Hours, breaks, leave and blocks in the app

The four tabs of Availability Settings on your phone: Calendars, Availability, Breaks and Closures & amended hours, plus planned hours, rotas and where one-off blocks live now.

Hours, breaks, leave and blocks in the app

Everything about when a calendar can take bookings lives on one screen in the app. Open More, then Calendar availability. The screen is headed Availability Settings and carries the same four tabs as the web dashboard:

Calendars · Availability · Breaks · Closures & amended hours

Admins land on Calendars. Everyone else lands on Availability and does not see the Calendars tab at all.

Before you start

Anyone on your team can open this screen, but you can only change hours, breaks and closures for the calendars linked to your own account. A colleague's calendar opens read only, with a line saying so.
Admins can change every calendar.
Availability and Breaks share one calendar picker, so whichever calendar you choose on one tab is the calendar you get on the other.
Working hours are when a calendar can take bookings. A time is only bookable where it also falls inside your venue's opening hours, so to open earlier or later you have to widen More, then Business hours, as well. Save hours that fall outside your business hours and the app tells you which days, rather than refusing the save.
One-off blocks are not on this screen any more. Block a slot from the Calendar tab, where the time is. See the section near the end.

The Availability tab: weekly working hours

Pick the calendar at the top, then edit the week underneath. Everything is on the tab itself; there is no sheet to open.

Each of the seven days has a switch. Turn a day on to open it; turn it off and it reads Closed.
Set the start and end time for the day. Your venue's hours for that day are shown just underneath, and turn amber with a warning if you set hours outside them.
Tap + Add split to add a second period on the same day, for a morning and an afternoon with a gap between. Each extra period gets a Remove button.
Tap Copy to other open days to give every other open day the same hours.
Tap Save Working Hours.

If narrowing the hours would leave bookings you have already taken outside them, the app does not just save. It asks Save these hours anyway? and tells you what falls outside. Tap Save anyway to go ahead, or close it and fix the bookings first.

A note headed How calendar hours and business hours work together sits on the tab, with a link through to Business hours.

The Breaks tab: lunch and anything else that repeats

Check the calendar picker is on the right person.
Tap + Add break on a day and set the start and end time.
Copy Monday to all days gives every day Monday's breaks.
Tap Save breaks.

If you can change more than one calendar, a second button, Save to all calendars, puts the same breaks on every one of them. That is usually what you want for a shared lunch break. It asks Save to all calendars? first, because it replaces whatever breaks those calendars already had.

Good to know: breaks are not offered for a resource. To keep a resource free at the same time each day, add the break on the staff calendar it appears on.

Plan hours ahead, and set a rota

Use this when hours change from a date in the future, or repeat on a pattern, without touching the weeks before it. It sits under Plan hours ahead on the Availability tab. (On a colleague's calendar it reads View planned hours and everything is read only.)

The sheet has three parts.

The timeline. The first row is always Standard weekly hours, which apply to every date no change covers. Under it sit the changes you have planned, each with Edit and Remove. Remove asks you to tap it a second time to confirm. Changes that have already ended move behind a link that counts them, such as "Show 2 past changes".

The planning calendar. Below the timeline, a month calendar shows the bookable hours for each date: this calendar's hours inside your business hours and closures, minus days off and leave. Page back and forward through the months. Tap a day and the panel underneath says what its hours are and which rule sets them, then offers Change hours from this week and, where a planned change already applies, Edit this change.

Adding a change. Tap Add a change from a date, then:

Set New hours from. Changes always start on a Monday, so the app moves your date back to the Monday of that week.
Set Weeks in the pattern. Leave it at one for Same hours every week, or raise it for a rota. With more than one week you get a tab per week, and you fill in each week separately.
Fill in the weekly hours exactly as in step 1, splits and all.
Choose how long it Runs: Until further notice, for a set number of weeks or cycles, or Until a date. The app tells you which date the change ends on.
If the new change overlaps one you have already saved, an amber panel says exactly what saving will trim or drop.
Tap Add to schedule (or Save changes when you are editing one).

Admins with more than one calendar also get Copy this schedule to other calendars at the bottom. Switch on the calendars you want, then tap the copy button. It copies every change as saved, past changes included. Each calendar keeps its own standard weekly hours, breaks and days off.

The Closures & amended hours tab: days off, or different hours

This tab takes one calendar out for a date or a range, or gives it different hours on those dates.

Chips at the top choose whose entries you are looking at. Admins may look at any calendar; a staff member sees their own. All shows everyone.

Tap New entry, or tap dates straight on the month grid to select a range and fill the form from there.

Choose the kind: Closed (all day, or a window each day) or Working different hours (open on these dates with these hours).
Set the dates.
For Closed, choose All day or Time window, then the start and end times. A time window blocks that window on every date in the range.
For Working different hours, set the periods for those dates. Add another period gives a break in the middle of the day.
Admins creating a new entry also get Apply to all active calendars, which saves the same dates on every column at once.
Add Notes (optional), then tap Add to calendar (or Save changes when editing).

Entries appear under Upcoming, with anything finished behind Past. Tap one to edit or remove it.

Two rules worth knowing, the same as on the web: amended hours will not save on a date the calendar is closed all day, and if the amended hours fall outside your venue's hours, staff can still book them but guests cannot until you amend the venue's hours too.

Good to know: closures cannot be saved against a resource, so resources are not offered in the picker.

The team month grid

The month grid on the Closures & amended hours tab shows the whole team's time off a month at a time. Page through the months with the arrows, and read the legend for what each colour means.

Tap a day to see who is off. Tap a second day to build a range, then use the form that appears to add an entry with those dates already filled in. Tapping the same day again clears it.

Blocking a one-off slot

Blocks live on the Calendar tab now, not on this screen, because that is where the time is.

Open the Calendar tab and find the slot.
Tap the empty slot and choose Block time.
Set the start and end times and add a Reason (optional).
Save.

Tap the block again later to edit or remove it.

The Calendars tab (admins only)

The first tab. Staff logins do not see it, and anyone who reaches it another way is sent to Availability.

Each calendar is a bookable column on your public page and in the app. Its card gives you:

An Active or Inactive pill, and a Bookable (Active) switch to change it. An inactive calendar keeps its bookings but takes no new ones.
Arrows to move the calendar up and down. The order here is the order of the columns on your calendar.
Name, with a Save name button that appears once you change it.
Booking link. Fill in URL segment (optional) with something like a staff member's name and tap Save link to give that calendar its own direct booking address. Copy URL copies it and Open page opens it. If your venue has no booking address yet, the card tells you to set one under Settings, then Booking page, on the web dashboard first.
On this calendar, listing what is assigned to it. Tap Edit assignments to change them: tick the Appointment services guests can book on this column, then tap Save. Class types, Resources on this column and Ticketed events appear here only while your venue has classes, resources or events switched on under Booking settings, so a plain appointments venue sees services and nothing else.
A bin icon to delete the calendar. It confirms first. A calendar that still has upcoming bookings is not deleted: a message says how many it has, and you move or cancel those first, or switch Bookable (Active) off instead. With none left, the calendar goes, staff linked to it are unassigned, and its past and cancelled bookings keep their history without a calendar name.

Add calendar at the bottom asks for a Name and adds it. A pill near the top shows your allowance, for example 3 / 5 on plan, or Unlimited calendars. When you have used them all, Add calendar disappears and an amber note explains your plan's limit. Plan changes have to be made on the web dashboard, under Settings, then Plan. The app never sells or changes a subscription.

If two resources on the same column offer overlapping slots, a Conflict pill and an amber Resource availability overlap note appear on that card, telling you what clashes.

Good to know: if an older calendar has blocked dates saved in a retired field, admins see an amber Legacy blocked dates note at the top of Availability. Those dates still block bookings but cannot be edited here. Re-add them as closures under Business hours, or as time blocks, so they stay visible.

Common problems & fixes

Problem	Likely cause	Fix
A calendar says View only	It is not linked to your account	Ask an admin to change it, or to link the calendar to you
I cannot find Block time on this screen	Blocks moved to the Calendar tab	Open Calendar, tap the slot, then Block time
I set hours but the times still are not bookable	They fall outside your venue's opening hours	Widen More, then Business hours as well; the editor shows the venue's hours under each day
The save asked Save these hours anyway?	Narrowing the hours leaves bookings outside them	Read what falls outside, then either Save anyway or move those bookings first
+ Add split has gone from a day	There is no room left in that day for another period	Shorten the last period first
The save warned that hours fall outside business hours	The calendar is set to work when the venue is shut	Nothing is lost. Widen More, then Business hours for those days, or trim the calendar
The Breaks tab will not let me edit	The calendar picked is a resource, or is not yours	Pick your own calendar; for a resource, add the break on the staff calendar it appears on
Class types or Ticketed events are not offered under Edit assignments	Your venue does not have that booking type switched on	Turn it on under More, then Booking settings, then Booking models
I cannot choose a resource for a closure	Closures cannot be stored against a resource	Use the staff calendar, or change the resource's weekly hours
Remove did nothing	It arms first and needs a second tap	Tap Tap to confirm within a few seconds
A planned change starts on the wrong day	Changes always start on a Monday	The app moves your date back to that week's Monday; pick the following Monday if you meant later
No Calendars tab	You are signed in as staff, not an admin	Ask an admin
Add calendar is missing	Your plan's calendars are all in use	Deactivate one, or change your plan under Settings, then Plan, on the web dashboard
Nothing saves and a banner mentions being offline	Your phone has no connection	Reconnect and try again; the app does not queue changes

Hours, breaks, leave and blocks in the app