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Troubleshooting Availability: Why Is My Service Not Showing for Online Scheduling?

There are a few factors that can cause a service to not display during the desired times, when the service should be available for online scheduling. We first recommend you check the Availability for your service, and verify there is no scheduled date-specific availability when the service should be available. Our article Troubleshooting Availability: Service(s) Times Are Not Displaying Correctly will help you verify your availability.

After verifying the staff/service availability, here are other features that can affect how your service displays for Online Scheduling:

Online Booking Calendar Intervals

Preparation Time

Advance Notification Limitations

Future Booking Limitations

Calendar Bookings / Synced Events

Online Booking Calendar Intervals

The booking intervals set will affect the frequency that the service will display during the available times. For example, if a 30 min. service is available for booking, and the booking interval is set for "1 Hour," the service will only appears at the top of the hour, as shown below.

If you want to change the frequency that the service shows as available, follow these steps:

  • Go to Settings > My Services

  • Click on the Service to edit it

  • Navigate to the section Duration & Availability 

  • Under the Online booking calendar Intervals adjust the frequency to the desired amount

    • I.e. Setting 15 minutes will split every hour in your calendar to quarters (12:00pm, 12:15pm, 12:30pm, 12:45pm), or selecting 30 minutes will split every hour in your calendar into halves (12:00pm, 12:30pm)

  • Click on "Done" to save your changes

Preparation Time

In addition to the duration of the service, the possibility of prep time on a service, and the previously mentioned booking intervals need to be considered when determining if there is enough room in the calendar for the service to be available.

For example, a 1 hr. service with a 10 minute prep time will not be allowed to be booked during an open 1 hr. block of time in the calendar. Here is an example:

Your service availability displays for online scheduling from 8am to 11:00am. The service duration is set to 60 minutes (1 hour) with 10 minutes of prep time. Should a client book with you at 8:00am, because you have set prep time for 10 minutes, on top of the 60 minutes for the service itself, the next available appointment would be 10:00am, not 9:00am. The service will require 70 minutes of availability rather than the available 60 minutes.

Here are the steps to view/edit Preparation Time for an individual service:

  1. Navigate to Settings > My Services

  2. Click on the service to edit it

  3. Navigate down to Duration & Availability

  4. The "Preparation Time" field, displays under Duration next to the "Hour" and "Minutes" fields

    1. To remove preparation time click on the field, a drop down menu will open. Scroll to the top and select "None"

  5. After editing the service, click the "Done" button at the top of the page to save your settings 

 

Advance Notification Limitations

Part of setting up your Wolbix, is limiting how quickly clients can book with you. This helps you avoid 'last minute' scheduling by defining how early a client can book with you. The default is set in your Online Booking Options, but can be customized at the Services level. If you have opening for a service on a calendar, but is not showing available, we recommend checking if your service has customized Advanced Notification. For example, if the service is available to be booked tomorrow, but not today, as desired, yet there are available time slots in today's calendar, you will need to adjust the advance notification limitations. 

To view/edit customized Advance Notification for a service, follow these steps:

  1. Navigate to Settings > My Services

  2. Click on the service to edit it

  3. Scroll down to Booking Options and check your Advanced Notification setting

    • If "Use default settings" is selected, the advanced notification follows the default set in Settings>Online Booking Options

    • Selecting "Customize" allows you to set the advanced notification to your desired time frame for only that service

      • Please Note: when selecting day long intervals, such as "72 hours in advance", this time frame will include non-business days.

  4. Once the service is updated, click on "Done" at the top of the page

 

Future Booking Limitations

Another setting that is similar to Advanced Notification, is Limit future bookings. The default is also set in Settings > Online Booking Options. However this limit can also be customized at the service level. For example, if your default limit for online booking set to two (2) weeks, but you want a specific service available to book four (4) weeks out, you would need to customize the Limit future bookings for your service.

To edit/view the Future Booking Limitations for a service, follow these steps:

  • Navigate to Settings > My Services

  • Click on the service to edit it

  • Scroll down to Booking Options and check the Limit future bookings setting

    • If "Use default settings" is selected, the limit follows the default set in Settings>Online Booking Options

    • Selecting "Customize" allows you to set the limit to future bookings to your desired time frame for only that service

      • Selecting "Not Set" for this field will put no limit on how far out your client can book with you. With this setting, your client could try to book an appointment two years away, and the system will not stop them.

      • Please Note: when selecting day long intervals, such as "72 hours in advance", this time frame will include non-business days.

  • Once the service is updated, click on "Done" at the top of the page

 

Calendar Bookings / Synced Events

It sounds simple, but often times if there is no availability showing, it means that you're already booked during that time. Always make sure to check your Wolbix calendar! A common occurrence that can affect your availability is a multi-day/all-day event that is being synced from a personal calendar to your Wolbix Calendar. If an event is synced to the Wolbix calendar, it means that event is marked as "Busy" on your personal calendar. These "Busy" events will block the calendar, and prevent your clients from booking during those time frames.

All-day/multi-day events, when synced, will display at the top of the Wolbix Calendar under the all day section as shown below:

They can also appear as large sections of blocked time in the calendar as shown below:

​​To free up the time, the event must be updated on your personal calendar. It can either be removed altogether, or switched from "Busy" to "Free." Once updated, the new data will sync to your Wolbix account automatically. 

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