When using Rooms to help you schedule resources with fixed, and possibly shared, availability, you may have a need to prevent booking on specific dates for that resource. Maybe the resource is undergoing maintenance, repair, or is unavailable for other reasons. In these situations, you can configure specific dates where the resource should not be bookable for Appointments.
A Day Off is one that is normally available according to the standard schedule but needs to be removed from availability for a specific day. In this article, we’ll review how you will manage Days Off.
The following information applies to users with either the Headquarters or Location Administrator access type. To get started, log into your DaySmart Appointments account.
Selecting a Room
After logging in, verify that you are in the right Location. If you need to change Locations, click on the current Location’s name in the upper right corner, and choose or search for the Location of your choice. Once the system updates to the new Location, click Rooms to see a list of the resources available.
On this page, you’ll click on the name of the resource for which you need to set a Day Off. The resource’s profile information page will display, along with some additional tabs. Click Days Off to access this calendar tool.
Using the Days Off Calendar
The Days Off calendar gives you the ability to set specific dates where the resource will not be bookable. This will prevent your employees or other users, as well as Customers, from being able to create an Appointment where this resource is assigned. There are two main parts to this calendar tool, and we’ll go over them now.
Days Off Selection Calendar
On the left-hand side of the tool, you’ll see a calendar with the next 12 months. The current month is initially displayed. You can click on any of the month names to navigate to a future month. Alternatively, you can use the left or right arrows on the calendar to move to the previous or next month.
Additionally, there are a few shortcut options that you can use to quickly navigate or select a set of dates. Below the selected month, you’ll see options for:
- Today: If you are on a future month, you can click this link to return to the current date/month.
- Select Month: Click this option to select all future dates in the month
- Select Year: Click this option to select all future dates in the current If you need to select dates in the next year, click a month in the next year and click this option again.
To manually select individual dates, select the appropriate month from the month bar, or by using the left or right arrows on the calendar. Click on future dates displayed in that month’s calendar. Any dates previously saved as a Day Off will be highlighted in blue. Any past dates will be disabled and not clickable, as you cannot save a Day Off in the past. Any selected date will be outlined in blue. You can select multiple dates to save as Days Off for the resource. A count of the total selected dates will be displayed in the lower left of this panel.
Before saving, if you discover you need to clear dates you’ve selected, you can click Clear Month or Clear All Dates.
After you have made all the date selections, click Save. If you attempt to leave the page without saving any date changes, you will be asked if you want to Leave Page or Stay on Page to continue editing or to save changes.
Saved Days Off
When you access the page, any future dates that were previously saved will display on the calendar and the right-side panel.
You can scroll through the Saved Days Off list to see any date, separated by month.
Deleting Saved Days Off
For dates already set as a Day Off, you can easily remove this date and make the resource available for Appointments again by clicking the icon on any date in the Saved Days Off panel. That item will update with a red outline to indicate it will be removed on the next Save.
If you have a lot of saved Days Off and you wish to remove them all, click Delete All. You will have the option to restore these prior to saving if you have made a mistake. Click Save when you have completed your changes.
If you accidentally clicked to remove a Day Off on the wrong date, you can restore it before you save changes by clicking on the date’s row. Additionally, if you click on multiple dates to remove, but decide you need to keep them, you can click Restore All in the top of this panel.
Article published August 10, 2021
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