Distribution method - Pooled availability

Pooled availability is a powerful feature that combines the availability of multiple team members and displays this to Customers as a single booking calendar. When Customers select a time, the booking is automatically assigned to the team member with the longest idle time.

Pooled availability is a Customer-focused distribution method that should be used if providing Customers with the maximum number of time slots is most important. Pooled availability can be used in multi-user scenarios, single user scenarios and in resource and location scheduling. You can setup Pooled availability in a Master page using Static rules or in a Resource pool

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How are bookings assigned with Pooled availability? 

When a Customer selects a time on your Master page, we first check which Booking pages are available at the time selected by the Customer. Then, we assign the booking to the Booking page with the longest idle time, meaning the Booking page that hasn’t received a booking for the longest amount of time.

Using Pooled availability in Master pages with Static rules:

  1. Create a Booking page for each member, resource, or any other entity that you would like to automatically assign. Do not configure any Booking page settings yet.
  2. To use Pooled availability, you must use at least one Event type to create commonality in the booking settings. You can use multiple Event types or a single Event type if you only have one meeting type. If you use one Event type, the system will automatically select it for the Customer. The name of the single Event type should be the subject of your appointment. For example, if you are offering a free consultation, name the single Event type "Free consultation." 
    • Please note that all Event types used in Pooled availability must use Automatic booking mode. Pooled availability is not possible in Booking with approval mode.
  3. Associate your Event types with your Booking pages in the Event types section of the Booking page.  If you have created a single Event type, all Booking pages that participate in Pooled availability should be linked to this Event type.
  4. You can now complete the rest of the settings on the Booking pages and the Event types. Please note that if you have Booking pages with different time zones, the setting for using time zones with your Customers (in the Time slots section) must be enabled.
  5. Go back to Setup and create your Master page. Be sure to select Rule-based assignment as the Master page scenario. 
  6. In your newly created Master page go to the Assignment section and follow these steps:
    1. In the Rule types step select Static.
    2. In the Distribution method step select Pooled availability.  
    3. Finally, in the Included Booking pages step select the Booking pages you would like to combine the availability of into one single booking calendar.  You can add or remove Booking pages from here at anytime.
  7. Next, go to the Labels and instructions section and define the Public labels your Customers will see. Here, you can also define selection instructions for your Customers.
  8. You are all done! To see the page in action, click the live link in the Master page's Overview section.

Using Pooled availability with Resource pools:

  1. Go to Setup, open the left sidebar and select Resource pools in the tools section.
  2. Click the blue button to create a new Resource pool. The New Resource pool popup appears.
  3. Name your Resource pool.
  4. Select Pooled availability as the Distribution method.
  5. Select a Reporting cycle.
  6. Click Save & Edit. You will be redirected to the Resource pool Overview section.
  7. Navigate to the Resources section and select which Booking pages to include in the dropdown.
  8. Go back to Setup and create your Master page. Be sure to select Rule-based assignment as the Master page scenario. 
  9. In your newly created Master page go to the Assignment section and follow these steps:
    1. In the Rule types step select Dynamic.
    2. In the Event-based rules step add the Event types you want to offer in your Master page.
    3. Select your Resource pool using Pooled availability as the Primary team member providing your Event type.
  10. Next, go to the Labels and instructions section and define the Public labels your Customers will see. Here, you can also define selection instructions for your Customers.
  11. You are all done! To see the page in action, click the live link in the Master page's Overview section.
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