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Schedules

Welcome to Schedules​

Effortlessly manage user availability for booking appointments and events.

📅 Managing Schedules​

The Schedules feature allows you to set availability for users. Administrators can manage all user schedules, while regular users can only manage their own availability.

Schedules Management

👥 User Permissions​

Administrator Access:

  • View and manage all user schedules
  • Add new schedules for any user
  • Modify existing schedules for any user
  • Delete schedules for any user

Regular User Access:

  • View and manage only their own schedules
  • Add personal schedules
  • Modify their own existing schedules
  • Delete their own schedules

🚀 Steps to Access Schedules​

  1. Navigate to Settings:
    Click on Settings from the main menu.

  2. Select Schedules Tab:
    Click on the SCHEDULES tab.

  3. Choose User (Admin Only):

    • Use the dropdown to select which user's schedule to manage
    • Format: Name (email@domain.com)

➕ Creating a New Schedule​

Follow these steps to create a schedule from scratch.

📝 Schedule Creation Steps​

  1. Click Add Schedule:
    Click the + ADD SCHEDULE button (top right).

  2. Configure Basic Settings:

    • Schedule Name: Enter a descriptive name
    • Timezone: Select appropriate timezone from dropdown
    • Click SAVE to preserve settings

  3. Set Weekly Availability:
    Configure availability for each day:

    • Check the box to enable the day
    • Set Start Time (e.g., 10:00)
    • Set End Time (e.g., 11:00)
    • Repeat for all required days (Mon-Sun)

  4. Save Your Schedule:
    Click SAVE to finalize the schedule.

💡 Use the COPY SCHEDULE feature to duplicate existing schedules and modify as needed.

🚫 Block Dates Management​

Block specific dates when you're unavailable for appointments.

Block Dates Calendar

🗓️ Steps to Block Dates​

  1. Access Block Dates:
    In the right sidebar, find Block Dates section.

  2. Click Date Overrides:
    Click the DATE OVERRIDES button.

  3. Select Dates to Block:

    • A calendar popup will appear
    • Click on dates you want to block (multiple selection supported)
    • Selected dates will be highlighted

  4. Apply Blocked Dates:
    Click APPLY (X DATES) to confirm your selections.

  5. Manage Existing Blocks:

    • View blocked dates in format 09-08-2025
    • Uncheck dates to remove blocks
    • Use bulk selection for multiple dates

⏱️ Setting Schedule Limits​

Control booking duration and prevent overbooking.

📊 Limit Configuration Steps​

  1. Daily Schedule Limit:

    • Enter maximum minutes per day (e.g., 600 minutes = 10 hours)
    • This prevents overbooking on individual days

  2. Global Limit:

    • Check Enter Per Day Overall Limit
    • Set maximum total minutes across all bookings
    • Enter value in minutes (e.g., 400 minutes)

  3. Save Settings:
    Click SAVE to apply limit configurations.

⚠️ Important: These limits help maintain work-life balance and prevent scheduling conflicts.

✏️ Modifying Existing Schedules​

Update schedules to reflect changing availability.

🔄 Modification Steps​

  1. Change Schedule Information:

    • Click CHANGE INFO button
    • Modify schedule name or timezone
    • Save changes

  2. Update Availability:

    • Check/uncheck days as needed
    • Adjust time slots using time pickers
    • Click SAVE to apply changes

  3. Copy Schedule:

    • Click COPY SCHEDULE button
    • Create duplicate with modified settings
    • Useful for creating similar schedules

🗑️ Deleting Schedules​

Remove schedules that are no longer needed.

❌ Deletion Steps​

  1. Click Delete Button:
    Click the DELETE button next to the schedule.

  2. Confirm Deletion:
    A confirmation prompt will appear: "Are you sure to delete, it cannot be undone"

  3. Proceed or Cancel:

    • Confirm deletion to permanently remove the schedule
    • Or cancel to keep the schedule

⚠️ Warning: Schedule deletion is permanent and cannot be undone. Ensure you have backups if needed.

🔗 Schedule Integration​

Learn how schedules work with other zupcal features.

📅 Event Creation​

  • Schedules define available time slots for new events
  • Event creators can only select times within schedule boundaries
  • Multiple schedules can be combined for complex availability

🎯 Booking Process​

  • Customer requests are validated against active schedules
  • Blocked dates prevent booking attempts
  • Schedule limits enforce maximum booking constraints
  • Real-time availability checking prevents conflicts

💡 Best Practices​

Schedule Naming:

  • Use descriptive names (e.g., "Office Hours", "Weekend Support")
  • Include user names for admin-managed schedules
  • Consider including timezone for clarity

Time Management:

  • Set realistic buffer times between appointments
  • Account for preparation and cleanup time
  • Consider different schedules for different services

Block Date Management:

  • Regularly update for holidays and time off
  • Consider team schedules when blocking dates
  • Plan ahead for seasonal availability changes

🧠 Frequently Asked Questions (FAQ)​

Can users have multiple schedules?
Yes, users can create multiple schedules for different purposes (e.g., regular hours, weekend hours, special events).
What happens to existing bookings when I modify a schedule?
Existing confirmed bookings are typically preserved, but future availability will reflect the new schedule settings.
Can I temporarily disable a schedule?
While there's no direct disable option, you can use block dates to temporarily make yourself unavailable, or uncheck all days in the weekly availability.
How do I bulk update schedules for multiple users?
Currently, schedules must be updated individually per user. Consider using the COPY SCHEDULE feature to speed up the process.
What's the difference between blocking dates and unchecking days?
Unchecking days removes availability for that day of the week permanently. Blocking dates removes availability for specific calendar dates only.
Why can't customers book certain time slots that appear available?
Check your daily and global limits - you may have reached the maximum booking duration for that day or overall period.
How far in advance can I set blocked dates?
The system allows you to set blocked dates well into the future. The exact limit depends on your plan and system configuration.
What happens if I delete a schedule that's being used by active events?
The system will typically prevent deletion of schedules actively used by events. You'll need to reassign or update those events first.
Can customers see why certain dates are unavailable?
Customers typically see dates as "unavailable" without specific reasons for privacy. Blocked dates and schedule limits both appear the same way.
How do timezone changes affect existing schedules?
Changing timezone will shift all existing time slots to the new timezone. Existing bookings may need to be reviewed and confirmed with participants.

🚀 Getting Started with Schedule Management​

Once you've set up your schedules, explore related features:

  • 📅 Event Creation and Management
  • 🎯 Booking and Appointment Handling
  • 👥 User Management and Permissions
  • 📊 Analytics and Reporting

🛠 Additional Notes​

  • Use consistent timezone settings across your organization
  • Regularly review and update schedules for accuracy
  • Test booking flows after making schedule changes

💡 Tip: Create template schedules for common availability patterns and copy them for new users to save time.