Manage time off and recover affected bookings

Open Team, choose Time off, and select Report absence.

Use People & roster for planned working hours, recurring unavailable blocks, and special dates. Use Time off when an absence or leave period needs a calendar block, affected-booking review, or customer notifications.

Choose the unavailable bookable team member and enter the business-local dates and times, or turn on All day to block every selected day from midnight through the end of the last day. An absence can cover up to 90 days.

Choose the time-off type and add an optional internal note for operational context. Internal notes are not shown to customers.

Choose No customer notification, Email, SMS, or Email + SMS. Account-level appointment notification settings are enforced, so a disabled channel cannot be selected.

When notifying, write a calm customer message that explains the availability change without revealing private health, employment, or disciplinary information. No client-facing message is required when you choose No customer notification.

Select Review affected appointments. Confirm the overlapping booked and pending appointments, delivery channels, unreachable customers, and the exact absence window before sending.

When SMS is selected, review the estimated billable SMS, remaining included allowance, monthly limit, and maximum estimated charge. Choose email if SMS is unavailable or exceeds the business limit.

Appointments with an active payment request need manual follow-up. Cancel or waive the payment request from the appointment before rescheduling it; these clients are not sent a recovery link that they cannot use.

Select Block time & notify, or Block without notifying. Schedmo creates the time-off record, removes that range from the team member’s availability, applies the latest account notification settings again before delivery, and records the action in the audit trail.

If the affected appointments change before you save, review the updated list again. If a save cannot be confirmed, refresh Time off to check whether it was saved before retrying. A notification warning after saving means the calendar block is already in place.

Affected appointments remain booked. Customers receive a private recovery link and can choose a qualified team member and a live available time without signing in.

Open the time-off record to monitor email and SMS delivery, awaiting customers, reschedules, reassignments, cancellations, and unreachable contacts.

Open an affected appointment from the time-off record when staff need to reschedule, reassign, cancel, or contact the customer manually. Mark it handled only after the real-world outcome is recorded.

Resolve the absence after every affected appointment is handled. Resolving closes the recovery case but keeps approved time off in place. If you force resolution with outstanding appointments, arrange their follow-up separately.

Cancel the absence when the team member is available again, including after the recovery case was resolved. This cancels the linked time-off block and closes unused recovery links; it does not cancel customer appointments.

Use Call client, Email client, or Open on an affected appointment to follow up. Failed, skipped, or suppressed messages need attention; queued is not proof of delivery. Mark handled closes the recovery link and does not change the booking. Ordinary reminders are suppressed while an appointment still overlaps approved staff absence.