Managing Team Member Schedules and Availability in Arketa
Effectively managing team member schedules and availability in Arketa involves understanding how to use availability settings, overrides, and troubleshooting tools. This guide provides an overview of key features and step-by-step instructions to help you optimize scheduling.
Overview of Appointment Scheduling
Arketa allows you to manage team member availability and appointments with flexibility. Key features include:
General Availability Settings: Define recurring availability for team members.
Availability Overrides: Adjust availability for specific dates or time windows.
Location-Specific Visibility: Ensure availability is correctly displayed for virtual or in-person locations.
Managing Team Member Availability
To adjust a team member’s general availability:
Open the team member’s profile in the admin dashboard.
Navigate to their availability settings.
Update their available days and times as needed.
Save the changes to apply the updated schedule.
Using Availability Overrides
Availability overrides allow you to refine or block availability for specific dates without altering general availability. Follow these steps:
Go to the team member’s profile and select the Availability section.
Click Add Override on the right side.
Choose the specific date and set the desired time window (e.g., 10:00 AM–3:00 PM).
Save the override. This will replace the normal availability for that date.
Important Notes:
Overrides cannot create availability where none exists. Ensure the day is included in the general availability before applying an override.
Overrides take precedence over recurring availability.
Adjusting Appointments and Schedules
To reassign an appointment to a different team member:
Navigate to Full Schedule > List View.
Open the appointment and select the assigned team member.
Update the assignment and save the changes.
Alternatively, in the Appointment view (including mobile):
Tap the three-dot menu for the appointment.
Select Edit and update the assigned team member.
Troubleshooting Common Issues
Virtual vs. In-Person Availability
If a team member’s availability only shows for virtual locations:
Check the location picker at the top-left of the dashboard.
Select the in-person location to view or edit in-person availability.
Conclusion
By leveraging general availability settings, overrides, and troubleshooting tools, you can manage team member schedules with precision and flexibility in Arketa. For more advanced scheduling needs, refer to the specific steps outlined above.