Availability settings
Get working hours, duration, slot interval, travel time between viewings, minimum notice and date range assistant-ready.
4 min read
Availability settings decide which times a client sees on the booking link and which times the assistant offers on the phone. The assistant only offers slots that are free in the calendar, so the more realistic your settings, the smoother your agents' days. A viewing in Beylikdüzü 20 minutes after one in Kadıköy is the sign of a badly set-up calendar.
The availability screen
Settings are per calendar: Settings → Calendars → the calendar's name → Availability.
- Open the calendar and go to Availability in the left menu.
- Enter weekly working hours. Untick days you don't work. You can add more than one range per day (for example 10:00–13:00 and 14:00–18:00). Add date-specific hours for exceptions such as bank holidays.
- Choose the Duration and Slot interval.
- Use Pre-buffer and Post-buffer to block time before and after each appointment.
- Set the scheduling rules: minimum notice, how far ahead people can book and the maximum appointments per day.
- Click Save at the top right.
What the settings mean
| Setting | Meaning | Suggested for viewings |
|---|---|---|
| Duration | How long an appointment lasts. | 45 min (60 min for valuations) |
| Slot interval | How often start times are offered. 60 min → 10:00, 11:00, 12:00… | 60 min |
| Pre-buffer | Time blocked before the appointment. | 30 min (travel) |
| Post-buffer | Time blocked after the appointment. | 15 min (notes, a quick chat) |
| Minimum scheduling notice | How far in advance people must book. | 2–3 hours |
| Date range | How far into the future people can book. | 30 days |
| Max bookings per day | The most appointments in a day. | 4–6 viewings per agent |
Travel time between viewings
In property, appointments happen at the property, not the office. So that an agent can get from one viewing to the next:
- Use Pre-buffer to leave travel time before each viewing. In Istanbul, 30 minutes is a good starting point for moving between districts.
- Use Post-buffer for a short gap afterwards, so the agent can write their CRM note and answer the client's questions.
- Keep the Slot interval longer than the duration (45 min viewing, 60 min interval). The assistant then offers clear times such as "11:00 or 1pm".
Tip
If your agents cover different areas, splitting calendars by area, or setting up team distribution that takes each agent's patch into account, solves the travel problem at the root. See Team calendars.
An assistant-ready calendar
The assistant follows these settings when offering times on the phone. Checklist:
- Are working hours realistic? If the office opens at 10:00, there should be no 09:00 slot. If you do Saturday viewings, Saturday should be open.
- Is the minimum notice long enough? Offering 09:00 the next morning to someone who calls at 11pm leaves your agent unprepared. 2–3 hours is recommended.
- Is there a daily limit? Nobody should be booked for 8 viewings in a day.
- Are agents' external calendars connected? Land registry appointments and personal commitments should block the times the assistant offers. See Connect Google and Outlook.
Time zone
Calendar hours are defined in the account's time zone: Europe/Istanbul. When an international buyer opens the booking link, they see times in their own device's time zone. On the phone, the assistant gives times in Turkish time.
Important
The account time zone under Settings → Business Profile and each user's profile time zone must be correct. A wrong time zone shifts the whole calendar. See Business profile and My profile.
Per-user availability
In Round Robin calendars each agent's own working hours are taken into account too. If Emre Yılmaz is off on Monday, Monday viewings only go to the other agents.
Troubleshooting
The assistant offered a time when the office is closed. Check the calendar's working hours and date-specific exceptions.
A client says "there are no free slots". Check in this order: are working hours entered → is the minimum notice too long → is the daily limit reached → is there an all-day busy event in a connected Google/Outlook calendar?
Times are off by an hour. Check the time zone in the user profile or the business profile.
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