Manage availability, time off and the public contact calendar
Maintain a management contact roster, record OFF exceptions and publish today’s availability with optional Discord updates.
This guide describes the available features. Your account role, assigned modules, signed contract and network plan determine which controls you can use. Reading a guide does not change your access.
Start here
- Open Management Calendar. Owners can change it; manager accounts can review it in read-only mode.
- In Calendar & Managers, use Add Manager to create a contact entry and check its public contact information.
- Use Book Time Off or Book Off for a manager, select the date range and all-day or timed absence, then save.
- In Public Calendar, set Public Page Title, Calendar Timezone and Public Introduction before enabling Publish the today-only availability page.
- Choose Save Calendar Settings, then Open Public View to check Available Today, Off Today and the Contact buttons.
- If Discord updates are required, save the channel webhook and configure daily posting or explicitly use Post to Discord Now.
Understand this calendar’s manager roster
Only the main customer account can add or edit managers, book or remove time off, change public settings or post Discord updates. Manager accounts with module access can read the calendar. This roster is a contact and availability feature; Add Manager here does not create a site sub-user login.
The calendar records OFF exceptions. All managers are otherwise treated as available. Default Availability is public guidance about usual working hours, not an automatic shift schedule. Each manager receives a persistent randomly assigned colour for the calendar.
Calendar & Managers tab: maintain the contact entries
Add Manager opens Manager Name, Default Availability, TikTok Username, Discord Username, WhatsApp Number / Username, Tel / SMS Number and Email Address. Manager Name is required. Use contact details intended for public viewing through the manager’s Contact button. Email must be valid when supplied, and the Tel / SMS field accepts telephone-style characters and needs at least three digits.
Edit changes an existing roster entry. Remove permanently deletes that calendar manager and every attached time-off booking after confirmation. It is not a way to suspend a site login. Use Manager Management for actual Agency or Team accounts.
Book and review time off
Choose Book Time Off or a manager’s Book Off control. Select Manager, First Day Off and Final Day Off. With All day checked, the final day is included. For a timed absence, clear All day and enter Starts and Ends; the end must be after the start. A range crossing dates represents one continuous absence.
Private Note is optional, up to 500 characters, and never appears on the public availability page. The private dashboard can display it to permitted readers. A booking that overlaps another absence for the same manager is rejected. One booking cannot exceed 732 days.
Navigate the month controls or Jump to month and Go to inspect the right period. Only OFF exceptions appear in the grid. Time Off in View lists bookings overlapping the entire visible calendar grid, which can include dates adjacent to the named month. Remove deletes a booking after confirmation. To correct dates, remove the incorrect booking and create the replacement; this page does not expose a normal edit-booking form. Invalid stored bookings are flagged separately for review/removal.
Public Calendar tab: set the timezone and publish
Public Page Title and Public Introduction describe the public page. Calendar Timezone controls what today means and how booked times are displayed. Choose a valid timezone from the suggestions, especially if your team spans regions. Save Calendar Settings persists these choices.
Enable Publish the today-only availability page and save before using Open Public View or Copy Link. Unpublishing disables public availability access and switches off automatic Discord posting. The public link does not reveal the private full-month dashboard or private notes.
The public page shows Available Today and Off Today. Any booked time off during today puts the manager into Off Today, including a partial-day booking. Available managers have Contact buttons exposing their published contact details and usual working hours. Off managers are greyed out. An unavailable-page notice can mean an invalid link, an unpublished page or an unavailable network.
Set up Discord daily availability
In the public settings, enter a valid Discord Webhook URL for the destination channel. The page displays the saved webhook in masked form. Post automatically every day schedules the public link and available/off manager lists for 8:00 AM in the calendar timezone. Save Calendar Settings after changing these controls.
A published public calendar and saved webhook are needed before Post to Discord Now becomes available. That button sends a message immediately without changing the automatic schedule. Read the status, Last successful post time and any error afterward. The displayed last-post timestamp is UTC, while automatic posting uses Calendar Timezone.
Remove saved webhook deletes the stored destination when the settings are saved. Treat a webhook as a channel posting credential. If posting fails or is busy, check the stated message and saved settings before retrying; avoid repeatedly sending while a request is still processing.
Frequently asked questions
Does Add Manager create a login?
No. It adds a contact entry to the Management Calendar. Site manager accounts are managed separately and originate from Backstage imports.
Does Default Availability automatically mark someone off outside working hours?
No. It is guidance for public viewers. The calendar marks OFF exceptions from actual time-off bookings.
Why is someone Off Today for a short absence?
The public page marks a manager off if any booking overlaps today, including a timed partial-day absence.
Can managers edit their own time off?
The current page is read-only for manager accounts. The main customer account controls all time-off changes.
Does a private note appear publicly or in the daily availability list?
The public availability view excludes private notes. The note is private dashboard information.
Why is Post to Discord Now disabled?
Publish the public calendar and save a valid webhook first. The button depends on that saved configuration.
Can I remove a manager without their bookings?
Remove deletes that calendar manager and every attached booking. Keep the entry if you need its booking history.
Still stuck? Note the page name, the step you tried and the exact message shown. Managers and sub-users should contact their network owner; owners should contact their platform administrator. Never include passwords, webhook URLs, recovery links or private identity documents in a general support message.