How to manage your team availability and utilization for increased appointment bookings?

Balancing the schedules of team members across various departments or roles often leads to a lack of synchronized availability, using the centralized team availability calendar on DaySchedule you can find who is busy and who can take up more appointments.

The team calendar view provides a centralized table that displays the individual schedules, number of sessions booked, and utilization % with color-coded heat map to present the complete resource calendar for each day in the month for better appointments scheduling for a group.

You can look at the corresponding team member to monitor their utilization across different appointments scheduled with them and download in excel for additional shorting and filtering in any spreadsheet software.

Availability management

Using the availability manager, the admin/owner can see their team schedule and manage the calendar availability. Just click on the user name to view and adjust the default schedule of any team member.

Please note, the default schedule (:star) is used in round-robin events. So any change in hours will reflect on the user round-robin appointments.

You can also use the date override to mark holidays, or change the schedule for any particular day.

Reports

You can use the team availability view to see 3 type of reports to analyze and boost your team productivity -

1. Team utilization percentage
2. Number of bookings received on DaySchedule
3. Hours booked

Team utilization

Utilization percentage is calculated by dividing the total hours booked on DaySchedule by the available hours within a day.

utilization % = hours_booked/hours_available * 100

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It helps managers gauge how effectively the appointments are distributed between team members. A high utilization percentage indicates efficient use of available time, while a low percentage might signify either excess capacity or potential bottlenecks within the workflow.

By analyzing this utilization report, managers can optimize team schedules, allocate resources better, and ensure a balanced workload distribution.

The reports refers to bookings created on DaySchedule only, so any external events coming from Google calendar or Microsoft calendar are already filtered out. While those events will be used to show the calendar availability to avoid double-bookings.

Number of bookings

This number of bookings reports reflects the total number of appointments received by a team member on a specific day. It provides a clear overview of the team’s workload in terms of appointments scheduled.

To see the number of bookings report -

• Click on View dropdown beside download button to select the “Bookings” view

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By tracking the number of bookings, managers can identify peak times, high-demand services, or any patterns in customer preferences.

Hours booked

The hours booked report calculates the total number of hours that team members have scheduled for appointments. On the other hand, ‘Hours available’ refers to the total number of working hours each member is available within a day.

To see the number of hours report -

• Click on View dropdown beside download button to select the “Hours” view

hours_booked/hours_available

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Managers can identify underutilized time slots or instances of overbooking a particular user. This report helps in optimizing schedules, ensuring that team members are neither overworked nor underutilized, ultimately maximizing productivity and customer service quality.