Schedules

Schedules are the way Diarybook manages when users are and are not available for appointments. A schedule record groups together one or more time rules — called blocked times and free times — that together describe a pattern of availability for one or more users.

Common uses include annual leave, recurring meetings, training days, and public holidays.

The Schedules list

The Schedules list shows all schedule records on the account. Each row displays:

Click any row to open and edit that schedule record. To add a new record, click Add Schedule Record in the toolbar. To delete a record, select it and click Delete.

Adding or editing a schedule record

Clicking Add Schedule Record or an existing row opens a side panel with the following fields:

Schedule Name — a description of the schedule, for example Annual Leave or Weekly Team Meeting.

Location — optionally restrict the schedule to a specific location. If left blank the schedule applies regardless of location.

Users Affected — choose which users the schedule applies to:

Below these fields is the schedule entries list, which contains the individual time rules that make up this schedule. This is where the detail of when the schedule is active is defined.

Before saving, add one or more schedule entries.

Schedule entries

A schedule record contains one or more schedule entries. Each entry appears as a row in the schedule entries list showing whether it is a blocked or free time, the date range, time range and days it applies to.

Use the toolbar above the list to manage entries:

• Add Blocked Time — add a period when the user is unavailable for appointments
• Add Free Time — add an exception within a blocked period when the user is available
• Delete — remove the selected entry

Click Add Blocked Time, Add Free Time, or an existing entry row to open the entry editor.

Adding or editing a schedule entry

Each schedule entry has three sections: dates, times and days.

Dates

Choose when the entry is active:

Times

Choose what time of day the entry covers:

Days of the week

Use the day sliders to choose which days of the week the entry is active. This allows recurring patterns such as blocking every Monday, or every Tuesday and Thursday.

If all days are enabled the entry applies every day within the date and time range defined above.

Click Save to save the entry or Cancel to discard it.

When all schedule items are in place, click Save to save the record or Cancel to discard everything.

Example: Annual leave

A user is on annual leave for two weeks and unavailable for all appointments.

1. Click Add Schedule Record
2. Enter Annual Leave as the Schedule Name
3. Set Users Affected to Me
4. Click Add Blocked Time
5. Set Dates to Date Range and enter the start and end dates of the leave
6. Set Times to Always
7. Enable all days of the week
8. Click Save on the entry, then Save on the record

Example: Weekly team meeting

All users are unavailable every Monday morning from 9am to 10am.

1. Click Add Schedule Record
2. Enter Monday Morning Meeting as the Schedule Name
3. Set Users Affected to All Users
4. Click Add Blocked Time
5. Set Dates to Always
6. Set Times to Time Range and enter 09:00 to 10:00
7. Enable Monday only in the days of the week section
8. Click Save on the entry, then Save on the record

Example: Leave with a working day exception

A user is on leave for a week but is available on Wednesday afternoon.

1. Click Add Schedule Record
2. Enter Leave with Wednesday exception as the Schedule Name
3. Set Users Affected to Me
4. Click Add Blocked Time, set a date range for the full week, set Times to Always, enable all days — click Save
5. Click Add Free Time, set the same date range, set Times to Time Range for the available Wednesday hours, enable Wednesday only — click Save
6. Click Save on the record