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Appointments: Add availability times to multiple users in bulk

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Admins have the ability to add availability to users' Appointments in bulk. The Bulk Availability tool allows an admin to add new available times to all Appointment users at a location, in a specific group, and/or a custom user list. This can be especially helpful at times when you need to quickly ensure that a large group of Appointment users all have the same times available for patrons to book an appointment with them.

While the times added here will be added to the users' availability, each user can also add (and delete) their own available times for their account. Additionally, Admins can also manage an individual appointment user's availability, appointments, and settings.

Please note that this tool cannot be used to delete availability in bulk -- only to add it.


To add availability to Appointment users in bulk:

  1. Go to Admin > Appointments.
  2. Click on the Bulk Availability tab.
  3. Choose the users to add availability to from the Select Users field -- options include: All users at the selected LocationAll users at the selected Group and Location, or Custom User List.
    1. When adding availability to a custom list, use the Custom Users dropdown to select the users.
  4. Choose the Location where the availability should be applied.
    • ​​Note: it's possible to add availability for users in locations/groups where they are not a member (using the Custom User List option). This will add availability for them on their personal page, but they will not show up on the Location/Group landing page until they're added. To verify the locations/groups a user belongs to, head to the Manage Locations tab.
  5. Use the Group dropdown to select a specific group where the availability should be applied. Use the "All Groups" option to add the availability to all of the groups within the selected location for the users.
    • ​​Note: it's possible to add availability for users in locations/groups where they are not a member (using the Custom User List​ option). This will add availability for them on their personal page, but they will not show up on the Location/Group landing page until they're added. To verify the locations/groups a user belongs to, head to the Manage Locations tab.
  6. If desired, add additional Directions for a patron booking an appointment from the availability being added. This is included in the email confirmation sent to patrons.
  7. Select the Start Time for the availability being added.
  8. Select the End Time for the availability being added.
  9. Use the Repeat Pattern to choose how often to apply these availability times (i.e. just a single date, or on multiple dates).
    • 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.
  10. Click the Add Availability button.
    1. Use the ​Clear Selections button to reset the tool.
instructions for adding bulk availability to appointment users