7 days prior to your last availability time and let you know the final date you're set as available.
  • You have no future appointments availability: this will display if you have no future availability times added to your schedule.

In both cases, the alert will include a link directly to your availability settings so you can quickly add more times to your schedule.


Delete availability times

If your availability happens to change, you can always remove times that you are no longer available. 

  1. Repeat Steps 1-5 above to select the dates and times you want to remove and from which location/group.
    1. The mini-calendar next to the Add/Delete Availability panel will show you the current availability times (including confirmed appointments) for the selected location and group.
  2. ​Click the Run Pre-Delete Checks button. This will check and see if any of the selected times contain confirmed appointments.
    • If so, a summary of the appointments will be listed. If you do not cancel or reschedule the appointments, they will still remain on your appointment schedule after deleting your availability times.
      1. To reschedule an appointment, click on the edit () icon next to its When time.
      2. To cancel an appointment, click on the trash can () icon next to its When time.
    • Otherwise, a message will display letting you know that no appointments were found.
  3. When ready, click on the Delete Availability button. Again, this will only remove your availability times -- it will not remove any confirmed appointments scheduled during those times.

Example of running pre-delete checks and deleting availability 

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