Setting Up Opening Hours and Diary Availability

KB Article #8062

The Diary Settings page allows you to set daily parameters to help manage bookings. Default settings are applied initially. However, these settings can be adjusted at any time.

Note: Opening hours are for your workshop, not your sales showroom.

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To change diary settings:

1. Log into the Hatfields BookLink Dealer Console. (Click here for instructions.)
2. Click Diary settings from the Workshop menu option.
   
3. Click Change.
   
4. Make the desired changes. Refer to the Diary Settings Options chart in the next section for more information about each option.
5. Click Update when finished.
   

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Diary Settings Options

The following table provides some guidelines for each field or section of the Diary Settings window.

Field/Section	Description
Opening and Closing Times	These are the times between which technicians actively work. Use 24-hour clock format. Leave as 12:00-12:00 if closed. The minute/hour separator must be a colon (:). Times before midday should have a leading zero (e.g. 08:00).
Number of Technicians Available	The number of technicians you wish to allow BookLink to accept bookings for each day. The system multiplies this by the Available Time per Technician (Mins) to calculate the available time to offer customers. Best Practice: Include all technicians to maximise potential bookings.
Booking Interval	Time increments the customer will see when selecting their Drop Off Time. Select a Booking Interval in 15, 30 or 60-minute intervals between the workshop opening time and 10 PM. For example: 15 - on the quarter hour = 8:00, 8:15, 8:30, 8:45, etc. 30 - on the half hour = 08:00, 08:30, 09:00, 09:30, etc. 60 - on the hour = 08:00, 09:00, 10:00, etc.
Max Bookings Per Technician	The maximum number of bookings the system will allow for each technician each day. Zero (0) overrides this function, which is recommended.
Available Time Per Technician (Mins)	The number of hours to make available for each technician each day. (E.g. 300 mins = 5 hrs per technician per day)
Contingency Time (Mins)	Optional "bolt-on" time added to each booking to allow enough time to valet, process paperwork, etc.
Maximum Per Booking	This prevents a customer from booking excessive amounts of work (set in minutes) for a single day. Zero (0) overrides this function, which is recommended.
Minimum Days in Advance	Set your Lead Time in days (default = 3).
Maximum Days in Advance	The maximum days in advance you want to allow customers to book work. Best Practice: No more than 60 days, to avoid confusion if some job price offers are time-limited.