Who This Is For / When to Use
This article is for account owners, administrators, and assigned calendar users who need to schedule appointments outside normal working hours.
What Overriding Availability Means
Overriding availability allows you to:
Book appointments outside defined availability hours
Make one-off scheduling exceptions
Handle urgent or special requests without changing calendar rules
This only applies to manually created appointments.
Public booking pages still follow normal availability rules.
Important Permission Requirement
For team calendars, availability overrides are only allowed if:
You are an assigned user on that calendar
Users who are not assigned cannot schedule outside availability.
Step 1: Open the Calendar
Navigate to Calendars
Use the calendar dropdown to select the correct calendar
Step 2: Start a New Appointment
Click + New Appointment in the top-right corner
Step 3: Select the Contact
Search for and select the contact
Confirm the correct calendar is selected
Step 4: Choose a Custom Date and Time
In the Date & Time section:
Select the appointment date
Choose a time outside the normal availability
The system allows this because the booking is manual
Step 5: Save the Appointment
Review appointment details
Click Book Appointment
The appointment is added even though it falls outside availability.
What Happens After Saving
Once saved:
The appointment appears on the calendar at the selected time
Availability rules remain unchanged
You can edit or delete the appointment at any time
Common Use Cases
Accommodating Special Requests
Book meetings outside normal hours for contacts with limited availability.
Handling Urgent Appointments
Quickly schedule last-minute or after-hours meetings without reconfiguring availability.
Notifications and Team Awareness
If User Notifications are enabled:
Assigned users receive email or in-app notifications
Notifications are sent even if the appointment is outside normal hours
FAQ
Can I schedule appointments outside regular availability?
Yes. Manual appointments bypass availability rules.
Do public booking links allow this?
No. Public booking pages always follow availability settings.
Who can override availability on team calendars?
Only users assigned to the calendar.
Can I edit or delete manually scheduled appointments?
Yes. Open the appointment to edit or delete it at any time.
Does overriding availability change my calendar rules?
No. It only applies to the individual appointment.
Will the assigned user be notified?
Yes, if user notifications are enabled in the calendar.