Overview
Your availability settings determine which time slots clients see when they open your scheduler. Wedy Pro pulls real-time data from your connected calendar and combines it with the weekly hours and booking rules you define for each scheduler — so you never get double-booked, and clients only see times that genuinely work for you.
This article walks through every availability and booking rule setting, from weekly hours and date overrides to buffer times and minimum notice periods. By the end, you will have full control over when and how clients can book time on your calendar.
Time to complete: 5–10 minutes per scheduler.
Before you begin
To use real-time availability in your schedulers, you need a connected calendar. If your calendar is not connected, Wedy Pro displays a Calendar not connected banner at the top of the Scheduling page with a Connect Calendar button. The Create button is also disabled until you connect.
Navigate to Account in the sidebar, then open the Integrations tab.
In the Calendar section, click Connect and complete the authentication flow. You are redirected to a secure authentication page — sign in with your calendar account, then you are returned to Wedy Pro.
Once connected, return to Schedulers in the CRM section of the sidebar. The banner disappears and the Create button becomes active.
Your connected calendar serves two purposes: it feeds your busy times into availability calculations, and it receives new appointments when clients book through your scheduler.
How availability works in Wedy Pro
Every scheduler has its own availability configuration. When a client opens your booking page, Wedy Pro calculates available time slots by combining three layers:
Weekly hours — The recurring days and time windows you set for that scheduler (for example, Monday through Friday, 9:00 AM to 5:00 PM).
Date overrides — Specific dates where you override the weekly pattern, either by setting custom hours or marking the entire day as unavailable.
Calendar conflicts — Any events already on your connected calendar that block those time windows. Existing appointments, personal commitments, and bookings from other schedulers all reduce the slots clients see.
This three-layer system ensures your scheduling page always reflects reality. A wedding photographer who blocks off Saturday mornings for family time, for example, can set weekday-only availability on one scheduler while adding a weekend-only override for a separate mini-session scheduler — and the connected calendar catches any last-minute conflicts across both.
How to set your weekly availability hours
You configure availability when creating or editing a scheduler. The Availability section is one of the collapsible form panels in the scheduler sidebar.
Navigate to Schedulers in the CRM section of the sidebar. The page title is Scheduling.
Click Create to open a new scheduler, or click an existing scheduler card (or select Edit from the three-dot menu) to open the Edit Schedule sidebar.
Expand the Availability section.
Toggle on the days you want to be available. By default, Monday through Friday are enabled and Saturday and Sunday are off.
For each enabled day, set the Start time and End time. The default window is 9:00 AM to 5:00 PM.
To remove a day entirely, toggle it off.
Your availability window must be at least as long as the scheduler's duration. If your meeting duration is 60 minutes, an availability window of 30 minutes produces zero bookable slots. Set availability windows wider than your meeting length to give clients multiple time slot options.
Add date overrides for specific dates
Date overrides let you adjust availability for a single date without changing your weekly pattern. Use them for holidays, vacation days, or one-off schedule changes.
Custom hours — Set different start and end times for that specific date. For example, if you normally work 9 AM–5 PM on Wednesdays but have an afternoon commitment on a particular Wednesday, you can override that date to 9 AM–12 PM.
Mark as unavailable — Block the entire date so no time slots appear on your booking page.
Date overrides take priority over the weekly schedule. If you override a Monday that is normally available, the override hours (or unavailability) apply for that date only — the following Monday returns to the regular pattern.
Choose your date range
The Date range section controls how far into the future clients can book. Wedy Pro offers three modes:
Indefinitely into the future — No end date. Clients can book as far ahead as your calendar allows. This is the default setting.
Rolling window — Clients can book within a window that moves forward from today. Set a number and unit (days, weeks, or months). For example, a rolling window of 60 days means clients always see the next 60 days of availability.
Fixed range — Availability starts today and ends on a specific date. Useful for seasonal offerings — a holiday photographer offering mini-sessions in December, for instance, can set the range to end on December 31.
Configure your booking rules
Booking rules live in the Booking settings section of the scheduler sidebar. These settings protect your schedule from last-minute bookings, back-to-back meetings, and scheduling conflicts.
Minimum notice
Minimum notice prevents clients from booking too close to the current time. When enabled, any time slot that falls within the notice window disappears from your booking page.
Toggle the minimum notice setting on.
Set the value and unit: hours, days, or weeks.
The default is 4 hours.
An event planner who needs preparation time before consultations might set minimum notice to 24 hours, ensuring no one books a same-day meeting.
Buffer time
Buffer time adds a gap before and/or after each appointment so you have breathing room between meetings.
Toggle the buffer time setting on.
Set the buffer before and after the meeting, in minutes or hours.
The default buffer is 15 minutes before and 15 minutes after (when enabled).
If you have a 30-minute meeting with 15-minute buffers on both sides, Wedy Pro blocks a total of 60 minutes on your calendar — preventing any other scheduler from offering a slot during that window.
Custom time slot increments
By default, Wedy Pro calculates time slots based on your meeting duration. Enabling custom increments lets you control the interval between start times shown to clients.
Toggle the custom increment setting on.
Choose an increment value: 5, 10, 15, 20, 30, 45, or 60 minutes.
For example, a 60-minute meeting with a 30-minute increment shows start times at 9:00 AM, 9:30 AM, 10:00 AM, and so on — giving clients more flexibility while still blocking the full duration once booked.
Rescheduling, cancellation, and confirmation
Three additional toggles in Booking settings control what clients can do after they book:
Allow rescheduling — When on (default), clients can reschedule their appointment from the confirmation page. When off, clients must contact you directly to change their booking.
Allow cancellation — When on (default), clients can cancel their appointment. When off, cancellations go through you.
Send confirmation email — When on (default), both you and the client receive a confirmation email immediately after a booking is made.
Set up appointment reminders
The Reminders section lets you configure automatic reminder emails sent to your clients before their appointment. You can add up to 2 reminders per scheduler.
Expand the Reminders section in the scheduler sidebar.
Click to add a reminder.
Set the timing: choose a number and unit (minutes, hours, days, or weeks before the appointment).
Toggle Send to vendor if you want to receive the reminder as well.
Add a second reminder if needed — for example, one reminder 24 hours before and another 1 hour before.
Reminders reduce no-shows and give both you and your client time to prepare.
Use the Availability Overview page
Wedy Pro includes a dedicated Availability Overview page that shows your combined availability across all active schedulers in a monthly calendar view.
From the Scheduling page, click Availability overview in the header (on mobile, this appears as Overview).
The Scheduler Availability page opens showing a monthly grid of your available time slots.
Use the left and right arrows to navigate between months, or click Today to jump to the current month.
This page is especially useful when you manage multiple schedulers — a florist with separate schedulers for wedding consultations, corporate inquiries, and workshop sign-ups can see at a glance where all their availability overlaps or where gaps appear.
How calendar events affect your availability
Your connected calendar is the backbone of real-time availability. Here is how it works:
Busy events block time slots. Any event marked as busy on your connected calendar removes those time slots from all your active schedulers. This includes appointments booked through Wedy Pro, personal events, and events from other tools that sync to your calendar.
All-day events do not automatically block availability. All-day events marked as free on your calendar do not block scheduler time slots. Only events with specific start and end times marked as busy reduce availability.
Multiple schedulers share the same calendar. A booking on one scheduler creates a calendar event that blocks availability on all your other schedulers. This prevents double-booking across different meeting types.
If your scheduler shows no available time slots, check your connected calendar for conflicts. Busy events, other scheduler bookings, or a mismatch between your availability window and meeting duration can all reduce visible slots to zero.
Timezone handling
Wedy Pro uses your account timezone setting as the basis for all scheduler availability. When a client in a different timezone opens your booking page, Wedy Pro automatically converts your available slots into the client's local time — so a 2:00 PM slot in your timezone appears as the correct local time for them.
To check or update your timezone, navigate to Account > Preferences.
Tips for event vendors
If you offer different meeting types (consultations, site visits, phone calls), create separate schedulers for each — each one gets its own availability and booking rules.
Use date overrides for holidays and vacation days rather than turning off your entire scheduler. This keeps your booking page live for future dates while blocking the days you are away.
Set minimum notice to at least 4 hours to avoid surprise bookings that appear moments before the appointment time.
If you travel between venues, add buffer time before and after in-person meetings to account for travel.
Review the Availability Overview page weekly to spot scheduling gaps or overbooking risk across your schedulers.
Remember that you can create up to 10 schedulers per account, each with independent availability, duration, and booking rules.
Frequently asked questions
Can I set different availability for different schedulers?
Yes. Each scheduler in Wedy Pro has its own availability settings — weekly hours, date overrides, date range, buffer time, minimum notice, and custom increments. One scheduler can be weekday mornings only while another covers weekend afternoons.
Why does my scheduler show no available time slots?
This typically happens for one of three reasons: (1) your availability window is shorter than the meeting duration, (2) calendar events already occupy all available time, or (3) the minimum notice period pushes available slots beyond the current view. Check your connected calendar and adjust your availability or booking rules.
Do clients see my timezone or theirs?
Clients see available time slots converted to their local timezone. Wedy Pro handles the conversion automatically based on your account timezone setting and the client's browser timezone.
What happens if I change availability on a scheduler that already has bookings?
Existing confirmed bookings are not affected. Only future available time slots change. Clients who have already booked keep their appointment at the original time.
Can I block off specific dates without changing my weekly schedule?
Yes — use date overrides. You can mark specific dates as unavailable or set custom hours for those dates. The weekly schedule resumes on the next occurrence of that day.