Manage Dealer and Individual Schedules: Availability, Time Blocks, Holidays, and Advisor Time Off

Use the Dealer Schedule for dealership-wide availability and an Individual Schedule for one service advisor, then verify the result before customers or staff book appointments.

Overview

Schedule layers control different scopes of availability:

Schedule	Use it for	Example
Dealer Schedule	Availability that applies to the entire dealership.	A dealership holiday or all-day closure.
Individual Schedule	Availability for one service advisor.	Time off, a role change, or a recurring Saturday rotation.

Individual availability works within the dealership’s available hours. Capacity rules, appointment limits, and Online Scheduler settings can further restrict which times appear as bookable.

Before you start

Use an account authorized to edit Scheduler schedules.
Decide whether the change applies to the entire dealership or only one service advisor.
Record the affected dates, times, and whether the change is one-time or recurring.
Review existing appointments before closing time that may already contain bookings.

Choose the correct schedule

Use the Dealer Schedule when every service advisor should be unavailable for the same period.
Use an Individual Schedule when only one service advisor should be unavailable.
For recurring rotations, update only the affected recurring pattern so unrelated days remain unchanged.

Important: Blocking dealership-wide time can affect all bookable appointment times. Blocking one service advisor does not automatically close the dealership.

Block one service advisor

Open Settings.
Select Appointments.
Select Individuals Schedule.
Select the service advisor.
Navigate to the date you need to change.
Select the unavailable time block or blocks (Hold "Shift" key to select multiple time slots in adjoining rows or columns or hold "Ctrl" key to select multiple time slots while selecting a range of time slots or clicking on individual time slots).
Save the change.
Refresh Scheduler and confirm that the service advisor no longer appears as available for the blocked period.

Use this process for a full day, a partial day, or a future date. For a service advisor who should have no future availability, review and update the recurring schedule instead of blocking dates one at a time.

Block the entire dealership

Open Settings.
Select Appointments.
Select Dealer Schedule.
Navigate to the event or holiday date.
Select the dealership-wide unavailable time block or blocks (Hold "Shift" key to select multiple time slots in adjoining rows or columns or hold "Ctrl" key to select multiple time slots while selecting a range of time slots or clicking on individual time slots).
Save the change.
Refresh Scheduler and confirm that no new appointments can be booked during the closed period.

Important: A schedule change does not necessarily move or cancel appointments that were already booked. Review existing appointments for the affected period and follow your dealership’s process for customer communication.

Maintain recurring schedules

Open the recurring or weekly schedule for the dealership or service advisor.
Identify the exact days in the recurring pattern that need to change.
Update only those days or time blocks.
Preserve separate rotations, such as alternating Saturdays, unless they are also changing.
Save the recurring schedule.
Check multiple future weeks to confirm the pattern is correct.

Expected result: Future availability follows the updated pattern without overwriting unrelated days.

Select multiple time blocks

When the schedule editor supports multi-selection, select the affected blocks before saving. Confirm both adjacent and non-adjacent selections before you apply the change.

Expected result: Every selected block shows as unavailable after the schedule refreshes.

Validate the change

Refresh the Scheduler page after saving.
Check the affected date and service advisor.
Review both the staff-facing schedule and the Online Scheduler when the change should affect customer booking.
Confirm that the intended times are unavailable and unaffected times remain available.
Check a future occurrence when the change is recurring.

Troubleshooting

Issue	What to check
The blocked time still appears	Confirm that you edited the correct schedule layer, saved the change, refreshed the page, and selected the correct date and service advisor.
The service advisor is still available online	Review the individual schedule, dealer hours, capacity rules, assignment rules, and Online Scheduler configuration.
Too much time was blocked	Reopen the recurring pattern and confirm that unrelated days or rotations were not selected.
The dealership is closed but existing appointments remain	Review existing appointments separately. Schedule changes control future availability and may not change previously booked appointments.
A global hours or slot-size change is needed	Contact an authorized administrator or myKaarma Support if the setting is not available to your role.

When contacting myKaarma Support, provide the affected date range, whether the issue applies to the Dealer Schedule or an Individual Schedule, the service advisor when applicable, the expected availability, and the result you see.