Centralized Availability

Centralized Availability Management allows you to manage your availability from one dedicated place and reuse it across multiple Meeting Types.

Shared Schedules and Custom Schedules

Centralized Availability Management supports two ways of configuring availability:
Shared Schedule

• A Shared Schedule is a reusable availability template that can be assigned to one or multiple eligible Meeting Types.
• Any changes made to a Shared Schedule are automatically reflected in every Meeting Type using it.
• Use Shared Schedules when multiple Meeting Types should follow the same availability.
  

Custom Schedule

• A Custom Schedule belongs to a single Meeting Type.
• Changes made to a Custom Schedule affect only that Meeting Type and do not impact any others.
• Use Custom Availability when a Meeting Type needs its own independent schedule.

Personal and Organizational Availability

Availability templates are divided into two categories: Personal and Organizational. The category determines which Meeting Types can use the template and who can access and manage it.
Personal Availability

• Personal templates can be connected only to One-on-one and Group Meeting Types.
• A Personal template is visible and editable only by the user who created it.
• Only the creator can rename, duplicate, set as default, or delete their Personal templates.

Organizational Availability

• Organizational templates can be connected only to Team and Collective Meeting Types.
• They are visible to organization members who have permission under Organization → Settings → User roles & access to manage Team and Collective Meeting Types.
• Authorized users can manage Organizational templates created by other organization members, including editing availability, renaming, duplicating, setting as default, and deleting them.

How to Manage Availability Schedules

1. Navigate to Availability from the left-side menu.
2. The Availability page displays the schedules available to you.
3. Click Create Availability to create a new template.

4. Choose the schedule category: Personal or Organizational.
5. Configure your schedule by setting:

• Weekly availability
• Multiple time intervals per day
• Unavailable days
• Specific dates

Assigning a Shared Schedule to Meeting Types

Once you've created a Shared Schedule, you can assign it to one or multiple eligible Meeting Types.
1. Click Active on.
2. Search for the Meeting Types you want to update.
3. Select or deselect the required Meeting Types.
4. Click Apply.

Personal templates can be assigned to One-on-one and Group Meeting Types.
Organizational templates can be assigned to Team and Collective Meeting Types.
Once assigned, any changes made to a Shared Schedule will automatically apply to all linked Meeting Types.

Managing Availability from a Meeting Type

You can choose which schedule a Meeting Type uses directly from its settings.
1. Open the desired Meeting Type.
2. Navigate to Availability.
3. Choose one of the following:

• Select an eligible existing Shared Schedule.
• Use Custom Availability for this specific Meeting Type.

If you select a Shared Schedule, the Meeting Type will stay synchronized with that schedule. If you select Custom Availability, the schedule belongs only to that Meeting Type, and any changes you make will not affect other Meeting Types.

Switching Between Shared and Custom Schedules

You can switch a Meeting Type between Shared and Custom schedules.

Shared → Custom
When switching from a Shared Schedule to Custom Availability:

• The default working hours of 08:00–16:00 are applied.
• You can adjust these hours and configure other availability settings independently.
• The Meeting Type is no longer linked to the Shared Schedule.
• Future changes to the Shared Schedule will not affect this Meeting Type.
  
  

Custom → Shared
When assigning a Shared Schedule to a Meeting Type:

• The Meeting Type adopts the selected Shared Schedule's availability.
• Future changes to the Shared Schedule automatically apply to the linked Meeting Type.
• The Meeting Type no longer uses its previous independent Custom Availability.

Deleting a Shared Schedule

You can delete a Shared Schedule even if it is currently assigned to Meeting Types, provided it is not protected by the default-template rule.
When a Shared Schedule is deleted:

• Every linked Meeting Type automatically receives its own independent Custom Schedule.
• Each Custom Schedule preserves the availability configuration previously used by that Meeting Type.
• No availability information is lost.

Default Availability Templates

The first template created in each category is automatically set as the default for that category.

• Personal and Organizational templates have separate defaults.
• You can later choose a different default template for each category.
• Only one template per category can be the default at a time.
• A template currently set as default cannot be deleted. Set another template in the same category as the default first.
  

Default settings follow the permissions for the relevant template category. Only the creator can change the default for Personal templates, while authorized users can change the default for Organizational templates.

Tips

• Use Personal templates for One-on-one and Group Meeting Types.
• Use Organizational templates for Team and Collective Meeting Types.
• Use Shared Schedules when multiple eligible Meeting Types should follow the same working hours.
• Use Custom Availability when a Meeting Type requires a unique schedule.
• A Meeting Type can use only one schedule at a time.
• Updating a Shared Schedule automatically updates every linked Meeting Type.
• Updating a Custom Schedule affects only that individual Meeting Type.
• Check the template category and your permissions before creating or managing schedules.