Availability & Unavailability Management

(For Machines & Rooms)

Availability / Unavailability Management defines when a Machine or Room can or cannot be booked.

By default, Machines and Rooms are available
When an issue occurs (maintenance, breakdown, cleaning, calibration, etc.), admins mark them as Unavailable
Appointments cannot be booked during unavailable periods
Any existing appointments during the newly added unavailability will be cancelled and marked as conflicts

Key Rules

Availability is ON by default
Unavailability is explicitly added
Unavailability can be:
- Full day
- Partial day (specific time ranges)
- Single day or multiple days
Uses the same calendar views as staff rota

Calendar Views

The same calendar is used for:

Viewing availability
Adding unavailability
Editing unavailability

Available Views

Day View
Week View

Weekly Availability Screen

Shows the availability status for a selected week.

Each day displays:

Day and date
Toggle: Room/Machine Not Available
Existing unavailable time ranges (if any)

Previous / Next week arrows
Calendar picker
Current Week button

Actions

Edit This Week Availability
Add Unavailability
View Schedules

Add Unavailability – How It Works

When Add Unavailability is used:

A new unavailability period is created
Applies starting from the selected start date
Can optionally:
- Span multiple days
- Be copied across multiple weeks
- Have an end date

How to Add Unavailability

Step 1: Select Date Range

Start Date
End Date (optional)
- Same date = single-day unavailability

Step 2: Set Availability Status

Choose one of the following:

Option A: Unavailable (All Day)

Toggle Mark Unavailable (All Day) ON
Machine/Room is blocked for the entire day(s)

Option B: Partial Unavailability

Define unavailable time range (e.g. 10:00 AM – 1:00 PM)
Click + to add multiple time slots
Use delete icon to remove a time slot

Step 3: Notes (Optional)

Admins can add notes such as:

Maintenance
Repair
Calibration
Cleaning
Out of service

Step 4: Preview

Selected days and time ranges are shown in preview
Conflicts are highlighted (if any)

Step 5: Save or Cancel

Save → Unavailability is applied
Cancel / X → Discard changes

Edit Unavailability – How It Works

Admins can:

Modify date range
Change time slots
Switch between full-day and partial unavailability
Update notes
Remove unavailability completely

Changes apply immediately after saving.

Schedule Management (Machine / Room)

Schedules provide a list-based view of planned unavailability.

View Schedules

Shows:

Date range
Unavailable time range
Notes
Action (Edit)

Create New Schedule

Opens the Add Unavailability flow
Same rules and validation apply
UI differs from Leave Management but logic remains the same

Conflict Handling

If unavailability is added or edited:

Any future appointments using the machine or room during that time:
- Are cancelled
- Marked as Conflict in the Admin list view
Other linked resources are released automatically

Notes

Machines and Rooms do not use Rota
Availability is assumed unless explicitly blocked