Manage availability for a team member or yourself

How to configure weekly hours, assign services, set daily limits, and manage exceptions.

How to access availability settings

Availability can be managed in two ways, depending on your role:

• Managers & Admins: via the Availability section under Appointments settings
  
• Clerks (and any role assigned to appointments): via the My availability button in the upper-right corner of the Calendar view, once they have been assigned to appointments.
  

Both entry points open the same availability window — allowing control over working hours, services, and limits for a specific team member.

Each team member assigned to appointments can manage their own availability (via the Calendar view).

Admins and Managers can manage availability for others.

What You Can Configure

1. Assigned Services

Toggle which services the team member offers.

2. Weekly Schedule

Create a repeating schedule:

• By default, the schedule follows the location’s Opening Hours
• You can define available days, set working hours, and add breaks (1 extra period/day allowed)
• Use “Apply to all” to copy one day’s schedule across the week

All time slots are used to calculate weekly availability shown in the overview table.

3. Date Overrides

Add exceptions to your regular schedule — ideal for holidays, vacations, or one-off changes.
You can either block the full day or set custom hours for that specific date.
Each override applies to a single day and needs to be added individually.

4. Daily Limit

Set a max number of appointments the staff member can handle per day.

• Optional setting
• Must be at least 1 when enabled
• Helps balance workload between appointments and walk-ins

5. Calendar Sync

Team members can sync their external calendars with Qminder (Google, Outlook, etc.).

• Only the staff member can activate sync for themselves
• Admins/managers cannot set or revoke sync
• External events are read for availability only (time-slot: available/no) — Qminder does not access event content
• Appointments made via Qminder are pushed back into the external calendar (with a link to the ticket in Qminder)

Learn more about calendar sync in our article 📖 Calendar sync configuration

6. Remove Schedule

To remove a team member from the Appointments provider list:

• Click Remove Schedule
• They will no longer be bookable for appointments, but can still serve walk-in visitors

You can reassign them at any time.