How to Set Individual User Availability and Apply it to Calendars

In Gym Lead Machine, user availability determines when you (or your staff) are open to accepting appointments like No Sweat Intros, Goal Reviews, or Nutrition Consults. Setting this up properly ensures smooth scheduling, eliminates conflicts, and helps automate your calendar management.

Whether you're setting up availability for yourself or a staff member, this guide will walk you through both processes step-by-step.

🎥 Basic Setup: Setting Your Own Availability

Step 1: Go to Your Profile Settings

• From your Dashboard, click Settings in the left-hand menu.
• Select My Profile.
• Scroll down to the Schedules section.

Step 2: Create or Edit a Schedule

• You can create one master schedule or multiple schedules for different appointment types.
• Click + Add Schedule and name it something like Jordan's Schedule.
• Set the days and times you're available (e.g., Monday–Friday, 8:00 AM to 5:00 PM).

Step 3: Assign Your Schedule to a Calendar

• Click into the schedule and find the Active On section.
• Make sure you're selected as a user on the right calendar(s).
• If you don’t see the calendar listed, go to Calendars → edit the calendar → add yourself as a user.

Optional: Use Multiple Schedules

• You can create unique schedules for different appointment types.
  • Example: No Sweat Intro schedule vs. Goal Review schedule.
• Assign each schedule to its matching calendar.

👥 Managing Availability for Staff Members

Setting availability for your team works just like setting it for yourself—with just a few additional steps.

Step 1: Go to the Staff Member's Profile

• Go to Settings → My Staff.
• Select the staff member (e.g., John Doe).
• Scroll down to the Schedules section.

Step 2: Set Their Default Availability

• Create or edit a schedule (e.g., Monday–Friday, 8:00 AM to 5:00 PM).
• Click Update Availability.

Step 3: Assign Them to Calendars

• If you try to assign them and get a message like "No calendar can be found", go to:
  • Calendars → select the correct calendar (e.g., Nutrition Consults or No Sweat Intros).
  • Add the staff member under Users for that calendar.

Step 4: Customize Availability per Calendar (Optional)

If you want different availability for different appointment types (e.g., available for No Sweat Intros until 5 PM but Nutrition Consults only until 4 PM):

• Go to Calendars.
• Select the calendar (e.g., Nutrition Consult).
• Click Availability → Edit the staff member's time block for that calendar only.
• Save your changes.

This overrides the default schedule only for that calendar, without affecting their availability elsewhere.

🔁 Summary: Two Ways to Manage Availability

You can either:

1. Create multiple schedules per appointment type and assign them to matching calendars.
2. Use one master schedule and customize availability on the calendar level.

Both methods work—choose whichever fits your team’s workflow best!

💬 Need Help?

If you get stuck or something isn’t working as expected, reach out to us at hello@usekilo.com and we’ll be happy to help you out!