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Configuring Your Availability Schedule

Configuring Your Availability Schedule

Set up your weekly schedule and availability blocks so clients can book appointments at the right times.


Overview

Your availability schedule controls when clients can book appointments with you through Apprentice. You can set recurring weekly hours, block out time for personal events, and integrate with Google Calendar for automatic syncing. A well-configured schedule prevents double-bookings and ensures clients only book during your actual working hours.

Step-by-Step Guide

Step 1: Access Your Schedule Settings

  1. Log in to your Apprentice artist dashboard
  2. Navigate to Settings → Availability
  3. You'll see your weekly schedule grid showing Monday through Sunday


Step 2: Set Your Weekly Working Hours

  1. For each day of the week, click Add Hours
  2. Set your Start Time (e.g., 10:00 AM)
  3. Set your End Time (e.g., 6:00 PM)
  4. If you work split shifts, click Add Another Block for the same day
  5. For days off, leave the day with no time blocks


Example schedule:

  • Monday: 10:00 AM - 6:00 PM
  • Tuesday: 10:00 AM - 6:00 PM
  • Wednesday: Off
  • Thursday: 10:00 AM - 6:00 PM, 7:00 PM - 9:00 PM (split shift)
  • Friday-Saturday: 12:00 PM - 8:00 PM
  • Sunday: Off


Step 3: Configure Appointment Duration Settings

  1. Set your Default Appointment Duration (e.g., 2 hours for medium tattoos)
  2. Set Buffer Time Between Appointments (e.g., 15 minutes for cleanup and prep)
  3. Set Booking Lead Time (e.g., 48 hours minimum notice for bookings)
  4. These settings ensure adequate time for each session


Step 4: Add Time Blocks for Specific Dates

To block out specific dates or add special availability:


  1. Switch to the Calendar View tab
  2. Click on any date in the future
  3. Choose Add Available Block or Mark as Unavailable
  4. Set the start and end times
  5. Add a note (optional, e.g., "At convention" or "Guest spot in NYC")
  6. Click Save Block


Step 5: Set Up Recurring Availability Patterns

  1. In the Recurring Patterns section, click Add Pattern
  2. Choose pattern type:
    • Weekly: Repeats every week (most common)
    • Bi-Weekly: Every two weeks
    • Monthly: Same days each month
  1. Set start and end dates for the pattern
  2. Click Create Pattern


Step 6: Connect Google Calendar (Optional)

To sync your Apprentice bookings with Google Calendar:


  1. In Availability settings, click Connect Google Calendar
  2. Authorize Apprentice to access your calendar
  3. Choose which Google Calendar to sync with
  4. Select sync preferences:
    • Two-way sync: Apprentice blocks time when Google events exist
    • One-way sync: Apprentice appointments appear in Google Calendar only
  1. Click Save Integration


Now your calendars stay synchronized automatically.



Step 7: Configure Booking Limits

  1. Set Max Appointments Per Day (e.g., 4 appointments)
  2. Set Max Consecutive Days Working (e.g., 5 days, then require a day off)
  3. Set Advance Booking Window (how far in advance clients can book, e.g., 90 days)
  4. These limits prevent over-booking and burnout


Step 8: Review and Publish

  1. Preview your availability in the calendar view
  2. Check that time blocks are correct
  3. Verify Google Calendar integration is working
  4. Click Save Availability


Your schedule is now live and clients can book within your available times.


Tips

  • Buffer time is essential: Add 15-30 minutes between appointments for prep, cleanup, and breaks
  • Use Google Calendar sync: Two-way sync prevents double-bookings across platforms
  • Block personal time: Mark personal events as unavailable to prevent booking conflicts
  • Update regularly: Review your schedule weekly and adjust for upcoming events
  • Seasonal adjustments: Create recurring patterns for summer hours vs. winter hours
  • Emergency blocks: You can add last-minute unavailable blocks for sick days or emergencies

Common Issues

  • Issue: Clients are booking when I'm not working → Solution: Check that your weekly hours are set correctly. Ensure there are no gaps in your unavailable time blocks.


  • Issue: Google Calendar sync isn't working → Solution: Disconnect and reconnect Google Calendar in settings. Make sure you granted all required permissions during authorization.


  • Issue: I have no available slots showing → Solution: Verify your weekly hours are set and published. Check that your advance booking window isn't too restrictive. Ensure you have buffer time that isn't blocking all slots.


  • Issue: I can't block out a specific date → Solution: Make sure you're viewing future dates (you can't block past dates). Try using the calendar view instead of the weekly grid.


  • Issue: Appointments are too close together → Solution: Increase your buffer time between appointments in availability settings. This adds automatic spacing between bookings.


Updated on: 16/01/2026

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