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Searching for long duration appointment slots with a floating downtime rule enabled.
Searching for long duration appointment slots with a floating downtime rule enabled.

How do I configure my scheduling rules to find long appointment slots when I have a floating downtime rule enabled?

Timothy Barnes avatar
Written by Timothy Barnes
Updated over a week ago

When you have a floating downtime rule enabled during the middle of your work day, searching for long duration events using Gazelle's smart routes can sometimes cause a 'No Results Found' message to display. This only happens when the duration of the appointment slot you are searching for exceeds the available times on either side of your floating downtime rule (as is usually the case with long appointment times with +4h durations). Here are the steps to prevent this 'No Results Found' message in this scenario:

Step 1: Copy (or create) a secondary service area and label it "For Long Appointments..."

Step 2: (Optional) Untick the box for 'Show openings in this service area to clients who are using the self-scheduler' if you don't want self-scheduling clients to be offered slots that use this secondary service area & corresponding availability rules.
Step 3: Add an availability for this secondary service that mirrors your primary service area availability but WITHOUT the floating downtime rule and WITH steps 4 & 5 configured exactly as shown below.
Step 4: Limit this availability to 1 appointment per day to force this rule to only be applied on open days (this is the most important step).

Step 5: Ensure your start-of-day and end-of-day rule is set to 'At-Start-Of-Day-Location' to avoid edge cases with events scheduled outside your availability rules.

Step 6: Run tests to ensure you are seeing the availability you desire.

Step 7: Done.

With this configuration when Gazelle returns 'No Results Found' in your primary service area, it will still show limited results that work for open days within your secondary service area. However, because these availabilities mirror each other, when clients search for shorter duration appointment slots Gazelle's algorithm will only use your primary service area availability rules that includes a floating downtime rule, allows for more than one appointment per day to be scheduled, and follows your primary service area's other scheduling configurations and preferences.

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