Calendars and availability

Use Calendar for a personal schedule and Calendars for team scheduling. Availability controls when online booking can offer a slot, and the calendar shades off hours instead of working hours. Visits, blocked time and Google Calendar busy time make those slots unavailable.

How do I choose Calendar or Calendars?

Use the calendar area that matches the schedule you need to manage. In the left sidebar, click Calendar for your own schedule or Calendars for team schedules. For personal Google Calendar sync, in the left sidebar, click Settings (at the bottom), then click Calendar Sync. Use Calendars (1) for team schedules and Settings (2) for personal Google Calendar sync.

Use Calendars (1) to view team schedules, and use Settings (2) at the bottom of the sidebar to open Calendar Sync for personal Google Calendar sync.

• Clinicians use Calendar, which opens My Calendar for their own schedule. Use Day, Week or Month to change the view; Ona remembers your choice. Press d to switch to Day view.
• Owners, admins and staff use Calendars to view team schedules. Calendars also has Day, Week and Month views and remembers the view you chose. Press d to switch to Day view.
• In Month view, clicking a day opens Day view. In Week view, clicking a day header opens Day view.
• Use Settings → Calendar Sync to manage personal Google Calendar sync. Connected Google events appear as Busy on the calendar.

If you have both clinical and admin or staff access, use Calendars when you need the team schedule.

How do I view team schedules?

Use Calendars to compare team members' visits, off hours and blocked time in one place. The Member picker (2) chooses one or more team members, Date navigation (3) moves through the calendar, Calendar grid (4) shows visits, off hours, blocked time and busy time, and the Legend (5) tells event types apart.

Use the Member picker (2) to choose one or more team members, the Date navigation (3) controls to move through the date range, the Calendar grid (4) to review visits, off hours, blocked time and busy time, and the Legend (5) to tell event types apart.

1. In the left sidebar, click Calendars.
2. Use the member picker (2) to choose one or more team members.
3. Use Today or the arrows (3) to move through the calendar.
4. Review the calendar (4) for visits, off hours, blocked time and busy time.
5. Use the legend (5) to tell event types apart.

The calendar updates to show the selected team members and remembers the view you chose. When multiple calendars are shown, a day can split into lanes so each member's events stay separate.

How do I edit availability?

In the left sidebar, click Calendar for your own schedule or Calendars for a team member's schedule, then select Edit Availability to change the hours and booking rules. The Weekly hours (1) section sets the regular schedule, Date overrides (2) set one-off changes for specific dates, and Availability rules (3) set booking limits and timing.

Use Weekly hours (1) for the regular schedule, Date overrides (2) for one-off date changes, and Availability rules (3) for booking limits and timing.

1. In the left sidebar, click Calendar for your own schedule, or Calendars for a team member's schedule.
2. Select Edit Availability.
3. In Weekly hours, turn working days on or off and set the time blocks.
4. In Date overrides, add one-off changes for specific dates.
5. In Availability rules, set Timezone, Appointment length, Buffer, Minimum notice and Booking window.
6. Select Save.

After saving, booking pages follow the updated hours and rules, and off hours appear shaded on the calendar. Select Discard before saving if you do not want to keep your changes.

How do I set weekly hours and split shifts?

In the left sidebar, click Calendar for your own schedule or Calendars for a team member's schedule, then open Edit Availability to set the normal working pattern on a calendar. Use the Working day toggle (2) to turn a day on or off, Start and end time (3) to set each block, and Add split shift (4) to add another block on the same day.

Use Weekly hours (1) to set the regular schedule, the Working day toggle (2) to turn a day on or off, Start and end time (3) to set each block, and Add split shift (4) to add another block on the same day.

1. In the left sidebar, click Calendar for your own schedule, or Calendars for a team member's schedule.
2. Select Edit Availability.
3. In Weekly hours, turn on each day the person works.
4. Set the start and end time for the day's first block.
5. Add another block on the same day for a split shift.
6. Repeat for any other working days.
7. Select Save.

Each open block must have a start and end time, must end after it starts, and cannot overlap another block on the same day.

How do I limit visits in an availability block?

In the left sidebar, click Calendar for your own schedule or Calendars for a team member's schedule, then open Edit Availability and use a visit limit when online booking should stop after a certain number of visits start in a block. You can set limits in Weekly hours or Date overrides. The Weekly hours (1) section is where you set the normal block, and Visit limit (2) is the control that caps how many visits can start there.

Use Weekly hours (1) to set the normal block, and use Visit limit (2) to cap how many visits can start there.

1. In the left sidebar, click Calendar for your own schedule, or Calendars for a team member's schedule.
2. Select Edit Availability.
3. Find the block you want to limit.
4. Select the visit-limit pill on that block.
5. Enter the maximum number of visits.
6. Select Save.

Visit limits must be whole numbers from 1 to 100. When the limit is reached, online booking closes for that block, but staff can still add more visits manually.

How do I add a date override?

In the left sidebar, click Calendar for your own schedule or Calendars for a team member's schedule, then open Edit Availability and use Date overrides for one-off changes, such as a holiday, leave day or special clinic day. The Date overrides (1) section holds those one-off changes, and Add date (2) opens the date picker for a new override.

Use Date overrides (1) for one-off changes, and Add date (2) to open the date picker for a new override.

1. In the left sidebar, click Calendar for your own schedule, or Calendars for a team member's schedule.
2. Select Edit Availability.
3. Go to Date overrides.
4. Select Add date.
5. Choose the date.
6. Turn the date off for a full day away, or leave it on and set the blocks for that date.
7. Select Save.

The override applies to that date without changing the normal weekly pattern.

How do I block time on the calendar?

In the left sidebar, click Calendar for your own schedule or Calendars for a team member's schedule, then use Block Time, or select Block time on an empty calendar slot, when someone is unavailable for booking during a specific time. In the dialog, Title (1) names the block, Date (2) chooses the day, All day (3) covers the full day, Starts (4) sets the time when the block is not all day, and Block time (5) creates it. The dialog also includes repeat controls: Repeats opens the recurrence settings, where you can choose Does not repeat, Daily, Weekly or Monthly; when a repeat is on, use Every, Days of the week, Ends, Never ends, Until, After and Number of occurrences to define the pattern.

1. In the left sidebar, click Calendar for your own schedule, or Calendars for a team member's schedule.
2. Select Block Time, or select Block time on an empty slot.
3. Enter a title for the block.
4. Choose the Date.
5. Turn on All day if the block should cover the full day.
6. If it is not all day, set Starts and Ends.
7. If you want it to repeat, choose the repeat settings and set the end condition.
8. Select Block time.

Blocked time is unavailable for booking, the same as busy time from a connected Google Calendar, and appears on the calendar in Day, Week and Month views. To change an existing block, select it on the calendar, update the details, then select Save changes. To remove it, select Delete.

What affects online booking slots?

Open the calendar from the left sidebar by clicking Calendar for your own schedule or Calendars for team schedules. Online booking uses availability first, then removes times that are already occupied or outside the booking rules. On the calendar, time outside availability appears as off hours. Use Edit Availability (1) and Block Time (2) to change the calendar, and look for Visits (3), Off hours (4) and Blocked (5) to tell the slot types apart.

Use Edit Availability (1) to change hours and booking rules, Block Time (2) to add unavailable time, Visits (3) to spot booked visits, Off hours (4) to spot time outside availability, and Blocked (5) to spot blocked time on the calendar.

A slot can be unavailable because of:

• A booked visit.
• A calendar block created in Ona.
• Busy time from Google Calendar.
• A visit limit that has already been reached for an availability block.
• Buffer, Minimum notice or Booking window.

Bookable services can also have their own scheduling rules. If a service is not appearing when you expect, check the service setup as well as the member's calendar. See Setting up services and packages and Setting up your website and online booking.

What can't I do here?

Open Calendar or Calendars from the left sidebar to manage calendars and availability. Calendars and availability have these limits:

• Clinicians use Calendar for their own schedule rather than the team Calendars view.
• Day, Week and Month change only the calendar display. They do not change availability or booking rules.
• You cannot save weekly hours or date overrides with missing times, overlapping blocks, or a block that ends before it starts.
• You cannot set a visit limit below 1 or above 100.
• You cannot create a new visit by selecting a slot that overlaps a visit, blocked time or busy time.
• Google Calendar busy time appears as Busy and is managed in Google Calendar, not as an Ona calendar block.

Common questions

What is the difference between availability and blocked time?

Open Calendar or Calendars from the left sidebar to view both on the calendar. Availability is when a team member can be booked. The calendar shades the opposite time as off hours. Blocked time is an exception that makes part of that calendar unavailable, such as lunch, admin time or leave.

Should I use a date override or change weekly hours?

Use Date overrides for one-off changes. Change Weekly hours when the normal working pattern has changed.

Why do I see Busy on the calendar?

Open Calendar or Calendars from the left sidebar and look for Busy on the calendar. It means time from a connected Google Calendar. It blocks booking for that slot and does not show the external event's details in Ona.

Can I block a whole day?

Yes. Open Calendar or Calendars from the left sidebar, use Block Time, choose the Date, turn on All day, then select Block time.

Where do I connect Google Calendar?

In the left sidebar, click Settings (at the bottom), then click Calendar Sync to manage personal Google Calendar sync. For full setup steps, see Syncing with Google Calendar.