How to bulk edit calendar availability for several team members

Table of contents

1. What is bulk availability editing?
2. Key benefits of bulk availability editing
3. Weekly working hours in bulk editing
4. Date-specific hours in bulk editing
5. Adding date-specific hours in bulk
6. Smart saving logic for bulk changes
7. How to set up bulk availability editing
8. Frequently asked questions

What is bulk availability editing?

The bulk availability editing feature in Futuria CRM helps you update availability for several team members from a single area of the calendar settings. It is designed for teams that need to adjust weekly working hours or date-specific hours without having to edit every user individually.

This feature is particularly useful when several users share similar schedules, need the same special availability on a specific date or require coordinated updates across a calendar.

Key benefits of bulk availability editing

Bulk availability editing helps administrators and calendar managers make schedule updates faster, reducing the risk of accidental changes. The improved experience gives users clearer context before saving and greater control over how updates are applied.

• Clearer updates: an information banner appears while you edit weekly working hours, so you know the changes will apply to all the selected users.
• Safer changes: section-specific saving helps prevent weekly working hours and date-specific hours from overwriting each other.
• Better visibility of exceptions: date-specific hours are grouped by date, so you can review exceptions for all the selected users more easily.
• Faster management of team availability: add date-specific hours once and apply them to all the selected users at the same time.

Weekly working hours in bulk editing

Weekly working hours define the recurring, regular availability for the selected team members. These hours are typically used for standard working days, normal opening hours or recurring availability for appointments.

When you edit weekly working hours in bulk editing mode, any change you make applies to all the selected users once you save. This helps you understand the scope of the update before applying it.

Use weekly working hours when you need to update a recurring schedule, for example to align team hours across a shared calendar or update regular appointment availability after a change in staff or opening hours.

Date-specific hours in bulk editing

Date-specific hours are used to manage availability exceptions on specific calendar dates. They are useful when a user or a team has availability that differs from the normal weekly working hours on a particular day.

The improved bulk editing experience shows date-specific hours grouped by date for all the selected users. This gives you a clearer view of which users have availability set for each date before you make any changes.

This structure makes it easier to manage exceptions such as public holidays, special events, days with limited availability, extended hours or temporary schedule changes.

Adding date-specific hours in bulk

Adding date-specific hours in bulk lets you apply the same date-based availability block to every selected user at once. This is useful when several team members need the same special availability or a period of unavailability on a specific date.

When you add a new date-specific hours block in bulk editing mode, Futuria CRM applies that block to all the selected users. Once created, you can still edit or remove the entry for individual users as required.

Smart saving logic for bulk changes

Bulk availability updates now use section-specific saving behaviour. This means Futuria CRM updates only the availability section you edited, helping prevent the accidental loss of hours when editing several users.

For example, if you update the weekly working hours, only the weekly schedule is changed. If you update the date-specific hours, only the date-based exceptions are changed. Sections you have not edited are left untouched by the save action.

How to set up bulk availability editing

Configuring bulk availability editing correctly helps ensure the right team members receive the intended schedule updates. Before saving, check the selected users and confirm whether you are editing recurring weekly working hours or date-specific hours.

• In Futuria CRM, go to Calendars.
• Open Calendar settings.
• Select the calendar you want to update.

• Click the pencil icon to edit the calendar you want.

• Go to the Availability tab.

• Click Bulk edit.
• Select the team members you want to update.
• Click Edit hours.

• Update the weekly working hours or the date-specific hours.

• Review the selected users and the availability changes.
• Click Save changes.

Only the availability section you edited will be updated. For example, saving the weekly working hours will not remove the date-specific hours, and vice versa.

Frequently asked questions