The purpose of this article is to help you understand: 

  • Reasons why no dates/times are showing on the booking form
  • How to troubleshoot and correct common availability issues

 

Why is there no availability on my booking form? 

Based on previous issues others faced with their forms, we put together a guide to help you solve the problem(s) you are experiencing.    The majority of these issues involve the following sections:

  • Scheduling settings
  • Provider settings
  • Booking spots

 

Troubleshooting Steps for Missing Availability

  1. First, you'll want to check if you have added at least one provider to your BookingKoala account.  When you are ready to create real bookings, schedule customers, and add providers, you will need to flush the test data from the system with the help of this guide.  This removes, amongst other things, the test provider that comes with your account.  If you have not yet added one or more providers to replace the test provider, this will leave you with no availability.

    Go to: Providers > Providers and check the listing for at least one provider profile.  

    • If you have NOT added a provider yet, please create a provider profile with the help of this article.  Then, proceed to step 2.

    • If you have added at least one provider to your account, proceed to step 2.



  2. Next, you'll want to check if your calendar availability is based on provider availability or not.  This step helps you determine how your calendar displays booking spots: based on the provider's schedule or exclusively based on your booking spots and spot limits.

    Go to: Settings > General > Store Options > Scheduling tab > Scheduling section. 

      • If you answered "Yes" to the question, "Would you like to check the spots availability based on the providers/teams availability?", proceed to step 3.

     

    • If you answered "No" to this question, proceed to step 5.

  3. If your calendar is based on your providers' availability, you will need to check that you have added a schedule for at least one of your providers.  If none of your providers have a schedule added yet, booking spots will not show on your calendar.  

    Go to: Providers > Providers and click on a provider's name to view their profile.  Once there, click on the "Schedule" tab at the top of their profile.  

    • If you see green boxes with a start and end time on the provider's calendar, they have availability added to their schedule.  Proceed to step 4.

    • If the provider's schedule is empty, you will need to add their availability with the help of this article. Then, if availability is still not showing, proceed to step 4.  

  4. If you have added a provider with a schedule but customers are still not seeing any availability, there may be a provider setting that is blocking the system from showing spots.  

    Go to: Providers > Providers and click on a provider's name to view their profile.  Once there, click on the Settings tab at the top of the profile.  Scroll down until you see the question "
    • If you answered "Yes" to this question, your provider will not show as available on the customer end and only the admin/staff will be able to see availability for this provider when checking the schedule.  If this is incorrect, change the answer to this to "No" and then click the "Save" button at the bottom of the page.  Then, proceed to step 5 if spots are still not showing.
    • If you answered "No" to this question, proceed to step 5. 

  5. Next, you will want to check that your booking spots are set up and enabled. Booking spots are the start times or arrival ranges you and your customers see on the calendar.

    Go to: Settings > Booking Spots > Maximum Settings
    • First, check that you've added at least one booking spot or arrival range to your days of the week using the "Add New" button, or the "Quick Add" option at the top of the page as described in this article.  
       
    • Next, make sure the button below the name of the day is set to green/"Enabled".  If it is set to "Disabled", you can toggle the button to "Enabled".  Repeat this process with any other days of the week you would like to show booking spots.

    • If you have enabled spot limits for your bookings spots, these will control how many jobs are booked per day.  If the number of spots is set to "0", you will not be able to select any times for those days.  You can either set the limit to a number greater than 0, or disable spot limits altogether with the help of this article.  

       

    • If the admin/staff can see booking spots on the calendar but customers cannot, it may be that one or more of your booking spots are set to admin only.  If this is the case, you can click the pencil icon to edit the booking spot and set it to "Both" (customers and admin/staff).  If spots are still not showing, proceed to step 6.  

    • If you've enabled separate booking spots for each location, you should use the location filter at the top of the page to check that you've added spots for each of your locations.  Click here to learn more about separate booking spots per location.



  6. If you are still not seeing availability on your calendar and you have locations enabled, you'll want to check if you have added at least one location to your BookingKoala account.  When you flush the test data from the system, this removes the test location that comes with your account.  If locations are enabled and you have not yet added one or more locations to replace the test location, this will leave you with no availability.

    First, check if locations are enabled for your account by going to Settings > General > Store Options > General tab > Locations section.
    • If you have selected "Zip/Postal code based" or "Named based" for the question, "How do you want to manage the locations?" you have locations enabled.  Proceed to step 7.  
       
    • If you have selected "No Location" and would like to continue not using locations for your form, proceed to step 10.

  7. If locations are enabled, you must ensure that at least one location has been added to your booking form. 

    You can check by going to Settings > Industries > [Industry Name] > Form [#] > Locations. 
    • If there are no locations in this section, click the "Add New" button at the top of the page and follow the instructions on how to add a new or existing location in this guide.  If availability is still not showing after this, please proceed to step 8. 

    • If locations have been added to this section, proceed to step 8.

  8. Next, you'll want to check if at least one provider is enabled for your location(s).  This only applies if your scheduling settings are set to check availability based on form parameters. 

    To check if this applies to you, go to Settings > General > Store Options > Scheduling tab > Provider Availability section.
    •  If you have selected "Yes" for the question, "Would you like the providers' availability to be based on selections made on the booking form?", proceed to step 9. 
    • If you have selected "No" for this question, proceed to step 10.
  9. To check if one or more providers are enabled for your locations and services, you will need to check your providers' form settings.   

    Go to: Providers > Providers > [Provider Name] > Settings tab > Forms tab

    • Scroll down and check that all of the proper services and locations have been enabled for this provider. If they are not enabled, check the box(es) next to each service and location for which you would like them to receive jobs.  After you click the "Save" button, check your booking calendar for spots again. 

If you are unable to see openings on your booking form calendar despite following these steps, please contact us at support@bookingkoala.com and we will be happy to take a closer look for you.