Steps to Set Availability
Overview of Staff Roles
In PushPress, staff members are categorized into roles like coaches or front-desk personnel. Understanding these roles helps configure systems effectively for appointment booking and other operational tasks.
Log into PushPress Core
Navigate to People, then select Staff.
Click the three dots next to the staff member’s name and select “Edit Coach Info”
When editing the coach's info, ensure they are assigned to relevant appointment types, as this makes them bookable.How to Set Up Staff Availability.
1. Navigate to Staff Settings
To navigate to Staff Settings, log in to your PushPress Core admin dashboard and select Staff from tab.
Log in to your PushPress Core admin account.
From the left navigation, click People.
Locate and click the staff member you want to configure.
Click 3 dots - Edit Staff.
2. Scroll to Staff Details
Staff Details - Staff Availability
Click on Set Your Working Hours.
3. Set Available Days and Hours
To set available days and hours, use the weekly grid to enable each day the staff member works, then define the start and end times for those days.
Click the toggle next to each day to mark it as available or unavailable.
For each active day, click the Start Time field and enter the time availability begins.
Click the End Time field and enter the time availability ends.
Repeat for every day the staff member is available.
4. Save Availability Settings
To save availability settings, click the Save button at the bottom of the Availability section and confirm the success message appears.
Review all days and time ranges before saving.
Click Save.
Wait for the confirmation message confirming availability has been updated.
Key Benefits
Prevent scheduling conflicts — Clients can only book during hours you define, eliminating appointments outside staff working hours.
Reduce manual declines — Availability blocks off-hours automatically so staff do not need to manually turn away booking requests.
Support varied schedules — Each staff member can have a unique availability window that reflects their actual hours.
Troubleshooting Staff Availability
Clients can still book outside set hours — Confirm the availability was saved. Go back to the Availability tab to verify the times are displaying correctly after saving.
The Availability tab is not visible on a staff profile — Confirm the staff member has the Appointments permission enabled. Check Staff Permissions on their profile.
Changes are not saving — Refresh the page and try again. Make sure you click Save and do not navigate away before the confirmation message appears.
Still stuck? Try logging out and back in, refreshing the page, or testing on another device.
Important Notes
Note: Availability settings apply to client-facing booking only. Admins can still manually assign a staff member to an appointment outside of their configured availability window.
Note: Availability is configured at the staff member level, not the service level. If multiple staff members offer the same service, each person's availability is managed separately on their own profile.
Frequently Asked Questions
Can I set different availability for different appointment types?
Currently, availability in PushPress Core applies to all appointment types for a given staff member. You cannot create separate availability windows per service. As a workaround, consider creating separate staff profiles to manage distinct scheduling needs.
What happens if I do not set availability for a staff member?
If no availability is configured, clients may be unable to book that staff member, or the system may default to open availability depending on your account settings. Configuring explicit availability for every bookable staff member is strongly recommended.
Can a staff member update their own availability?
Staff members with admin-level access can update their own availability through the admin dashboard. Staff without admin access require a manager or owner to make changes on their behalf.
Does availability reflect my gym's time zone?
Yes. Availability is based on the time zone configured in your PushPress Core account settings. To avoid booking discrepancies for clients in other time zones, confirm your gym's time zone is correct under Settings.
Appointment Schedule View
White sections indicate available hours, while greyed-out sections show blocked times. This setup ensures accurate scheduling and prevents conflicts.
Streamlining Appointment Booking for Members
Using PushPress Grow, members can easily view a coach's availability and book appointments directly. This eliminates back-and-forth communication and ensures a smooth scheduling experience.
Adding Non-Coaching Staff Members
For staff not involved in coaching, such as front-desk personnel, assign them the role 'Front Desk'. This ensures they can perform their duties without being listed as bookable.
Best Practices for Configuring Staff Roles
Clearly assign and review staff roles periodically to align with operational needs.
Regularly update working hours and appointment types as schedules change.
Keep coaches' Google Calendars up-to-date to prevent scheduling conflicts.