The purpose of this article is to help you learn how to: 

  • Set up default provider availability
  • Set up availability for specific dates
  • Close availability for time-off requests

 

Setting Up Provider Schedules

If your scheduling is based on provider availability (click here to learn how to set up your scheduling settings to be based on provider availability), you must have at least one available provider so your booking spots will display (click here to learn how to set up your booking spots).  

To set up provider availability, you must have first added a provider to your Provider section. Click here to learn how to create a new provider account.  

To set up availability for a specific provider, you can go to:

Providers > Providers > [Provider Name]

Click on the "Schedule" tab at the top of the page. This is why you can manage and update their availability.  

You can also manage your provider availability all from one page by going to:

Providers > Manage Availability

Both areas include the same functionality, allowing you to set up default availability, edit availability for specific dates and times, and put in time-off requests

 

Setting Up Default Availability 

If you'd like to set up default availability for ALL newly added providers, click here to update your Provider Store Options.

Please note: All new providers are automatically given a schedule of Sunday-Saturday, 8:00 AM to 8:00 PM.

If you'd like to set up or change the default availability for a specific provider, go to their "Schedule" tab and click on the "Change Availability" button, then select "Default Availability".  

A pop-up window will appear displaying each day of the week. Click the blue "Add Shift" button to add a new shift to the day of the week.  

Once you've added a shift, you can click the "Location" button (if you have multiple locations) to select which location(s) this shift will be added for, then click "Apply".  

If you'd like to copy the shift to other days of the week, click the "Apply to..." button and check the boxes next to the days of the week you'd like to have this shift. Click the "Apply" button to copy the shift to the other day(s).  

If you would like to edit a shift length, simply click on the hour and minute boxes to adjust the time.  

To delete a shift, click the red X icon.  

Once you are done setting up the shifts, there are two options for applying the changes if there are jobs affected by the shift changes.  

  • Click the blue "Apply changes and mark bookings as unassigned" button if you'd like to remove bookings for any shifts that have been removed by this update and place them into the unassigned folder automatically.
  • Click the blue "Apply changes, keep assigned with the provider, and mark booking with 'NA' tag" button if you would like to keep any bookings that have been assigned during these shifts, even if the shift has been removed. If you select this option, a red "NA" tag ("Not available") will be added to the booking to let you know it is assigned out of regular working hours.  

If there are no bookings affected, you will see a green "Apply" button instead.  

Once you selected one of these options, you will see a green system notification in the top right corner of the screen, letting you know the provider's availability has been updated successfully.  

 

Editing Availability for Specific Date(s)

If you would like to change the provider's availability for a specific date, go to their "Schedule" tab and click on the "Change Availability" button, then select "Specific Date".  

A pop-up window will appear, displaying options to select the Start Date and End Date.

Once you've selected the dates, you will see a section for each date in the window below. If a shift exists, the start and end times will be displayed. If there is no shift for the date, it will read "Off".  

If you'd like to add a shift, click the blue "Add Shift" button and then enter the start and end times.  

To delete a shift from a specific date, click the red X icon next to the working hours.  

Use the "Location" button to select which location(s) the shifts will be added for.  

If bookings are assigned to any of the dates, they will be displayed in the bottom section of the pop-up. You can click the customer name to open the customer's profile or click the edit icon to open the bookings.

Once you are done making your modifications, you have three options if there are bookings affected by the shift changes.  

  • Click the blue "Apply changes and mark bookings as unassigned" button if you'd like to remove bookings for any shifts that have been removed by this update and place them into the unassigned folder automatically.
  • Click the blue "Apply changes, keep assigned with the provider, and mark booking with 'NA' tag" button if you would like to keep any bookings that have been assigned during these shifts, even if the shift has been removed. If you select this option, a red "NA" tag ("Not available") will be added to the booking to let you know it is assigned out of regular working hours.  
  • Click the grey "Reset to default availability" to restore the default availability and disregard any changes you made in this pop-up window.  

If there are no bookings affected, you will see a green "Apply" button instead.  

Once you selected one of these options, you will see a green system notification in the top right corner of the screen, letting you know the provider's availability has been updated successfully.  

 

Closing Availability for Time Off Requests

If your provider would like to take time off or close down their availability for a specific date(s), go to their "Schedule" tab and click on the "Change Availability" button, then select "Request Time Off".  

A pop-up window will appear, displaying options to select the Start Date and End Date for the time-off request. 

Next, select the Location(s) that will be affected by the time-off request.  

If you'd like, you can enter a Note that will be seen by the admin, staff, and provider on their schedule when viewing these dates in BookingKoala.

If bookings are assigned on any of these dates, they will be displayed in the bottom section of the pop-up. You can click the customer name to open the customer's profile or click the edit icon to open the bookings.

Once you have made your selections, select one of the options to update your provider's schedule.

  • Click the blue "Apply changes and mark bookings as unassigned" button if you'd like to remove bookings for any shifts that have been removed by this update and place them into the unassigned folder automatically.
  • Click the blue "Apply changes, keep assigned with the provider, and mark booking with 'NA' tag" button if you would like to keep any bookings that have been assigned during these shifts, even if the shift has been removed. If you select this option, a red "NA" tag ("Not available") will be added to the booking to let you know it is assigned out of regular working hours.  

Once you apply the changes, you will see a green system notification in the top right corner of the screen, letting you know the provider's availability has been updated successfully.  The provider will now not be able to receive bookings for the dates you submitted.

Even if you make an update to the provider's default availability, the time-off request will remain unaffected.


How to Control/Limit Locations, Job Types, and Services

If you have multiple industries, services, and/or locations, your providers likely have different preferences for where they work and what types of jobs they can do.

To better control which jobs are unassigned to your providers, you can go to the Settings section under the provider's dashboard. To find this, go to:

Providers > Providers > [Provider Name]

Click on the "Settings" tab at the top of the screen.  

There are four sections under the settings section: General, Industry, Forms, and Block Customer.  

To view guides on each of these sections, click the links below: