Availability System
Learn how to set up and manage your availability for smart scheduling and group coordination.
Quick Start
What is the Availability System?
EventMoot's availability system helps you and your party find the best times to gather. By setting your availability once, you can:
- Skip repetitive scheduling polls - Your groups can see when you're free without endless back-and-forth
- Get smart suggestions - The system recommends optimal session times
- Avoid double-booking - Automatic detection of scheduling conflicts across all your games
- Handle exceptions - Mark specific dates as unavailable for conventions, holidays, or life stuff
How It Works
The availability system uses a layered approach where different levels of settings can override each other. This gives you flexibility while keeping your schedule consistent across all your gaming groups.
The Three Layers
- Global Availability - Your default schedule that applies to all your Moots
- Group Overrides - Custom settings for specific Moots (maybe you're more flexible for your weekly campaign than your monthly one-shot group)
- Date Exceptions - One-off changes for specific dates (convention weekend, visiting family, etc.)
Each layer can override the one below it, giving you fine-grained control.
Key Concepts
Time Slots
Time slots are named periods of the day that make scheduling easier. Instead of entering "7:00 PM to 11:00 PM" repeatedly, you can select "Evening" and EventMoot knows when that is for you.
Default time slots:
- Morning - 7:00 AM to 12:00 PM
- Afternoon - 12:00 PM to 5:00 PM
- Evening - 5:00 PM to 9:00 PM
- Night - 9:00 PM to 2:00 AM
You can customize these times to match your actual schedule - night owls and early birds welcome.
Weekly Patterns
Your weekly pattern is your recurring availability. For example:
- "I can play weekday evenings after 7 PM"
- "Weekends are wide open for game days"
- "Never schedule me before noon on Sundays"
This pattern repeats every week until you change it.
Participation Modes
When you join a Moot, you can choose how your availability is shared:
| Mode | What It Means |
|---|---|
| Active | You manage your own availability |
| Default Schedule | Uses your global availability automatically |
| Always Available | You're shown as available for any time |
| Never Available | You're excluded from scheduling (on hiatus) |
| Admin Managed | A group admin sets your availability |
Exceptions
Exceptions are changes to your normal schedule for specific dates:
- Unavailable - Block out an entire day (convention, family visit, moving day)
- Available - Override to be available when you normally wouldn't be
- Modified - Different hours than your usual pattern
Timezone Handling
Playing with friends across the globe? EventMoot handles timezones automatically:
- Your availability is stored in your local timezone
- Other players see times converted to their timezone
- Daylight Saving Time transitions are handled correctly
- You can update your timezone in your Profile if you relocate
Availability Hierarchy
Higher layers override lower layers. Date exceptions have the highest priority.