Holidays and Breaks

Note

This feature is only available to users with an AppointmentBookingAdmin role.

As an admin, you will be able to configure and manage the unavailability of your locations and rooms; scheduling periods where they will be unavailable due to holidays, breaks, maintenance etc...

If a location is scheduled to be unavailable between a particular set of dates, then users will be unable to book appointments within this location for those dates.

Important

Please be aware that you cannot schedule a holiday or break if there is a future booking against that location/room for that date/time frame. Any future bookings must be cancelled before you can proceed.

Scheduling unavailability

From the left-hand navigation bar, click the Holidays and Breaks menu item to access a list of all scheduled periods of unavailability for your configured locations.

To add a new rule, click the Add a new unavailability rule button at the top of the page.

Schedule a one-off occurrence

You can schedule a location/room to be unavailable as a one-off occurrence such as for a public holiday.

Schedule Holiday/Break

Fill in the following details:

enter the Description / Reason text field
enter the details or WHERE this rule applies:
- select an option from the Location dropdown
  - selecting All Locations will apply the new rule to all your configured resources
  - selecting a specific location will apply this rule to this location only
- select an option from the Room dropdown - this list is specific to the location selected
  - selecting All Rooms will apply this rule to ALL the rooms at this location
  - selecting a specific room will apply this rule to this room only
enter the details for WHEN this rule applies:
- select the Date (e.g., 25th December)
- enter a Start Time and End Time to cover the time period each day the rule is applied
click Save to complete.

Important

If you are trying to schedule a rule where there is a future booking against that location/room for that date and time frame, then the system will display the following error.

You will have to cancel these bookings before the system will allow you to save the rule.

Once it is saved, the new one-off rule will be

displayed on the list of configured Holidays and Breaks
reflected in the booking calendar as a greyed-out slot the next time a user tries to book an appointment in the affected location(s).

Schedule a repeating occurrence

You can schedule a period of unavailability to repeat on a regular basis by using the repeat options; for example, make one location unavailable every Friday from 9:00 to 10:00.

Schedule Holiday/Break

Fill in the following details:

enter the Description / Reason text field
enter the details or WHERE this rule applies:
- select an option from the Location dropdown
  - selecting All Locations will apply the new rule to all your configured resources
  - selecting a specific location will apply this rule to this location only
- select an option from the Room dropdown - this list is specific to the location selected
  - selecting All Rooms will apply this rule to ALL the rooms at this location
  - selecting a specific room will apply this rule to this room only

checking the Repeat this rule daily/weekly/fortnightly/monthly checkbox will:
- display the repeat options
- display both the Start Date and End Date fields, allowing you to define the date range of the rule.
click the appropriate repeat option:
- Daily will apply this rule every day
- Weekly or Fortnightly will apply this rule on a specific day each week
  - select a day from the Repeat on Day dropdown
    - note that the list of days will depend on the location selected. For example, if the location is open at weekends, then Saturday and Sunday will be included.
- Monthly will apply this rule on a specific date or day each month based on the Start Date
  - the system will use the current Start Date to determine what day of the month this is and give you two options:
    - repeat each month on the same date - if the date selected is the 24th, then selecting this option will repeat the rule on the 24th of each month
    - repeat on the same day of each month (default option) - if the day selected is the fourth Friday, then selecting this option will repeat the rule on the fourth Friday of each month
enter a Start Date and End Date to cover the dates the rule is applied
enter a Start Time and End Time to cover the time period each day the rule is applied
Click the Save button to save and apply your new rule.

Important

If you are trying to schedule a rule where there is a future booking against that location/room for that date/date range and time frame, then the system will display the following error.

You will have to cancel these bookings before the system will allow you to save the rule.

Once your new rule has been saved, it will be

displayed on the list of configured Holidays and Breaks
reflected in the booking calendar as a greyed-out slot the next time a user tries to book an appointment in the affected location(s).

Editing a rule

From the left-hand navigation bar, click the Holidays and Breaks menu item to access the list of configured Holidays and Breaks.

To make changes to a configured rule:

click its associated Edit button
make your updates
click the Save button to complete.

Your changes will be available the next time a user tries to book an appointment in the affected location(s).

Deleting a rule

From the left-hand navigation bar, click the Holidays and Breaks menu item to access the list of configured Holidays and Breaks.

To remove a configured rule:

click its associated Delete button.
confirmation modal will be displayed:
- clicking Ok will carry out the delete action
- clicking Cancel will abandon the action.

Note that if you delete a rule that had been configured for a future date, then any previously unavailable locations, will now be available for booking on the associated date(s) and time frame(s).