How does pooled availability work?

As the terms suggests, pooled availability works by combining the availability from multiple Booking pages into one booking calendar. It is important to understand that we are combining the availability and not the busy time. Some vendors claim to support pooled availability but they actually support pooling of busy time only.

What is the difference? Lets say that your staff members work in shifts. Some members work on specific days only while others may work during specific hours only, or any combination of both. With ScheduleOnce, the specific availability of each member is combined. In pooling of busy time, each member would be seen as working during the complete set of business working hours. 

Pooled availability in ScheduleOnce enables the following advanced capabilities:

  • Each team member can set their specific availability and not have to worry about blocking time in their calendar
  • Each team member can set their availability in a different time zone, based on their specific location, allowing easy pooling of availability for virtual teams
  • Each team member can manage their own calendar settings and use any calendars to block availability. This is not possible when pooling busy times

Pooled availability goes hand-in-hand with multi-user scheduling and allows each user to manage their own availability, time zone and calendar settings. However, there are other common booking settings that must be set, like the meeting duration. These settings need be be centrally managed, as it does not make sense to have a different meeting duration for each Booking page.

So how is this done? - with Event types. All Booking pages that participate in pooled availability need to be associated with at least one Event type that defines the necessary common settings. If you need to use Event types anyway, there is nothing special that you need to do. If you were not planning to use Event types, you still need to create one Event type that will provide the common settings. Since only one Event type is being used, it will be automatically selected on the Customer side and will be completely transparent to the Customer. See an example of pooled availability with one Event type that is used for common settings: booknow.so/AutomaticAssignment

The pooled availability logic is in the Master page that groups the selected Booking pages. When you create a new Master page, you will be able to select the pooled availability scenario that best fits your needs.

In multi-user plans, the pooled availability calendar week start date and the date and time format will be taken from the Master page's account and not from the individual Booking pages if they belong to other user accounts.

Note: Pooled availability does not work in Booking with approval, so you will need to select Automatic booking in Event types used with pooled availability.

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