Availability schedules

A schedule is a named set of weekly hours that tells SavvyCal when you're open for bookings. Every scheduling link uses one of your schedules, and new links start with your default schedule. Creating a new schedule doesn't change any of your existing links. To use it on a link, open that link and choose the schedule there.

What's in a schedule?

Each schedule has:

• A name, such as Work Hours.
• Weekly Hours: the days and times you're available each week.
• Time Blocks (optional): calendar event names that add availability whenever a matching event is on your calendar. See time blocks.
• Overrides (optional): one-off times you've allowed or blocked on specific days. See overriding availability.

A schedule doesn't have its own time zone. It uses the time zone on your account. See which time zone a schedule uses.

Where do I manage my schedules?

Click Availability in the sidebar. The Schedules tab lists each of your schedules with its weekly hours, and your default schedule has a Default badge. Click a schedule to edit it.

On a schedule's page, you can:

• Click the name to rename it.
• Open Weekly Hours or Time Blocks to change them, then click Save.
• Select a range on the calendar preview to add an override.
• Open Used on N scheduling links to see every link that uses this schedule, and click one to open its settings.

To add a schedule, click New schedule. It starts out named Untitled with no weekly hours, so name it and add hours before you use it on a link.

How do I set more than one time range in a day?

Open Weekly Hours and click Add more weekly hours. Each entry has its own Repeat on days and a start and end time, so you can add as many ranges as you need. For example, to take a lunch break, add one entry for 9:00 AM to 12:00 PM and another for 1:00 PM to 5:00 PM, both on Monday through Friday.

Times are in 15-minute steps. A range can't cross midnight, so split an overnight range into two entries: one that ends at midnight and one that starts at midnight on the next day.

What is my default schedule?

SavvyCal creates your default schedule, named Work Hours, when you sign up. It's used:

• On every new link you create.
• When someone adds you as an attendee on their link.

Your default schedule can't be deleted. To change the hours new links start with, edit your default schedule's weekly hours. That also changes every existing link that uses it.

Why don't my links use the schedule I just created?

Each link keeps the schedule it was given until you change it. Creating a schedule doesn't attach it to any links, and new links still start with your default schedule. Switch each link that should use the new schedule.

How do I switch a link to a different schedule?

1. Go to Scheduling Links and open the link to edit it.
2. Open the Availability section and click your name.
3. Under Choose a schedule, click the current schedule, make sure Use a saved schedule is selected, and pick the schedule you want.
4. Click Save and close.

The Availability section shows the name of the schedule each person uses on the link.

When you duplicate a link, the copy uses the same schedules as the original, including any custom schedule.

What's a custom schedule?

A custom schedule is a set of weekly hours that belongs to one link. Use it when a link needs hours you won't reuse anywhere else.

To set one, follow the steps above, but choose Set a custom schedule instead, add your weekly hours, and click Set schedule. The link then shows Custom availability in its Availability section.

A custom schedule is only weekly hours, so a few things work differently:

• Time blocks don't apply.
• Overrides on your saved schedules don't apply. You can still add overrides on the link itself. See overriding availability on a specific link.
• Manually choose preferred times isn't available.
• It doesn't appear on the Schedules page, and changing it doesn't affect any other link.

What happens to my links when I edit, rename, or delete a schedule?

• Editing weekly hours, time blocks, or overrides changes availability right away on every link that uses the schedule. That includes team links where you're an attendee. Meetings that are already booked don't change.
• Renaming changes only the name. Links keep using the schedule.
• Deleting is only possible when the schedule isn't your default and isn't used on any link, including paused and archived links. Otherwise the Delete... button is grayed out. To delete a schedule that's in use, open Used on N scheduling links on its page, switch each of those links to another schedule, and then delete it.

A schedule chosen as a link's preferred schedule for highlighting preferred times counts as in use too.

Which time zone does a schedule use?

Your schedules follow the time zone on your account. Weekly hours of 9:00 AM to 5:00 PM always mean 9 to 5 in your current time zone, so if you change your time zone, your hours move with you. A scheduled time zone change does the same for the dates you choose. To set your time zone, see setting your time zone.

The Times shown in menu under a schedule's calendar preview only changes how the preview is displayed. It doesn't change your schedule.

A teammate's schedule follows their own time zone.

Whose schedule applies on a team link?

Each person uses one of their own schedules. You can't put your schedule on a teammate. When someone is added to a link, they start with their default schedule. Open the Availability section and click a person's name to change theirs.

On a collective link:

• The organizer's schedule always limits the link.
• Other required attendees have a Limit time slots to this attendee's schedule toggle. When it's on, the link only offers times inside their schedule, and you choose which schedule below the toggle. When it's off, their schedule doesn't limit the link, but their busy events still block times.
• Optional attendees don't affect availability. See optional attendees.

On a round-robin link, each person in the pool has a Choose a schedule setting, and a time is offered when at least one of them is available. People excluded from the pool have the Limit time slots to this attendee's schedule toggle instead.

For how calendar events count on team links, see how SavvyCal decides when you're busy.

Can teammates see or use my schedules?

• People on a team with you, or in the same organization, can see your saved schedules when they edit a link you're on, and choose one for you on that link. They can't edit your schedules.
• Organization owners and admins see every member's schedules on their Availability page, grouped by person. They can edit those schedules and create new ones for a member. When they click New schedule, they choose who it belongs to.

See team and organization roles for what each role can do.