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Calendar Availability - Weekly Working Hours & Date-Specific Hours

Set Weekly Working Hours and Date‑Specific Hours in a GHL Customer Care calendar. Copy hours fast, manage time zones, and prevent missing booking slots

4 min read931 words6 explained imagesUpdated Tue, 26 May at 5:18 AM
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On this page
  1. Weekly Working Hours (formerly Standard Availability)
  2. How to Set Weekly Working Hours
  3. Date-Specific Hours (formerly Custom Availability)
  4. How to Set Date-Specific Hours
  5. How Date Grouping works
  6. Frequently Asked Questions
  7. Related Articles

Set your booking hours with confidence in GHL Customer Care calendars! This article shows how to use Weekly Working Hours for your baseline schedule and Date‑Specific Hours for one‑off changes like holidays or special events.

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TABLE OF CONTENTS

What is Calendar Availability (Weekly Working Hours & Date‑Specific Hours)?

Calendar availability defines when a calendar can accept bookings. Weekly Working Hours create a repeating weekly pattern, while Date‑Specific Hours override that pattern for individual dates (e.g., holidays, special events). Together, these settings control which time slots are available on your calendar's booking page.

Understanding the distinction between these two can help you effectively manage your calendar and ensure that it aligns with your real-time availability.

Important: Date-Specific Hours will always take precedence over the Weekly Working Hours. In other words, if you have set specific hours for a particular date, those hours will override the default weekly working hours for that day.

Weekly Working Hours (formerly Standard Availability)

Weekly working hours represent your regular availability on a recurring basis. This is useful for setting up your default schedule that repeats week after week.

For instance, if you're consistently available every Monday, Tuesday, and Thursday from 8 AM to 10 PM, you can configure these hours as your weekly working hours. The system will then automatically apply this schedule to those days and times every week.

Need to update availability for multiple team members at once? Use Bulk edit in the calendar Availability tab. 
see: How to Bulk Edit Calendar Availability for Multiple Team Member

How to Set Weekly Working Hours

  1. Go to Calendars → Calendar Settings andclick Edit Calendar.
    Step 1 of 5: Go to Calendars → Calendar Settings andclick Edit Calendar What this shows Step 1 of 5: Go to Calendars → Calendar Settings andclick Edit Calendar. What this shows Shows where to go for step 1 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". This screenshot accompanies step 1 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". At this point in the walkthrough you go to Calendars → Calendar Settings andclick Edit Calendar. The next step is to select Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel. Step 1 of 5Image 1 of 6 Where to goGo to Calendars → Calendar Settings andclick Edit Calendar.
    Buttons and menus referenced Calendars → Calendar SettingsEdit CalendarAvailabilityBooking AvailabilityWeekly Working HoursEditCopyblue Save
    Next stepSelect Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel.
    All 5 steps in this procedure
    1. Go to Calendars → Calendar Settings andclick Edit Calendar. this image
    2. Select Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel.
    3. In Weekly Working Hours, click Edit and set availability hours for each day.
    4. (Optional) Click Copy to copy settings to additional days.
    5. Click the blue Save button to apply your changes.
  2. Select Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel.
    Step 2 of 5: Select Availability in the left menu. Under Booking Availability… What this shows Step 2 of 5: Select Availability in the left menu. What this shows Shows what to choose for step 2 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". This screenshot accompanies step 2 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". At this point in the walkthrough you select Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel. The next step is to in Weekly Working Hours, click Edit and set availability hours for each day. Step 2 of 5Image 2 of 6 What to chooseSelect Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel.
    Buttons and menus referenced AvailabilityBooking AvailabilityCalendars → Calendar SettingsEdit CalendarWeekly Working HoursEditCopyblue Save
    Next stepIn Weekly Working Hours, click Edit and set availability hours for each day.
    All 5 steps in this procedure
    1. Go to Calendars → Calendar Settings andclick Edit Calendar.
    2. Select Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel. this image
    3. In Weekly Working Hours, click Edit and set availability hours for each day.
    4. (Optional) Click Copy to copy settings to additional days.
    5. Click the blue Save button to apply your changes.
  3. In Weekly Working Hours, click Edit and set availability hours for each day.
    Step 3 of 5: In Weekly Working Hours, click Edit and set availability hours for… What this shows Step 3 of 5: In Weekly Working Hours, click Edit and set availability hours for each day. What this shows Shows what to click for step 3 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". This screenshot accompanies step 3 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". At this point in the walkthrough you in Weekly Working Hours, click Edit and set availability hours for each day. The next step is to (Optional) Click Copy to copy settings to additional days. Step 3 of 5Image 3 of 6 What to clickIn Weekly Working Hours, click Edit and set availability hours for each day.
    Buttons and menus referenced Weekly Working HoursEditCalendars → Calendar SettingsEdit CalendarAvailabilityBooking AvailabilityCopyblue Save
    Next step(Optional) Click Copy to copy settings to additional days.
    All 5 steps in this procedure
    1. Go to Calendars → Calendar Settings andclick Edit Calendar.
    2. Select Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel.
    3. In Weekly Working Hours, click Edit and set availability hours for each day. this image
    4. (Optional) Click Copy to copy settings to additional days.
    5. Click the blue Save button to apply your changes.
  4. (Optional) Click Copy to copy settings to additional days.
    Step 4 of 5: (Optional) Click Copy to copy settings to additional days What this shows Step 4 of 5: (Optional) Click Copy to copy settings to additional days. What this shows Shows what to copy for step 4 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". This screenshot accompanies step 4 of 5 in the "How to Set Weekly Working Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". At this point in the walkthrough you (Optional) Click Copy to copy settings to additional days. The next step is to click the blue Save button to apply your changes. Step 4 of 5Image 4 of 6 What to copy(Optional) Click Copy to copy settings to additional days.
    Buttons and menus referenced CopyCalendars → Calendar SettingsEdit CalendarAvailabilityBooking AvailabilityWeekly Working HoursEditblue Save
    Next stepClick the blue Save button to apply your changes.
    All 5 steps in this procedure
    1. Go to Calendars → Calendar Settings andclick Edit Calendar.
    2. Select Availability in the left menu. Under Booking Availability, click on the user's name to open the side panel.
    3. In Weekly Working Hours, click Edit and set availability hours for each day.
    4. (Optional) Click Copy to copy settings to additional days. this image
    5. Click the blue Save button to apply your changes.
  5. Click the blue Save button to apply your changes.

Date-Specific Hours (formerly Custom Availability)

Date specific hours allow you to customize your availability or unavailability for specific dates. You can add specific dates and define hours applicable only to those dates.

This feature is particularly helpful for handling exceptional circumstances, holidays, or personal commitments. Here are a few examples to illustrate its usage:

  • Holidays: You can mark upcoming holidays such as Easter, Christmas, or bank holidays as unavailable. During these specific dates, your calendar will reflect that you are not available, ensuring accurate scheduling.
  • Personal Commitments: In cases where you have prior personal commitments that deviate from your regular schedule, you can easily adjust your availability for those specific dates. For instance, if you have a doctor's appointment on 10th February, 2024 from 12 PM to 3 PM, you can mark yourself as unavailable during that time without the need to create a blocked slot.
  • Extended Availability: For special occasions like a holiday weekend where you want to extend your working hours for a limited duration, you can use date specific hours to modify your availability only for those specific days.

Date-Specific Hours override Weekly Working Hours for that date. This means the weekly hours will not apply at all on any date where Date-Specific Hours exist.

Example (extending a day): If your Weekly Working Hours are 9:00 AM–5:00 PM, but on Tuesday (Mar 10) you want to accept bookings 9:00 AM–8:00 PM, you must set Date-Specific Hours for 9:00 AM–8:00 PM on that date.
If you set only date-specific hours for 5:00 PM–8:00 PM, the system will treat Tuesday as available only from 5–8, and 9–5 will appear unavailable.

How to Set Date-Specific Hours

  1. Navigate to your calendar availability settings: Settings → Calendars → [Select a Calendar] → Availability

  2. In the Date-Specific Hours section, click + Add Date-Specific Hours.
    Step 2 of 5: In the Date- Specific Hours section, click + Add Date- Specific Hours What this shows Step 2 of 5: In the Date- Specific Hours section, click + Add Date- Specific Hours. What this shows Shows what to click for step 2 of 5 in the "How to Set Date-Specific Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". This screenshot accompanies step 2 of 5 in the "How to Set Date-Specific Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". At this point in the walkthrough you in the Date- Specific Hours section, click + Add Date- Specific Hours. The next step is to in the date picker, select one or more dates you want to override. Step 2 of 5Image 5 of 6 What to clickIn the Date- Specific Hours section, click + Add Date- Specific Hours. Next stepIn the date picker, select one or more dates you want to override.
    All 5 steps in this procedure
    1. Navigate to your calendar availability settings: Settings → Calendars → [ Select a Calendar] → Availability
    2. In the Date- Specific Hours section, click + Add Date- Specific Hours. this image
    3. In the date picker, select one or more dates you want to override.
    4. Set the Start time and End time.
    5. Save to apply the same hours across all selected dates. Note: This feature may be available only to certain accounts while it rolls out.

  3. In the date picker, select one or more dates you want to override.

    Step 3 of 5: In the date picker, select one or more dates you want to override What this shows Step 3 of 5: In the date picker, select one or more dates you want to override. What this shows Shows what to choose for step 3 of 5 in the "How to Set Date-Specific Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". This screenshot accompanies step 3 of 5 in the "How to Set Date-Specific Hours" section of "Calendar Availability - Weekly Working Hours & Date-Specific Hours". At this point in the walkthrough you in the date picker, select one or more dates you want to override. The next step is to set the Start time and End time. Step 3 of 5Image 6 of 6 What to chooseIn the date picker, select one or more dates you want to override. Next stepSet the Start time and End time.
    All 5 steps in this procedure
    1. Navigate to your calendar availability settings: Settings → Calendars → [ Select a Calendar] → Availability
    2. In the Date- Specific Hours section, click + Add Date- Specific Hours.
    3. In the date picker, select one or more dates you want to override. this image
    4. Set the Start time and End time.
    5. Save to apply the same hours across all selected dates. Note: This feature may be available only to certain accounts while it rolls out.

  4. Set the Start time and End time.

  5. Save to apply the same hours across all selected dates.
    Note: This feature may be available only to certain accounts while it rolls out.

How Date Grouping works

When you save date-specific hours for multiple dates, GHL Customer Care groups your selections to keep the list organized:

  • Consecutive dates appear as a single grouped range.

  • Non-consecutive dates appear as separate grouped ranges.

Example: If you select Jan 2, 3, 4, 5, 8, and 9:

  • Jan 2–5 appears as one grouped entry.

  • Jan 8–9 appears as another grouped entry.

You can edit or delete each grouped entry independently later.

Frequently Asked Questions

Q: Can I set up a fortnightly (every 2 weeks) recurring availability schedule?

At this time, the calendar settings support only weekly recurring schedules. If your availability follows a fortnightly pattern, the best approach is to use date-specific hours to define custom availability for each applicable day. While this requires manual setup, it ensures that your calendar reflects your exact working pattern.

We recommend creating a scheduling reminder every two weeks to update your calendar, or using date-specific hours in bulk ahead of time for the upcoming months.

Q: Why do my Weekly Working Hours disappear when I add Date-Specific Hours?
Date-Specific Hours take precedence and replace weekly hours for that date. To “extend” a day, enter the full range you want available (e.g., 9–8), not only the additional time (e.g., 5–8).

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