How to track staff availability and capacity

The Availability tab provides a real-time, precise view of your staff's workload capacity. It allows you to monitor working hours against bookings and blocks to prevent burnout and ensure schedule accuracy.

To view precise workload data:

1. Navigate to a Staff Profile
2. Select the Availability tab.

Use the guide below to understand the calculation.

Understanding the Capacity Bar

• Capacity: The total number of working hours per week set up by the individual.
• Booked: The total hours currently occupied by patient appointments.
• Time Blockers: Hours intentionally blocked by individuals to prevent bookings.
• External Events: Events synced from outside calendars.
• Availability: The remaining hours open for new bookings.

How availability is calculated

• Availability = Capacity - Time Blockers - External Events.
• Every minute is included precisely; the system does not round appointment durations.
• Bookings count for their full duration, even if part of the appointment extends outside working hours.
• If an appointment extends past schedule limits, you may see a small "overbooked" alert.

Using Time Blockers

• Place Time Blockers inside working hours to reduce availability and update the capacity bar.

Note: Time Blockers placed outside working hours do not affect capacity or availability totals.