Availability Exceptions

Not every day goes according to plan. Continuing education, holidays, a free afternoon, or three weeks of vacation — with availability exceptions, you tell TheraTap when you are unavailable. The affected time periods are automatically removed from your online booking, so clients only see appointments that are truly available. No follow-up calls, no double bookings, no misunderstandings.

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At a Glance

Three Exception Types

Full day, time range, or recurring — the right type for every absence.

Effective Immediately

Every exception takes effect in real time. Blocked times disappear instantly from online booking.

Team & Resources

Exceptions apply practice-wide or only to individual therapists and rooms — you decide.

Calendar Overview

All blocked times appear color-coded in your practice calendar — nothing is overlooked.

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The Three Exception Types

Depending on the situation, you choose the appropriate type:

Type	When to Use?	Examples
Full Day	You are unavailable for the entire day	Vacation, holiday, sick day
Time Range	Only certain hours on a day are blocked	Doctor’s visit in the morning, free afternoon, continuing education from 1—5 PM
Recurring	Regular absences on specific weekdays	Every Wednesday off, Friday afternoon continuing education

Tip

For multi-day vacations, use the Full Day type and enter the entire date range. You do not need to create a separate entry for each day.

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Creating an Exception

1. Open Settings

   Navigate to Settings > Availability Exceptions. You will see an overview of all existing exceptions.

2. Choose Type

   Click Add New Exception and choose one of the three types:

   • Full Day — Select the date (or a date range). The entire day will be blocked.
   • Time Range — Select the date, start time, and end time. Only this time period will be blocked.
   • Recurring — Select the affected weekdays (e.g., Monday and Wednesday) and when the rule should take effect. Optionally, you can set an end date — without an end date, the rule applies indefinitely.

3. Add Title and Description

   Give the exception a descriptive title (e.g., “Summer Vacation”, “Osteopathy Continuing Education”, or “Holiday”). Optionally, you can add a description — this is only visible to you and your team.

4. Save

   Click Save. The exception becomes active immediately — the affected time slots are no longer bookable from this moment on.

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How Exceptions Affect Online Booking

As soon as you save an exception, the following happens automatically:

• The affected times disappear from online booking — clients no longer see these slots at all
• Your regular working hours are overridden for the period
• In the practice calendar, blocked times are highlighted in color so you and your team always maintain an overview

Example — Time Range:

• Your working hours on Monday: 8:00 AM — 4:00 PM
• You enter an exception: Monday 12:00 PM — 4:00 PM (continuing education)
• Result: Only 8:00 AM — 12:00 PM remains bookable

Example — Recurring:

• You want to take every Friday off
• Type: Recurring, Weekday: Friday, Start: March 1, 2025
• Result: Starting in March, every Friday is automatically blocked for bookings

Note

Exceptions always take priority. If working hours and an exception overlap, the exception wins. This ensures that blocked times truly remain blocked.

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Team and Resource Exceptions

Availability exceptions can be set at two levels:

Level	Effect	Typical Use
Practice-wide (Team)	Applies to the entire practice and all bookings	Holidays, company vacation, practice events
Per Resource	Applies only to a specific therapist or a room	Individual vacation, a colleague’s continuing education, room renovation

Both levels are considered when calculating availability. If either the practice or the required resource is blocked, the time slot cannot be booked.

Tip

Resource exceptions can be found under Settings > Resources & Rooms. Select the desired resource and switch to the Exceptions tab.

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Managing Exceptions

All exceptions can be adjusted at any time:

• Edit — Change date, time, title, or description
• Extend or shorten — Flexibly adjust time periods
• Delete — The exception is removed and the times are immediately bookable again

Every change takes effect in real time on online booking. No restart or additional publishing is required.

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Interaction with Other Settings

Setting	Role
Working Hours	Define the framework in which bookings are possible
Availability Exceptions	Exclude specific times within this framework
Resources & Rooms	Can have their own exceptions, independent of practice exceptions
Treatment Types	Determine the duration and type of bookable appointments

Together, these create a realistic representation of your actual availability — automatically calculated, always up to date.

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Related Topics

• Working Hours — Set the booking framework for your practice
• Online Booking Calendar — How booking works for your clients
• Resources & Rooms — Manage therapists, rooms, and equipment
• Treatment Types — Which services are bookable
• Appointment Requests — Manually review and confirm bookings