Setting Employee Availability
Club OS allows club staff to set their own availability. By setting availability, employees can indicate which portions of their workday are occupied and which times are available for booking.
Important Notes:
- Employees cannot be scheduled for events or follow-ups until their availability has been configured.
- Only Club Admins and Location Managers can edit the availability of employees assigned to roles below their own.
Accessing Availability
- Navigate to Calendar.
- Click Availability.
The employee's schedule will appear.
View Availability
Availability can be configured for:
- This Week – Applies only to the current week.
- Every Week – Applies as a recurring weekly schedule.
To select the desired view:
- Click View Availability in the upper-right corner of the calendar.
- Select This Week or Every Week.
Marking Days Off
Check ‘OFF’ for any weekday the employee is not scheduled to work.
Note: Days marked as off prevent both calendar events and follow-ups from being scheduled on those days.
Setting Availability Statuses
For days the employee is working, availability can be configured using either Half-Hour Statuses OR Time Block Statuses
A. Half-Hour Statuses
Use Half-Hour Statuses to establish recurring availability patterns throughout the week, such as lunch breaks, classes, or recurring personal training sessions.
Each hour is divided into two half-hour blocks. Each block contains:
- A status field
- An event type field
- An apply arrow
This feature applies the same availability setting to that half-hour time slot across the week.
Step 1: Set the Availability Status
Click the first field and enter the appropriate status code:
| Status Code | Status | Description |
|---|---|---|
| 0 | Unavailable | The employee cannot receive events or follow-ups during this time period. |
| 1 | Available | The employee can receive events and follow-ups during this time period. |
| 2 | Double-Booked | The employee is occupied and generally should not receive additional events or follow-ups during this time period. |
Step 2: Select an Event Type
If the half-hour block is consistently occupied by the same type of event, click the second field and select the appropriate event type.
Examples include:
- Recurring appointment time slots at 8:30 AM
- Recurring Personal Training sessions at 9:00 AM
For Personal Training availability:
- Select Personal Training.
- Do not select Any Event Type.
Important: Selecting the correct event type ensures the event displays properly in the Anytime Fitness App.
Step 3: Apply the Status Across the Week
Click the arrow next to the time slot to apply the availability setting across the entire week.
Step 4: Save Changes
Once all availability settings have been configured, click Save Hours.
B. Time Block Statuses
Use Customizable Statuses to apply availability settings across larger blocks of time rather than individual half-hour increments.
This feature allows employees to define custom availability periods throughout the day.
Step 1: Select a Status
At the top of the desired day, locate the status field, event type field, and arrow.
Click the first field and enter the appropriate status code:
| Status Code | Status | Description |
|---|---|---|
| 0 | Unavailable | The employee cannot receive events or follow-ups during the selected time period. |
| 1 | Available | The employee can receive events and follow-ups during the selected time period. |
| 2 | Double-Booked | The employee is occupied and generally should not receive additional events or follow-ups during the selected time period. |
Step 2: Select an Event Type
If the selected time period is reserved for a specific event type, click the second field and select the appropriate event type.
Step 3: Define the Time Range
Click the arrow to select the time range for which the availability status should apply.
Choose the desired start and end times, then click Set.
Step 4: Save Changes
After all availability settings have been configured, click Save Hours.
Availability Best Practices
- Configure availability before attempting to schedule events or follow-ups.
- Mark non-working days as ‘OFF’ to prevent scheduling conflicts.
- Use Personal Training when setting availability for Personal Training sessions.
- Avoid selecting Any Event Type when configuring recurring Personal Training availability.
- Review availability regularly to ensure schedules remain accurate.
