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Schedules - Centralized Availability Management

Schedules provide a centralized, reusable way to manage calendar availability for every user in GHL Customer Care. By setting hours once and applying them…

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On this page
  1. Key Benefits of Schedules
  2. Accessing Schedules
  3. Select User
  4. Create New Schedule
  5. Edit Schedule
  6. Edit Schedule - Calendar Link
  7. Custom Schedules (Calendar-Specific Availability)
  8. Transition for Existing Calendars (Custom Schedules)
  9. Frequently Asked Questions
  10. Related Articles

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Schedules provide a centralized, reusable way to manage calendar availability for every user in GHL Customer Care. By setting hours once and applying them anywhere, you save time, reduce errors, and keep your booking experience consistent.

TABLE OF CONTENTS

What are Schedules?

Schedules are shared availability templates that combine weekly working hours, date-specific overrides, and staff-level time-zone settings into a single, reusable object. Instead of editing each calendar individually, you attach a schedule to any calendar that should follow those hours, enabling truly centralized availability management.

This feature is currently available via Labs. Go to Agency Settings > Labs > Sub-Account and enable Calendars - Schedules.

NOTE: Schedules and Custom Schedules are different. A Schedule is centrally managed. A Custom Schedule is a set of edits to a Schedule in one Calendar and it is managed only in that Calendar.

Key Benefits of Schedules

  • Manage every user’s hours from one place—no more calendar-by-calendar edits.
  • Re-use the same schedule across multiple calendars or services.
  • Give every new user a built-in default schedule for immediate booking readiness.
  • Maintain flexibility: create one-off custom schedules when an individual calendar needs special hours.
  • Automatic migration of legacy availability means zero downtime or re-work.
Each User can have multiple Schedules.
Each Calendar can have one Schedule per User at a time.

Accessing Schedules

To access all Schedules, navigate to Calendars > Calendar Settings > Availability (or Settings > Calendars > Availability).

Accessing Schedules (image 1 of 9) What this shows To access all Schedules, navigate to Calendars > Calendar Settings > Availability (or Settings > Calendars > Availability). What this shows Illustrates the "Accessing Schedules" section of "Schedules - Centralized Availability Management". This screenshot appears in the "Accessing Schedules" section of "Schedules - Centralized Availability Management". The text alongside this image reads: To access all Schedules, navigate to Calendars > Calendar Settings > Availability (or Settings > Calendars > Availability). The navigation path used here is Calendars > Calendar Settings > Availability. Immediately after, the guide continues: An individual user can mange their own Schedule by navigating to Settings > My Profile > scroll down to Schedules. Path: Calendars > Calendar Settings > AvailabilityImage 1 of 9 What this coversTo access all Schedules, navigate to Calendars > Calendar Settings > Availability (or Settings > Calendars > Availability).
Buttons and menus referenced all Schedulesindividualany individual's schedule
Next stepAn individual user can mange their own Schedule by navigating to Settings > My Profile > scroll down to Schedules.

An individual user can mange their own Schedule by navigating to Settings > My Profile > scroll down to Schedules.

Accessing Schedules (image 2 of 9) What this shows An individual user can mange their own Schedule by navigating to Settings > My Profile > scroll down to Schedules. What this shows Illustrates the "Accessing Schedules" section of "Schedules - Centralized Availability Management". This screenshot appears in the "Accessing Schedules" section of "Schedules - Centralized Availability Management". The text alongside this image reads: An individual user can mange their own Schedule by navigating to Settings > My Profile > scroll down to Schedules. The navigation path used here is Settings > My Profile. Immediately after, the guide continues: An admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user > User Availability. Path: Settings > My ProfileImage 2 of 9 What this coversAn individual user can mange their own Schedule by navigating to Settings > My Profile > scroll down to Schedules.
Buttons and menus referenced all Schedulesindividualany individual's schedule
Next stepAn admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user > User Availability.

An admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user > User Availability.

Accessing Schedules (image 3 of 9) What this shows An admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user >… What this shows Illustrates the "Accessing Schedules" section of "Schedules - Centralized Availability Management". This screenshot appears in the "Accessing Schedules" section of "Schedules - Centralized Availability Management". The text alongside this image reads: An admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user > User Availability. The navigation path used here is Settings > My Staff. Immediately after, the guide continues: Select the staff member whose availability you want to manage through the user dropdown. Path: Settings > My StaffImage 3 of 9 What to clickAn admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user > User Availability.
Buttons and menus referenced all Schedulesindividualany individual's schedule
Next stepSelect the staff member whose availability you want to manage through the user dropdown.
Accessing Schedules (image 4 of 9) What this shows An admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user >… What this shows Illustrates the "Accessing Schedules" section of "Schedules - Centralized Availability Management". This screenshot appears in the "Accessing Schedules" section of "Schedules - Centralized Availability Management". The text alongside this image reads: An admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user > User Availability. The navigation path used here is Settings > My Staff. Immediately after, the guide continues: Select the staff member whose availability you want to manage through the user dropdown. Path: Settings > My StaffImage 4 of 9 What to clickAn admin can manage any individual's schedule by navigating to Settings > My Staff > click the edit pencil icon next to a specific user > User Availability.
Buttons and menus referenced all Schedulesindividualany individual's schedule
Next stepSelect the staff member whose availability you want to manage through the user dropdown.

Select User

Select the staff member whose availability you want to manage through the user dropdown.

Select User (image 5 of 9) What this shows Select the staff member whose availability you want to manage through the user dropdown. What this shows Illustrates the "Select User" section of "Schedules - Centralized Availability Management". This screenshot appears in the "Select User" section of "Schedules - Centralized Availability Management". The text alongside this image reads: Select the staff member whose availability you want to manage through the user dropdown. Immediately after, the guide continues: Click Create Schedule > Enter its Name > Click on Create Configuring a schedule: Use the Active On dropdown to select which calendars this schedule should apply to for the chosen staff member. Save the schedule. Image 5 of 9 What to chooseSelect the staff member whose availability you want to manage through the user dropdown. Next stepClick Create Schedule > Enter its Name > Click on Create Configuring a schedule: Use the Active On dropdown to select which calendars this schedule should apply to for the chosen staff member. Save the schedule.

Create New Schedule

  1. Click Create Schedule > Enter its Name > Click on Create
    Step 1 of 4: Click Create Schedule > Enter its Name > Click on Create What this shows Step 1 of 4: Click Create Schedule > Enter its Name > Click on Create What this shows Shows what to fill in for step 1 of 4 in the "Create New Schedule" section of "Schedules - Centralized Availability Management". This screenshot accompanies step 1 of 4 in the "Create New Schedule" section of "Schedules - Centralized Availability Management". At this point in the walkthrough you click Create Schedule > Enter its Name > Click on Create. The navigation path used here is Click Create Schedule > Enter. This part of the guide covers 1 field, listed below. The next step is to configuring a schedule. Step 1 of 4Path: Click Create Schedule > EnterImage 6 of 9 What to fill inClick Create Schedule > Enter its Name > Click on Create
    Fields in this part of the guide Configuring a schedule:
    Buttons and menus referenced Create Schedule >Name>CreateWeekly working hoursTime ZoneDate-Specific OverridesActive OnSave
    Next stepConfiguring a schedule:
    All 4 steps in this procedure
    1. Click Create Schedule > Enter its Name > Click on Create this image
    2. Configuring a schedule:
    3. Use the Active On dropdown to select which calendars this schedule should apply to for the chosen staff member.
    4. Save the schedule.
  2. Configuring a schedule:
    • Weekly working hours — Set working days and hours to determine when availability appears on the calendars
    • Time Zone — Set the timezone in which the schedule’s availability is stored and evaluated
    • Date-Specific Overrides — Override weekly working hours by marking availability/unavailability for specific dates
  3. Use the Active On dropdown to select which calendars this schedule should apply to for the chosen staff member.
  4. Save the schedule.
You can create multiple Schedules (ex: Consultations, Demos, On-Site, etc) and assign them to different Calendars.

Edit Schedule

From the Schedules list, you can manage your existing schedules with the following actions:

  • Set as Default: (Pushpin) A default schedule is automatically applied whenever a staff member is added to a new calendar. This ensures the staff member has availability configured right away, without requiring manual assignment. You can set any schedule as default by clicking on the "Set as Default" icon.

    Step 1 of 4: Set as Default: (Pushpin) A default schedule is automatically applied… What this shows Step 1 of 4: Set as Default: (Pushpin) A default schedule is automatically applied whenever a staff member is added to a new calendar. What this shows Shows what this covers for step 1 of 4 in the "Edit Schedule" section of "Schedules - Centralized Availability Management". This screenshot accompanies step 1 of 4 in the "Edit Schedule" section of "Schedules - Centralized Availability Management". At this point in the walkthrough you set as Default: (Pushpin) A default schedule is automatically applied whenever a staff member is added to a new calendar. This ensures the staff member has availability configured right away, without requiring manual assignment. You can set any schedule as default by clicking on the "Set as Default" icon. The next step is to rename: (Pencil) Update the name of a schedule for clarity. Step 1 of 4Image 7 of 9 What this coversSet as Default: (Pushpin) A default schedule is automatically applied whenever a staff member is added to a new calendar. This ensures the staff member has availability configured right away, without requiring manual assignment. You can set any schedule as default by clicking on the "Set as Default" icon. Next stepRename: (Pencil) Update the name of a schedule for clarity.
    All 4 steps in this procedure
    1. Set as Default: (Pushpin) A default schedule is automatically applied whenever a staff member is added to a new calendar. This ensures the staff member has availability configured right away, without requiring manual assignment. You can set any schedule as default by clicking on the "Set as Default" icon. this image
    2. Rename: (Pencil) Update the name of a schedule for clarity.
    3. Duplicate: (Papers) Copy an existing schedule to quickly create a variation without starting from scratch.
    4. Delete: (Trashcan) Remove a schedule (only available if it is not currently active on any calendars).

  • Rename: (Pencil) Update the name of a schedule for clarity.

  • Duplicate: (Papers) Copy an existing schedule to quickly create a variation without starting from scratch.

  • Delete: (Trashcan) Remove a schedule (only available if it is not currently active on any calendars).

You can also manage the schedule for a specific calendar by navigating to Calendars > Calendar Settings > Edit Calendar (in Calendars List) > Availability tab.

  • Switch Calendar to use a different Schedule.
  • Create and use a Custom Schedule for that Calendar.
Any updates made to a Schedule apply to all Calendars linked to it (even if the edit was initiated from a specific Calendar).
Edit Schedule - Calendar Link (image 8 of 9) What this shows Any updates made to a Schedule apply to all Calendars linked to it (even if the edit was initiated from a specific Calendar). What this shows Illustrates the "Edit Schedule - Calendar Link" section of "Schedules - Centralized Availability Management". This screenshot appears in the "Edit Schedule - Calendar Link" section of "Schedules - Centralized Availability Management". The text alongside this image reads: Any updates made to a Schedule apply to all Calendars linked to it (even if the edit was initiated from a specific Calendar). Immediately after, the guide continues: Custom schedules: A Custom Schedule can be created directly in a calendar’s Availability tab. To create a Custom Schedule, under the Availability tab > S elect the staff member > Edit > Customize schedule for this calendar only. Image 8 of 9 What this coversAny updates made to a Schedule apply to all Calendars linked to it (even if the edit was initiated from a specific Calendar). Next stepCustom schedules: A Custom Schedule can be created directly in a calendar’s Availability tab. To create a Custom Schedule, under the Availability tab > S elect the staff member > Edit > Customize schedule for this calendar only
All 2 steps in this procedure
  1. Switch Calendar to use a different Schedule.
  2. Create and use a Custom Schedule for that Calendar.

Custom Schedules (Calendar-Specific Availability)

  • Custom schedules:

    • Apply only to that calendar.

    • Include their own weekly hours, time zone, and date-specific overrides.

  • A Custom Schedule can be created directly in a calendar’s Availability tab.

  • To create a Custom Schedule, under the Availability tab > Select the staff member  > Edit > Customize schedule for this calendar only

Custom Schedules (Calendar-Specific Availability) (image 9 of 9) What this shows Custom schedules: A Custom Schedule can be created directly in a calendar’s Availability tab. What this shows Illustrates the "Custom Schedules (Calendar-Specific Availability)" section of "Schedules - Centralized Availability Management". This screenshot appears in the "Custom Schedules (Calendar-Specific Availability)" section of "Schedules - Centralized Availability Management". The text alongside this image reads: Custom schedules: A Custom Schedule can be created directly in a calendar’s Availability tab. To create a Custom Schedule, under the Availability tab > S elect the staff member > Edit > Customize schedule for this calendar only. The navigation path used here is Edit > Customize. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Custom Schedules don't appear in the Schedules list. They are only managed from within the Calendar that created them. Path: Edit > CustomizeImage 9 of 9 What this coversCustom schedules: A Custom Schedule can be created directly in a calendar’s Availability tab. To create a Custom Schedule, under the Availability tab > S elect the staff member > Edit > Customize schedule for this calendar only
Fields in this part of the guide Custom schedules:
Buttons and menus referenced Custom ScheduleSelect the staff memberEdit
Next stepCustom Schedules don't appear in the Schedules list. They are only managed from within the Calendar that created them.
All 3 steps in this procedure
  1. Custom schedules:
  2. A Custom Schedule can be created directly in a calendar’s Availability tab.
  3. To create a Custom Schedule, under the Availability tab > S elect the staff member > Edit > Customize schedule for this calendar only
 
Custom Schedules don't appear in the Schedules list. They are only managed from within the Calendar that created them.

Transition for Existing Calendars (Custom Schedules)

To ensure a smooth transition, a Custom Schedule will be created for each of your existing calendars as per your configured availabilities.

  • These appear only in that calendar’s Availability tab.

  • You can edit them or replace them with reusable schedules at any time.

Frequently Asked Questions

Q: What happens to my old availability settings?

A: GHL Customer Care automatically migrated them into custom schedules, so nothing breaks.

Q: Can I attach the same schedule to Round-Robin calendars?

A: Yes—simply select the schedule for each user inside the Round-Robin group.

Q: Do date-specific overrides affect all calendars using the schedule?

A: Yes. If you need an exception for only one calendar, create a custom schedule inside that calendar.

Q: How many schedules can I create?

A: There’s no hard limit; create as many as your workflow requires.

Q: Can I prevent double-booking if a user appears on multiple calendars?

A: Because each calendar references the same schedule, occupied times are automatically removed from availability, avoiding overlaps.

Q: Will updating a schedule cancel existing appointments?

A: No. Existing events remain; only future open time slots update.

Q: How does the staff-level time zone interact with a calendar’s time zone?

A: The schedule respects the staff time zone; the booking widget converts slots to the visitor’s browser zone automatically.

Q: Can I import schedules via API?

A: Not yet. Today, schedules are managed in-app; API endpoints will be announced in a future release.

• Understanding Calendar Availability Settings

• Calendar Availability – Weekly Working Hours & Date-Specific Hours

• Round Robin Calendars: The Setup Guide

• Configuring Staff in Services

• Why Appointment Time Slots Are Missing on Your Calendar

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