Resources
Set staff and room availability and time off
Give each staff member, room or add-on its own weekly hours, block days off, and understand how those hours combine with the session's hours, buffers and calendars.
Every staff member, room and add-on has its own Availability tab. Use it when a person or space keeps different hours from the session: a practitioner who only works Tuesdays, a room that's only free in the mornings, a team member on holiday next week.
When to use this
- Team members work different days or shifts.
- Someone is on leave, sick, or at a training for a day.
- A room is shared with another business and only free at certain times.
- Equipment is out for repair on a given date.
If you work alone, you usually don't need this: set your hours on the session itself. See Set your availability.
How the layers combine
A time is bookable only if it passes every layer. Resource hours can take time away, but never add time the session doesn't have.
| Layer | Where you set it | Effect |
|---|---|---|
| Session hours | Session → Availability tab (or your global hours) | The outer limit. Nothing outside these hours is ever offered. |
| Date-Specific Availability | Session → Availability tab, and One-on-One Settings | Blocks, overrides or adds hours for the session, or for all sessions. |
| Minimum Notice Time | One-on-One Settings | Hides times that start too soon. |
| Resource weekly hours | Resource → Availability tab | The person, room or add-on is only available inside these hours. |
| Resource date overrides | Resource → Availability tab | Blocks or changes that resource's hours on one date. |
| Existing bookings and events | Automatic | A staff member or room booked anywhere else is busy then. |
| Booking Buffer Time | One-on-One Settings | Keeps that many minutes free around each resource's bookings. |
| Google Calendar | The staff member's Settings → Integrations | Busy times in a linked staff member's connected calendar block them. |
If a session has several possible hosts, a time is offered when at least one of them passes every layer.
Example: a Massage session is open Monday to Friday, 09:00–18:00. Ana's weekly hours are Monday and Wednesday, 12:00–20:00. Ana can be booked Monday and Wednesday 12:00–18:00 only. Her evening hours don't open the session later, because the session closes at 18:00.
Choose: always available, or set hours
Open the resource from Business → Resources and select the Availability tab.
The top card shows the Availability timezone: "Times are shown in … (Name's timezone)" for a staff member linked to a collaborator, or "(portal timezone)" for everything else.
Below it is the switch Use weekly availability rules: "When off, this staff member is treated as available all week. Final bookable times still depend on session type availability, overrides, allocations, and other required resources."
| Switch | Meaning | Good for |
|---|---|---|
| Off | "Always available: no schedule restriction." The session's hours decide. New resources start this way. | You, rooms and equipment that are there whenever you're open |
| On | Only the Weekly Hours below count | Part-time staff, rooms with set hours |
Switching it on with no Weekly Hours means the resource is never available. You'll see "No weekly hours set. This resource has no recurring availability." Set hours straight away, or the sessions that need this resource lose all their times.
Set weekly hours
Turn on weekly rules
On the resource's Availability tab, switch on Use weekly availability rules.
Open the editor
Add time slots
Click Add Time Slot. Pick the day, a start time and an end time. Each new slot starts as Monday 09:00 to 17:00. Add several slots for several days, or for split shifts on one day (09:00–12:00 and 14:00–18:00).
Save
Click Save. You'll see "Weekly hours saved", and the week shows each day's hours (a dash means not available).
Slots on the same day can't overlap, and each must start before it ends. If something's wrong, a message like "Tuesday: time slots overlap. Adjust or remove duplicates." appears and Save stays off.
Take a day off or change one day
Date overrides work whether weekly rules are on or off.
Click Add Override
Pick the date
Choose the action
Pick one:
- Block: "mark as unavailable" between Start and End.
- Add: "extra hours on top of weekly". Only shown when weekly rules are on.
- Override: "replace weekly hours for this day" with Start to End.
Set the times and save
Set Start and End, then click Add Override. To cover the whole day, set both Start and End to 00:00.
Overrides are listed under Upcoming and Past with a Block, Add Hours or Override badge. Click the bin to remove one.
For a week off, add one Block override per day. If the whole business is closed (a public holiday), use Date-Specific Availability in One-on-One Settings instead: one entry covers every session type and several dates at once.
When weekly rules are off, Add is hidden: "extra hours outside the session schedule wouldn't apply." Even with rules on, Add only helps inside the session's own hours.
Hours for rooms and add-ons
Rooms and add-ons have the same Availability tab. Use it for a room you can only use some mornings, or to Block a room on the day it's being painted. For add-ons, a block makes the whole pool unavailable then, so sessions that require that add-on show no times.
Good to know
- Timezones. A linked staff member's hours are read in their own timezone, everyone and everything else in your portal timezone. The tab always tells you which.
- Busy everywhere. Bookings in other session types, and events the resource is reserved for, already block it. You don't need overrides for those.
- Buffers apply to resources. Booking Buffer Time keeps that gap around each staff member's and room's bookings.
- Reschedules keep the same staff and room. When a booking is moved, Soul checks the resources aren't already booked at the new time, but not their weekly hours or overrides. If you reschedule a client yourself, pick a time the host actually works.
- Existing bookings stay. Adding a Block over a time that's already booked doesn't cancel the booking. Reschedule or reassign it yourself.
What your clients see
Nothing about hours directly: they just see fewer times. Days with nothing open can't be picked on the calendar. If the team member they picked has nothing open that month, they can move to another month or pick someone else under Who with.