Schedules in Sparkforge: Centralized Calendar Availability

By Sparkforge Support Team ·Last reviewed May 3, 2026

Schedules are reusable availability templates that combine weekly hours, date overrides, and per-user time zones. Set hours once, attach the schedule to any calendar, and update everywhere from a single place.

Schedules replace per-calendar availability editing with one shared object you can attach to any calendar. Update working hours once and every linked calendar reflects the change — no more hunting through calendars to fix the same thing five times.

Schedules are currently a Labs feature. Enable it under Agency Settings > Labs > Sub-Account > Calendars - Schedules.

Schedule vs Custom Schedule

Schedule: centrally managed, reusable across calendars.
Custom Schedule: edits scoped to a single calendar, managed inside that calendar only.

Why Use Schedules

Manage every user’s hours from one place.
Reuse the same schedule across multiple calendars or services.
Each new user starts with a default schedule for instant booking readiness.
Create one-off custom schedules when a single calendar needs special hours.
Automatic migration of existing availability — no rework on enable.

Each user can have multiple Schedules. Each calendar can have one Schedule per user at a time.

Where to Find Schedules

Admin view: Calendars > Calendar Settings > Availability (or Settings > Calendars > Availability).
Per-user view: Settings > My Profile > scroll to Schedules.
Manage someone else’s: Settings > My Staff > edit pencil > User Availability.

Create a Schedule

Select the staff member from the user dropdown.
Click Create Schedule, name it, click Create.
Set weekly working hours to define when availability shows up.
Set the time zone the schedule’s availability is stored in.
Add date-specific overrides for holidays, special hours, or blackout dates.
Use Active On to pick which calendars this schedule applies to for that staff member.
Save.

Manage Existing Schedules

Set as Default (pushpin): any new calendar a staff member is added to inherits this schedule automatically.
Rename (pencil): clarify the purpose.
Duplicate (papers): clone a schedule as a starting point for a variant.
Delete (trashcan): only available when the schedule isn’t active on any calendars.

Per-Calendar Schedule Edits

Open Calendars > Calendar Settings > Edit Calendar > Availability tab to switch a calendar to a different schedule or create a Custom Schedule for that calendar only. Updates to a Schedule propagate to every linked calendar even when initiated from one.

Custom Schedules

Custom Schedules apply only to one calendar and contain their own weekly hours, time zone, and date overrides. Create one from the calendar’s Availability tab: select the staff member > Edit > Customize schedule for this calendar only. They don’t appear in the main Schedules list.

Migration of Existing Availability

For existing calendars, Sparkforge automatically converts current availability into Custom Schedules so nothing breaks on enable. You can replace those with reusable Schedules whenever you’re ready.

Frequently Asked Questions

What happens to my old availability when I enable Schedules?

Sparkforge migrates each existing calendar’s availability into a Custom Schedule scoped to that calendar. Nothing breaks; you can replace them with reusable Schedules later.

Can I use the same Schedule on Round-Robin calendars?

Yes. Pick the Schedule for each user inside the Round-Robin group and the system handles the rest.

Will date-specific overrides affect every calendar using the schedule?

Yes. If you need an exception on just one calendar, create a Custom Schedule on that calendar instead.

How does the staff time zone interact with the calendar’s time zone?

Availability is stored in the staff member’s time zone. The booking widget converts slots to the visitor’s browser zone automatically.

Will updating a Schedule cancel existing appointments?

No. Existing events stay put. Only future open time slots are recalculated against the new hours.

Can I import or manage Schedules via API?

Not yet. Schedules are managed in-app for now — API support is on the roadmap.