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Availability profiles

An availability profile is a named set of bookable hours and rules. You can have several — "client work hours", "deep-focus mornings", "office hours" — and tie different event types to different profiles.

Manage profiles at Availability in the sidebar.

Why profiles instead of one calendar​

Most calendar apps let you set "working hours" once and apply them everywhere. That's fine until you want:

  • Coaching sessions only on Tuesday and Thursday afternoons.
  • Discovery calls open weekdays 9–5, but renewal conversations Tuesday mornings only.
  • Office hours one Wednesday a month with a 3-bookings-per-window cap.
  • Different timezones for different audiences.

Profiles solve that by letting you name, configure, and reuse availability rule sets independently from event types.

Default profile​

Every user has one default availability profile, created when the user is provisioned. If no event type overrides it, this is the profile applied to that event type.

You can edit the default at Availability → Default or reassign which profile is the default.

Per-event-type override​

At Event Types → [type] → Availability, choose:

  • Use my default profile (most common).
  • Use a different profile (e.g., "Office hours" for a specific page).

Different event types on the same booking page can use different profiles — useful when one page hosts both "30-min intro call" (open weekdays) and "weekly retainer" (Tuesdays only).

Timezone​

Each profile has its own timezone. Visitors to a booking page see times in their local timezone (auto-detected, with a manual override). The host's profile timezone determines what "9 AM" means.

For traveling consultants, you can leave the profile timezone as your home timezone — CalKeep does the conversion for the visitor.

How busy time is merged​

When CalKeep checks whether a slot is bookable, it merges:

  • The availability profile's allowed hours.
  • Free/busy from every calendar the host has connected for availability — Google, Outlook, iCloud, Yahoo. See Connect calendars for setup.
  • Any event-type-level constraints (max bookings per day/week, buffer time before or after, minimum notice, maximum days out).

A slot needs to clear all three checks to be offered to the visitor. Private event titles, attendees, and notes never leave the host's calendar — only the busy/free signal contributes to the merge.

Buffers and constraints​

Each event type can add:

  • Buffer before — minutes of clear time before the booking (defaults to 15).
  • Buffer after — minutes of clear time after (defaults to 0).
  • Minimum notice — how soon a visitor can book, in minutes (default 120, i.e., 2 hours).
  • Rolling days — how far in advance a visitor can book (default 60 days).
  • Per-day cap — at most N bookings per calendar day on this event type.
  • Min / max attendees — for events with multiple participants.
  • Allow / disallow rescheduling and cancellation — per event type.

Configure under Event Types → [type].

Multiple calendars per host​

A host can connect any number of calendars. CalKeep treats each connected calendar as a busy-time source. Common patterns:

  • Personal Google + work Outlook on the same person — both block availability without exposing private titles to the booking page visitor.
  • A consultant invited as a guest into a client's tenant — add the guest calendar so client commitments block booking conflicts.

For privacy boundaries when multiple calendars are connected, see Team calendar visibility and privacy.

Round-robin pools​

A team booking page (see Booking pages) honors each member's availability profile independently. The page checks every member's profile + connected-calendar busy time, then offers slots where at least one member is free.

Troubleshooting​

  • Visitor sees no slots even though I think I'm free: confirm the event type is using the right availability profile, and that the profile timezone matches your expectations. Also check connected calendars at Sync History in case a sync error has flagged a swath of fake busy time.
  • Slots appear in the wrong timezone: check the profile's timezone setting; visitors see their own local time but the underlying slot is computed against the profile's zone.