Are your appointment time(s) not displaying as you'd like them to? We're here to help! Below is a quick checklist of ways to troubleshoot your calendar.
Arketa uses a layered availability model to manage and display schedules for locations, services, and team members. Understanding this model can help you troubleshoot visibility issues effectively. The layered availability model consists of three key components: Location-Level Availability, Team Member Availability, and Service-Specific Availability. Each layer must align to ensure accurate scheduling. For example, location hours must be configured correctly, team member availability should match these hours, and services must be set up to operate within these parameters.
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Scheduling Conflicts: Customers might be attempting to book appointments during times that have been marked as unavailable. The most common reasons for this are
Pre-existing appointments
Booked classes
Blocked time slots
Unavailable business hours
Misaligned booking increments: If booking increments (e.g., 15 minutes) do not align with session lengths, certain time slots may not appear.
Double-applied buffer times: Using buffer times in both service settings and availability windows can block slots. Ensure the total duration (session + buffer) fits within the availability window.
Room or Resource Unavailability: If a specific room or resource required for a class or appointment is already booked or unavailable, it will not be shown as available for new bookings during that time. For private 1:1 bookings, ensure that time blocks are assigned to the correct room. Unassigned blocks will prevent bookings tied to specific rooms.
Instructor Availability: If the fitness instructor or trainer needed for a particular session is not available at the selected time, the availability for that session will not be displayed to customers. Update the instructor’s profile to include the specific service and location. Ensure the service is public and matches the location to make the instructor available for bookings.
Service Availability: While the room is available, you have not set up the service that you are trying to book to be offered in that specific room. Client-facing availability is determined by service-specific hours. Even if a staff member is available, slots won’t appear if the service isn’t offered at that time. Ensure service hours align with team and location availability.
Time Zone Issues: Scheduling was set up in the wrong timezone setting.
Booking Windows: If you have set up limited booking window, customers may not see availability beyond a certain time frame. Adjust session length, buffer, or availability window to ensure all slots fit within the schedule. After making changes, refresh the app to update availability.
Special Events or Holidays: Availability may be modified or restricted during special events, holidays, or facility maintenance periods.
Customer Membership or Access: Some availability might be reserved for specific membership levels or restricted to certain groups of customers.
Calendar Visibility for Private Sessions: Private session availability does not display on the public class calendar. Use the private session booking link or widget for these appointments.
Future Calendar Appears Blank: Schedule recurring classes or appointments to populate the calendar.