Services, staff & availability

Three things decide what a visitor can book and when: the services you offer, the staff who deliver them, and each staff member's availability. This page covers all three, and how to map them from your Webflow CMS instead of setting them up by hand.

Services

A service is one bookable thing. For each one you set:

• Duration, how long the appointment runs. This is also the slot spacing, so a 30-minute service offers slots every 30 minutes.
• Buffers, quiet time before and after the appointment, set separately. A booking with a 10-minute buffer after it will not let anyone book the next 10 minutes, useful for cleanup or notes.
• Cancellation cutoff, how close to the start customers may still reschedule or cancel online (24 hours by default). See Reschedule & cancel.
• Minimum notice, how many hours ahead someone must book (so no one books a slot starting in five minutes).
• Bookable window, how many days into the future the calendar opens.
• Price and payment required, if you charge for it. See Taking payments with Stripe.
• Note in emails, optional plain text added to this service's confirmation and reminder, such as "Bring your passport". See Your logo, colour and notes.

You can also attach locations and intake questions to a service.

Staff

Staff are who (or what) takes the bookings, a person, a practitioner, a room, a chair. Each staff member has a name, an optional email (used to notify them of new bookings), and a timezone. The timezone matters: all of their hours are interpreted in it, so a booking always lands at the right local time regardless of where the customer is.

Assign staff to services so the widget knows who can deliver what. A service with several qualified staff lets the visitor choose; a service with one skips the choice.

Availability

Each staff member has a set of weekly hours, for example Monday to Friday, 09:00 to 17:00, in their own timezone. WhenTap turns those hours into bookable slots for each service, subtracting anything that is already busy: existing bookings, buffers, and, if a calendar is connected, their real calendar events. See Connecting Google & Outlook.

Days off. Block a single date (a holiday, a day off) and no slots appear for that staff member on it. Days off are whole days; for a shorter gap, a busy event on a connected calendar blocks just that time.

Availability is recomputed live from all of this, and cached for about a minute so the widget stays fast under load. The moment a booking is taken, moved or cancelled, that cache is cleared so everyone sees the change straight away. A connected calendar event is picked up within that minute.

Removing a service or staff member. If it has bookings, it is archived rather than deleted, so the history stays intact and existing bookings keep working; it disappears from the widget and your lists.

Mapping from your Webflow CMS

If you already keep your team, services or locations as Webflow CMS Collections, you do not have to re-enter them. Map a Collection to WhenTap in the CMS panel and its items become bookable resources. Your Webflow CMS stays the source of truth: edit an item in Webflow and WhenTap picks up the change a few seconds after Webflow reports it, with a fifteen-minute resync as a backstop. See Booking write-back to your CMS for the other direction, writing bookings back into a Collection.