How to Block Unavailable Dates and Times in your Calendar

Written on Friday 19th November 2021

When your regular timetable and services are disrupted, you can update things in MagnaPass quickly.

Here's our advice on setting up 'Unavailability' in your calendar to make sure you're prepared to make changes if you need.

 

Blocking out sessions in your regular schedule.

To deal with irregular and ad hoc changes to your usual timetable by blocking out dates you're not running sessions,  you can create 'Unavailability' time slots in your calendar.

This option is always accessible and helpful in your day-to-day management through MagnaPass, but it's especially helpful at this time of year. The last thing you want is for clients to book classes which are no longer taking place, then having to deal with the admin! 

Below, we've provided details and step-by-step instructions on how to do this so your schedule is up-to-date and ready in advance.

 

Getting started.

Overview

Unavailability is something you can add to your schedule in order to block out any services which usually take place in that period. It can be on a specific day (e.g. 25th December, Christmas Day) or recurring between certain dates to cover multiple weeks (e.g. Every Monday 4pm-6pm in January).

Once created, the unavailability will hide the relevant services from public view. This means clients will not be able to view or book those dates or services if the unavailability is in place.

Your sessions will still display on the calendar within your account dashboard, but will not be visible on the public side. If there are clients already booked into sessions that are no longer taking place, you can cancel their bookings and/or offer refunds (refunds can be automated within the system, read our article about setting your refund policy for more information).

 

Accessing your calendar and unavailability

You'll need to be logged into your MagnaPass account dashboard to create the unavailability. Then follow these steps:

  1. Go to the 'Calendar' section.
  2. Select the third tab labelled 'When I'm unavailable' (to the right of 'Overview' and 'When I'm available' tabs).
  3. Click the green 'Create a new unavailability slot' button to begin setting up your first time slot(s).

You can create as many unavailability time slots as you need and you can edit or delete them anytime. The unavailability can be setup in two different ways depending on the changes you need to make. It's nice and flexible to deal with any change in your timetable, no matter how inconvenient.

Now you're ready to get into the finer details which are explained below.

 

Creating the unavailability time slots.

Choose what type of unavailability you're creating 

The first part of setting up the unavailability slot is to decide if you're setting it for a specific date (i.e. one day) or multiple/recurring days (i.e. more than one day). 

The following fields help you choose this:

  • On a specific date.

OR

  • On a recurring day between set dates:
    • Tick boxes to select the day of the week (Mon-Sun).
    • Start date to end date.

 

Once the above is selected, the start and finish times just need to be set. This consists of the following fields:

  • Start hour (e.g. 09) and start minute (e.g. 30) - which would be 9:30am.
  • Finish hour (e.g. 16) and finish minute (e.g. 00) - which would be 4:00pm.

 

Complete the creation of the unavailability time slot by clicking the green 'Save' button at the bottom of the page.

 

Examples.

Example 1: Setting up unavailability on a specific date.

For example: You want to block out all sessions that take place 10:15am-2:45pm on Tuesday 21st December 2021. 

The fields would be filled out accordingly:

  • Specific date field: Set the date to 21/12/2021.
  • Day of the week: Leave blank, don't tick any days.
  • Start date: Leave blank, don't enter a date.
  • End date: Leave blank, don't enter a date.
  • Start hour: 10
  • Start minute: 15
  • Finish hour: 14
  • Finish minute: 45

 

Example 2: Setting up recurring unavailability on multiple days of the week.

For example: You want to block out all sessions that take place 8:00am-1:30pm on Mondays and Wednesdays between 13th December 2021 to 29th December 2021. 

The fields would be filled out accordingly:

  • Specific date field: Leave blank, don't enter a date.
  • Day of the week: Tick the relevant days, i.e. Monday and Wednesday.
  • Start date: Set the date to 13/12/2021.
  • End date: Set the date to 29/12/2021.
  • Start hour: 08
  • Start minute: 00
  • Finish hour: 13
  • Finish minute: 30

 

Need any assistance?

Our team are always available to help you make any changes to your account, services and schedule. 

Please free free to reach out to us by email if you'd like a hand updating things in preparation for the festive period.

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