Manage Global Availability Follow

Every organization has a specific schedule or shifts under which they operate and therefore it is imperative that we manage them accordingly. 

Topics Covered: 

• How to Manage the Availability
• Creating a New Schedule
• Edit Schedule
• Edit Title
• Delete Schedule
• Clone Schedule
• Set Schedule as Default

How to Manage the Availability

To manage Global Availability follow the below mentioned steps:

• Navigate to the More option from left sidebar menu
• Click on Meeting Scheduler

• Under Actions on the top right corner select Manage Global Availability.

Or

• Navigate to the Profile icon on the top right corner.
• Click on the Setup.
• Head over to the Misc category
• Click on Availability

Creating a New Schedule

To create a new schedule, follow below steps:

• Go to the Manage Global Availability page.
• Click on the New Schedule Button on the top right corner.

• A pop dialogue box would open up prompting you to provide the New Schedule Name of the Schedule.
• Hit the Create button and your new schedule will be successfully saved.

Edit Schedule

To edit a specific schedule, follow the below steps:

• Go to the Manage Availability Page.
• Select the schedule that you wish to edit under the dropdown option.

• Once you select the schedule, you will be able to edit the weekly hours and Date Override as required.
• Users will get the option to select the timezone for the specified weekly hours or the defined time slots.
• There are two views that are visible on the screen:
  • List View 
  • Calendar View

List View

• Under the list view, users will be able to define the specified time slots for the weekdays.
• If no timeslot is defined for a particular day, then by default the user will be considered unavailable for that day.
• Multiple time slots can be also be defined for a particular day. 
• If there are any overlapping time slots then the availability would be calculated in a continuous manner. For instance, if a user has defined time slots as 9:00 amAM to 12:00 PM and 10:00 AM to 2:00 PM then the system would consider the availability as 9:00 AM to 2:00 PM.
• Users can also define the Date overrides i.e if they are not available on a particular working day or there are any holidays that need to be defined.
• A pop-up will be shown saying "Changes Saved" once you update the time slots.

Date Override

• To override the date, you can simply click on Add date override.

• On clicking, you will be asked to choose the dates for which you would like to override.

• While selecting the dates, the system would show you the availability that you have defined for those days. 
• The user can:
  • Add new time slots
  • Remove time slots

• In order to make yourself unavailable, you can simply remove all the slots.

• In order to remove the Date Override you can simply click on the X icon.

• To edit the date override, the user can simply click on the pencil icon and make the necessary updates.

• Select the relevant date and time slots and hit update.
• In case the user does not select any time slots, the system will consider them as unavailable for those dates.
• All the dates would be shown individually under the date override section even if the user has selected multiple dates.

Calendar View

• The calendar would be shown in a monthly fashion by which the user would be able to see the availability on specific days.
• If the user is not available then no slots would be shown on that specific date.
• If the slots on a specific day do not contain any date override, then they will be denoted by a grey dot on the calendar
• If the slots on a specific day do contain date override, then they will be denoted by an orange dot.
• Users can also edit the time slots under the calendar view by simply clicking on any block/day, similar to the list view.
• Any changes made are saved in real-time.

Edit Title

To edit the title of the schedule, follow the below steps:

• Navigate to the Profile icon on the top right corner.
• Click on the Setup.
• Head over to the Misc category
• Click on Availability
• Select the required schedule for which you wish to Edit the Title from the dropdown.

• Click on Actions and select Edit title.
• Once you click on Edit title, a pop-up dialogue box would open up prompting you to edit the title.
• Hit Update to save the changes.

Delete Schedule

In order to delete a schedule, follow the below steps:

• Navigate to the Profile icon on the top right corner.
• Click on the Setup.
• Head over to the Misc category
• Click on Availability
• Select the schedule from the list under the dropdown.
• Once you select a schedule, click on Actions and choose the option to Delete.
• Confirm the pop-up message to delete.

• Please note, any records associated with this schedule will be set to custom availability with these hours.

Clone Schedule

To Clone the schedule, follow the below steps:

• Navigate to the Profile icon on the top right corner.
• Click on the Setup.
• Head over to the Misc category
• Click on Availability
• Select the schedule from the list which you wish to clone under the dropdown

• Click on Actions and select Clone
• A pop-up box would open up prompting you to write the name of the new schedule
• Click on Create to save the new Schedule.

Set Schedule as Default

To set the schedule as Default, follow the below steps:

• Navigate to the Profile icon on the top right corner.
• Click on the Setup.
• Head over to the Misc category
• Click on Availability
• Select the schedule for which you wish to set it as Default from the dropdown.
• Click on Actions and select Set as default.