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Setting Your Availability

Learn how to control when customers can book sessions with you by setting your weekly schedule, blocking off dates, and optionally connecting your calendar.

Before You Begin

  • You must have a Trainer role (or a combined Trainer + Organizational Admin role) to access these pages.
  • All availability you set here applies across every organization you work with in Ordinatus — it is not per-organization.

How Availability Works

Ordinatus builds the list of open time slots customers see from three inputs stacked together:

  1. Your weekly schedule rules — the recurring windows when you are generally available.
  2. Your blackout dates — specific days or date ranges when you are unavailable regardless of your rules.
  3. Your connected calendar (optional) — events already on your Google or Outlook calendar that should be treated as busy time.

Only slots that pass all three layers are offered to customers.

Step 1: Set Your Timezone

All times you enter are interpreted in your chosen timezone, so set this first.

  1. Open the trainer nav and click Settings.
  2. Under Your Timezone, choose the timezone that matches your location.
  3. Click Save Settings.

Note: The Settings page is at /<org-slug>/availability/settings/. All times shown on the My Schedule page are in your selected timezone.

Trainer Settings page with the Timezone dropdown highlighted

Step 2: Add Your Weekly Schedule

Your weekly schedule is made up of one or more availability rules. Each rule defines a recurring time window on specific days of the week and the session lengths you can offer during that window.

View your current schedule

  1. In the trainer nav, click My Schedule.
  2. You will see a table of all your active rules, showing schedule type, days, time range, and allowed session lengths.

My Availability Schedule page showing a table of weekly availability rules

Add a new rule

  1. On the My Schedule page, click Add Availability Rule.

  2. Fill in the form:

  3. Schedule Type — choose a category that describes this window (Weekday Daytime, Weekday Evening, Weekend, or Custom).

  4. Days of Week — check every day this rule applies to. You can check multiple days at once (for example, Monday through Friday).
  5. Start Time and End Time — enter the opening and closing time of your availability window. Times must be in your profile timezone (shown on the My Schedule page). End time must be after start time.

  6. Session Durations — check every session length you can offer during this window. Standard options are 15, 30, 45, 60, 90, and 120 minutes. If you need a different length, enter it in the Add custom (minutes) field. You must select at least one duration.

  7. Click Add Rule.

Tip: You can create multiple rules. For example, one rule for "Mon–Fri 9:00 AM–5:00 PM / 60 min" and a second for "Saturday 10:00 AM–2:00 PM / 30 min" works fine — Ordinatus combines them.

Tip: Session lengths are ultimately controlled by your organization's settings. Lengths you enable here that the organization does not offer will simply never appear in the booking flow, but they do not cause an error.

Add Availability Rule form showing schedule type, day checkboxes, time inputs, and session duration checkboxes

Edit or delete a rule

  • On the My Schedule page, click Edit next to any rule to change it.
  • Click Delete to remove a rule. Deleting a rule does not affect bookings that have already been confirmed.

Step 3: Block Off Specific Dates

Use blackout dates when you are unavailable on particular days — for example, a vacation week, a public holiday, or a conference.

View your blackout dates

  1. In the trainer nav, click Blackouts.
  2. You will see a table listing all your blocked date ranges with start date, end date, and an optional reason.

Blackout Dates page listing blocked date ranges

Add a blackout date

  1. On the Blackouts page, click Add Blackout Date.

  2. Fill in the form:

  3. Start Date — the first day you are unavailable.

  4. End Date — the last day you are unavailable. For a single day off, set start and end to the same date.

  5. Reason (optional, private) — a note for your own reference (for example, "vacation" or "conference"). Customers never see this.

  6. Click Add Blackout Date.

Note: In the current version, blackout dates block your availability for the entire day. For partial-day blocks (for example, a morning meeting), block the time directly in your connected calendar instead — those events are automatically excluded from bookable slots.

Add Blackout Date form with start date, end date, and reason inputs

Remove a blackout date

On the Blackouts page, click Delete next to the date range you want to remove.

Connecting Google Calendar or Microsoft Outlook lets Ordinatus automatically avoid booking customers over meetings or events you already have. When a booking is confirmed, Ordinatus also writes the session to your chosen calendar.

  1. In the trainer nav, click Calendars.
  2. Under Add a connection, click Connect Google Calendar or Connect Microsoft Outlook.
  3. You will be redirected to Google or Microsoft to approve access. Sign in and grant the requested permissions.
  4. After approving, you return to the Calendars page. Your account now appears in the Connected accounts table.

Choose which calendars to use

After connecting, click Manage next to your account to configure two settings:

  • Calendars to check for conflicts (Google only) — select which of your calendars Ordinatus should read to detect busy time. Outlook checks your whole mailbox automatically, so this setting does not apply.
  • Calendar to write events to — choose the calendar where confirmed sessions should appear.

Click Save when done.

Calendar Connections page showing a connected Google or Outlook account

Reconnecting a calendar

If the status for a connected account shows Needs reconnect, click Reconnect and go through the authorization flow again. This happens when Google or Microsoft revokes the access grant, typically after a long period of inactivity or a password change.

Tips

  • Time slots start on clean 30-minute boundaries. If your rule starts at 9:05 AM, the first slot offered to customers will be 9:30 AM, not 9:05 AM.
  • Buffer time protects prep and recovery time. Use the Buffer Before Session and Buffer After Session fields in Settings to ensure slots are never offered back-to-back without a gap.
  • Minimum notice and advance booking limits are set in Settings. For example, if you set a 24-hour minimum notice, a customer trying to book for tomorrow morning will only see slots at least 24 hours away.
  • Your availability applies to all your organizations. If you are a trainer in multiple organizations under Ordinatus, the same rules, blackout dates, and calendar connections apply everywhere.

Troubleshooting

Customers say no slots appear even though I have rules set up.

Check the following in order:

  1. Confirm your rules are active on the My Schedule page and that at least one rule includes the session length the customer selected.
  2. Check the Blackouts page to make sure the requested dates are not blocked.
  3. If you have a calendar connected, open your external calendar and confirm there are no all-day events or overlapping meetings covering that time.
  4. On the Settings page, verify that Maximum Advance Booking is set to a high enough number of days to cover the date the customer is trying to book.

My calendar shows "Needs reconnect".

Click Reconnect on the Calendars page and complete the Google or Microsoft sign-in again. If the issue recurs, contact your organization administrator.

I disconnected my calendar but want to remove Ordinatus's permissions entirely.

For Google: visit myaccount.google.com/permissions and remove Ordinatus.

For Microsoft Outlook: visit myaccount.microsoft.com/permissions and remove Ordinatus.