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Automatic Working Hours

In Belbo, you must also maintain the working hours of your rooms and equipment. This ensures that the required equipment is always available for booking. If you wish, you can also automate this process.

Although it is possible to use this function for human employees as well, we strongly recommend restricting the activation of automatic working hours only to rooms and equipment.

Changes to the schedule – such as entering vacation – will be immediately overwritten by the activated automatic working hours. The function is therefore only suitable for rooms and equipment that should be available always (i.e., without illness, vacation or time off in lieu).

If you nevertheless activate the function for a human employee, please note that past working hours may also be affected by the change and overwritten!

Prerequisites for automatic working hours

The automatic working hours are based on the opening hours entered in the calendar. It is therefore important that your opening hours are correctly stored. Your opening hours are displayed in your calendar as a gray hatched area. They serve as a visual guide in the calendar and have no effect on the bookability of your employees. It is therefore quite possible that opening hours that may have been entered incorrectly so far had no impact on your daily business and were therefore not noticed or corrected.

  1. Check the opening hours in the calendar. These are normally located to the right of each date tab.
  2. If the opening hours are hidden, use the hatched areas in the calendar as a guide.
  3. To adjust the opening hours, proceed as described here.

Example of hatched opening hours in the calendar:

Activate automatic working hours

  1. Click on the desired resource in the calendar and then "View profile". If the resources are hidden in your calendar, you can open the profile under Settings > Rooms and Equipment.
  2. Activate the "Automatic working hours" function.
  3. Save your entry.

After saving, the working hours of the selected resource will be automatically entered within the opening hours. From now on, this process will be repeated every time the calendar is reloaded, until you deactivate the function again.

Block rooms & equipment with automatic working hours

If automatic working hours are activated for a piece of equipment or a room, the working hours will be entered automatically again continuously within the opening hours. If you want to block your rooms or equipment for a period of time, this must be done via an internal appointment or a break.

Merely removing the working hours from the schedule would immediately create new working hours.

To block rooms and equipment with automatic working hours, proceed as follows:

  1. Drag the desired time in the calendar with your mouse.
  2. In the appointment dialog that then opens, click on "Internal appointment".
  3. Enter the reason for the blockage and save your entry.

In the background, the availability ("working hours") of the resource is still entered. However, the blockage prevents booking of the resource.

If your rooms and equipment are hidden in the calendar, please click "All" in the bottom right of the calendar and select the rooms and equipment to display.

Automatic working hours in the schedule

You can also recognize automatic working hours in the schedule. Employees and resources for which this function is activated have a corresponding symbol (green circular arrow) next to their name:

Rooms and equipment marked in this way do not need to be manually transferred into the future.

Enter working hours manually

If you do not want your rooms and equipment to be automatically available within opening hours, you can of course also manually set the availability. This is suitable if:

In this case, do not activate automatic working hours in the resource's profile. To learn how to manually set availability, see here.