Before You Dive In
This article is one step from our Master Help Guide: All About Calendars. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical setup below.
Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.
This guide is perfect if you're looking to:
Setup your recurring calendar times available
Set custom availability for specific dates
Understand how calendar availability works as a whole
Understanding How Calendar Availability Works
Your calendar availability in Ivorey™ is managed in one central place, giving you full control over your weekly working hours and date-specific hours across all of your Ivorey™ calendars. This setup allows you to you to maintain a consistent weekly schedule while also accommodating unique circumstances on specific dates.
By understanding how availability works inside Ivorey™, you’ll be able to:
Stay open for bookings without overcommitting
Protect your work hours, days off, and holidays
Avoid scheduling conflicts with external events
Keep team-wide calendars running smoothly while honouring each person’s unique schedule
Important: Service calendar availability works differently. If you'd like to set up your availability for a service calendar, please skip the steps below until you reach the service calendar section.
1. Set Your Availability
Click for written steps
Click for written steps
1. Navigate to your schedule: From the Ivorey™ main menu, select [Settings] > [Profile] > then scroll down to [Schedules]. There are two layers to set here:
2. Setup your weekly working hours: Weekly working hours represent your regular availability on a recurring basis. This is useful for setting up your default schedule that repeats week after week.
For instance, if you're consistently available every Monday, Tuesday, and Thursday from 8 AM to 10 PM, you can configure these hours as your weekly working hours. The system will then automatically apply this schedule to those days and times every week.
3. Setup your date specific hours: Use this to override your weekly hours on specific days. You can:
Block off time for personal appointments
Mark yourself unavailable for holidays
Extend your hours on certain days
Customise availability for one-off events
If any Date-Specific Hours are set, they will always take priority over your weekly schedule for that day.
2. Calendar Booking Rules
While availability is managed centrally, each individual calendar still has its own booking rules. These settings let you control how each calendar behaves without affecting your core availability.
Inside each calendar, you can:
Choose which services are bookable
Set minimum notice periods
Add buffers between appointments
Limit the number of daily or weekly bookings
Define how far in advance someone can schedule
These rules shape the booking experience for your clients, but they don’t control your availability; that’s all managed from your profile.
You'll be able to manage your calendar booking riles when setting up your calendars, which you can learn more about over here.
3. External Conflict Calendars
You can also connect external conflict calendars (like Google Calendar, Outlook, or iCal). When connected, Ivorey™ cross-checks for personal appointments or events already in your external calendar. If you’ve blocked time there - whether it’s a meeting, lunch break, or family event - Ivorey™ will automatically note that slot as busy, and prevent you from getting double-booked with an external event. You can learn more about setting up your conflict calendars over here.
How These Layers Work Together
Profile availability sets the overall working hours of each team member.
Calendar availability narrows that down for each service type.
Conflict calendars keep everything in sync and prevent double-booking with external schedules.
Together, these layers create a smart, centralised scheduling system that protects your time, avoids clashes, and gives clients a seamless booking experience.
Service Calendar Availability
If you're using Service Calendars, availability works differently from Meeting Calendars and does not pull from your Profile Availability.
Because Service Calendars support multiple locations, physical resources, and multi-service bookings, each team member’s availability must be configured directly inside the Services Calendar settings.
This ensures that:
each staff member can have different working hours
availability varies by location
services can be offered on different days or times
split shifts and breaks are accurately reflected
date-specific hours (holidays, leave, shortened shifts) are managed per person
To configure availability for Service Calendars:
Go to Calendars > Calendar Settings > Services > Staff
Select the team member
Set their default working hours
Adjust weekly hours per location and per service
Add any date-specific hours or changes
Save your updates
This setup must be completed for every team member assigned to Services, and is separate from your main Profile Availability. You can learn more about this in the Services Calendar Guide.
Still Need Help?
Hit the support chat widget inside Ivorey™ - we can:
Walk you through any of the steps
Troubleshoot anything that’s not working
We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍