Setting your availability

What is availability?

Availability is the weekly schedule within which students can book lessons with you. You set a standard pattern once, make an exception for a single day for a holiday or a different day, and block individual hours for lunch or a meeting. Students only see times that are still open after that.

The page at a glance

On Admin → Availability there is a row at the top with the seven days of the week. For each day you see the opening hours, Closed for a day that is closed as an exception, or Off if you do not work that day. A yellow dot means there is a block on that day, a purple dot means that day differs from your schedule. Below are four tiles: Open days, Open hours, Blocks and Custom, for the week you are viewing.

On the left is the selected day with its blocks and the buttons Custom hours, Take the day off and Add block. On the right is the Default schedule.

How do you set your weekly pattern?

1. Go to Admin → Availability and look at Default schedule on the right.
2. If you have more than one location, first choose the location: above the week overview or at Schedule for location in the schedule card. Each location has its own weekly schedule, and the heading says which one you are viewing.
3. Switch on the toggle for each day you teach and enter a start and end time.
4. Click Save schedule.

How do you make an exception for a single date?

1. Click the day at the top.
2. Click Custom hours.
3. Switch on Closed (all day) to close that day, or enter different times under From and To. Add a note if you like.
4. Click Save.

An exception replaces your schedule for that date. You can also open outside your schedule with it: a day that is normally closed, or hours outside your usual times. Use Edit custom hours to change it; use Delete in that form to remove the exception again. Times must fall on the full or half hour; otherwise Golfly refuses to save.

How do you block individual hours?

1. Click the day at the top and then Add block.
2. Give the block a Name, for example "Lunch".
3. Choose One-off (with a date) or Recurring (with a weekday).
4. Switch on All day, or enter From and To. Optionally choose a colour.
5. Click Add.

Here too, the start and end time must fall on the full or half hour. With Take the day off you create a one-off block for the entire day in one click. Blocks apply to all your locations. Use the pencil to edit a block or to switch it off temporarily with Active; use the bin to delete it.

Drawing hours into the calendar

On a larger screen you can also draw straight into the week on Admin → Calendar. At the top right is the switch Open / Absent (shortcuts O and A). Drag across a day to draw hours: with Open you make those hours available as an exception to your schedule, with Absent you block them. You can then stretch or delete a drawn strip. With Close today you close today in one click, and with Undo you reverse your last drawing actions.

If you draw Absent over a time when a lesson is already booked, or click Close today while there are lessons today, the calendar asks what you want: do nothing, mark yourself absent and leave the bookings in place, or mark yourself absent and cancel the bookings. With that last choice you can tick whether the clients receive a cancellation email. If you cancel, the money is refunded as with any cancellation made by you; see Managing a booking.

Frequently asked questions

Do exceptions override the weekly pattern?

Yes. An exception for 1 May replaces the schedule for that date. Golfly only uses the schedule if your day runs as normal.

What happens to existing bookings if I block a day?

An existing booking stays in place if you click Take the day off. If you set a day to Closed (all day) while lessons are booked on it, or create a block on the availability page over an existing lesson, Golfly refuses and you only see a short error message. Reschedule or cancel that lesson first, or use the calendar: there, when such a clash occurs, you get the choice to leave the bookings in place or cancel them.

Can I block only part of a day?

Yes. Create a block with a start and end time. Outside that block students can keep booking. A block can be one-off or repeat every week.

Does this also apply to recurring lessons?

Yes. When planning a recurring-lesson block, Golfly skips dates that fall outside your schedule, are blocked, are already taken, or clash with a group lesson. See Recurring lessons.

What if I teach at more than one location?

Each location has its own weekly schedule; choose the location above the week overview. If a location does not have a schedule yet, a message says that clients cannot book there yet. Exceptions and blocks apply to all your locations, because you are only in one place at a time. See Locations.

Related

• Locations
• Recurring lessons: subscriptions for repeating lessons
• At the club today
• Booking for a client