Overview

The Availability Calendars feature enables CalendarAnything users to manage their appointment availability as needed and to book appointments for which all required resources are available. (Resources, in this case, can refer to factors, such as users, contacts, equipment, locations, and so on.)

In this guide, you will learn about:

• Setting your availability
• Setting your availability exceptions
• Setting availability for multiple resource types
• Booking appointments using an availability calendar

Setting your availability

To set your availability using an Availability Calendar template, follow these steps:

1. On the CalendarAnything LWC menu, right-click on Availability Calendars.
   

1. Select Set Availability Template. The availability settings page appears.
2. Select your name from the User field if it is not already selected.
3. Click the first timeslot for which you are available, for example, 9:00 am on Monday. The application shades the timeslot.
4. Drag your cursor from the selected timeslot down to where you want to end your availability for that day.The application shades all affected timeslots and places a 1 in each of them.
5. Repeat step 5 for each day’s availability that you want to set. (Alternately, you can just drag left to right and set all days at once.) Keep in mind that there are no dates associated with this availability, you are creating default placeholders for future appointment invitations based on day of the week and timeslot.
6. To apply your availability configuration, click Apply.
7. Close the template. The counterpart Availability calendar appears.
   Note: The number of days populated with your availability is determined by the value in the Actual Future Period (Days) setting. This setting is located on the General step of the Create and Edit Availability Calendars wizard.

Setting your availability exceptions

After you have set your general availability, you may sometimes need to enter exceptions, such as when you are going to be out for vacation. To set exceptions, follow these steps:

1. On the CalendarAnything LWC menu, right-click Availability Calendars.
2. Select Set Availability Template. The availability settings page appears.
3. Select your name from the User field if it is not already selected.
4. Click the Availability Exception Start field.
5. From the popup, select the first date on which the exceptions will apply.
6. Click the Availability Exception End field.
7. From the popup, select the last date on which the exceptions will apply.
8. Clear any timeslots for which you will not be available. For example, if you will not be available for an entire day, clear all of the timeslots for that day; or if you will not be available from 11:00 a.m. to 11:30 a.m., clear just those timeslots.
9. Click Apply .
10. Close the template. The counterpart Availability calendar appears.

Note:

To subsequently view your exceptions, be sure to select the exception period from the Period dropdown.

Setting your availability for multiple resource types

In some cases, availability must be set for multiple resource types. For example, you, a user resource, may work in the Cherry Hill office three days a week and the Philadelphia office two days a week. People who want to book meetings with you must consider your availability by location. Therefore, you must set your availability by location. Your system administrator will have configured the necessary objects to enable you to do this.

Note: This is just an example for learning purposes. Your organization’s template requirements and field labels will most likely differ.

These are the steps you would follow to setup availability assuming the example.

1. On the CalendarAnything LWC menu, right-click the name of the availability calendar under Availability Calendars heading.
2. From the context menu, select Set Availability Template. The template appears.
3. From the location dropdown, select one of your two office locations.
4. From the User dropdown, select your own name.
5. Click the first timeslot for which you are available. The application shades the timeslot.
6. Drag your cursor from the selected timeslot to where you want to end your availability .The application shades all selected timeslots.
7. To apply your availability configuration, click Apply.
8. From the location dropdown, select your other office location.
9. Make sure your name is still selected in the User field.
10. Repeat step 6 and 7.
11. Click Apply .
12. Close the template. The counterpart Availability calendar appears.

Booking appointments using an availability calendar

To book an appointment using an availability calendar, follow these steps:

1. On the CalendarAnything LWC menu, click the name of the Availability Calendar to be opened. The Availability calendar appears.
   
   
2. Right-click the timeslot on the date for the appointment you are creating. A context menu appears.
   Note: Be careful to select the correct user’s timeslot when multiple users are displayed on the calendar. 
   
3. On the context menu, click Create Appointment. The Create and Edit availability popup appears.
   
   Note: The appearance of the Create and Edit availability popup depends upon its configuration for your organization.
4. Fill in the appointment information.
5. Click Save. The application removes the timeslot from the availability calendar and creates an appointment event on your CalendarAnything standard calendar.