🎯 What is Time Slot Availability?
Time slot availability refers to which appointment times your customers can book through your AyaBookings system. The platform automatically manages which time slots are shown as available or unavailable based on your existing bookings and business rules.
🔍 How AyaBookings Manages Availability
The Smart Hold System
AyaBookings uses an intelligent 15-minute hold system to ensure fair and accurate availability:
- When a customer starts booking → Time slot is temporarily held for 15 minutes
- If payment is completed → Slot becomes permanently unavailable (confirmed booking)
- If payment fails or is abandoned → Slot automatically becomes available again after 15 minutes
- Other customers → Can book the slot once the hold expires
📊 Understanding Booking Statuses
Your appointments have different statuses that affect availability:
| Status | Meaning | Blocks Slot? | Duration |
|---|---|---|---|
| Confirmed (1) | Paid and approved | ✅ Yes | Permanently |
| Pending (0) | Awaiting payment/approval | ✅ Yes | 15 minutes only |
| Cancelled (2) | Rejected or cancelled | ❌ No | Never |
| Completed (3) | Service completed | ❌ No | Never |
🚀 Benefits of This System
For Your Business:
- Maximizes Revenue: No lost bookings from “phantom” unavailable slots
- Reduces Manual Work: Automatic cleanup of abandoned bookings
- Better Analytics: Accurate availability data
- Professional Experience: Customers see real-time availability
For Your Customers:
- Accurate Information: See only truly available slots
- Fair Access: Equal opportunity to book popular time slots
- Quick Booking: No confusion about availability
- Reliable System: Consistent booking experience
📈 Real-World Example
Scenario: A salon with 10:00 AM appointment availability
What Customers Experience:
10:00 AM - Customer A starts booking 10:00 AM slot 10:05 AM - Customer B checks → "10:00 AM unavailable" (within 15 min hold) 10:16 AM - Customer B checks → "10:00 AM available" ✅ (hold expired) 10:16 AM - Customer B books the slot successfully
What You See in Your Dashboard:
Appointment ID: #12345 Status: Pending (0) Created: 10:00 AM Time: 10:00 AM - 11:00 AM Customer: John Doe Payment: Incomplete After 15 minutes → Status automatically updates availability
🔧 Payment Method Scenarios
Pay at Venue Bookings:
- Customer books and chooses “Pay at Venue”
- Slot held for 15 minutes initially
- If customer doesn’t show up → Slot becomes available again
- If customer arrives → You can confirm the booking manually
Online Payment Bookings:
- Customer starts payment process
- Slot held for 15 minutes during payment
- Payment successful → Booking confirmed automatically
- Payment failed → Slot released after 15 minutes
Free Service Bookings:
- Customer books free service
- Booking confirmed immediately (no hold needed)
- Slot blocked permanently
📱 Platform Coverage
This availability system works across all AyaBookings platforms:
- 🌐 Web Platform: Real-time availability on your booking website
- 📱 USSD Platform: Accurate availability via mobile USSD codes
- 📊 Admin Dashboard: Consistent availability data in your management panel
⚙️ Technical Details (For Reference)
How It Works Behind the Scenes:
The system uses smart database queries that automatically filter bookings based on:
-- Simplified logic (you don't need to configure this) WHERE ( status = 1 -- Confirmed bookings (always block) OR ( status = 0 -- Pending bookings AND created_at > (current_time - 15_minutes) -- Only recent pending bookings ) )
Key Features:
- Real-time Updates: Availability changes instantly
- No Manual Cleanup: System handles everything automatically
- Database Efficient: Uses optimized queries for fast performance
- Timezone Aware: Works correctly across different time zones
🎯 Best Practices
For Business Owners:
- Monitor Your Bookings: Check your dashboard regularly to see booking patterns
- Set Clear Policies: Inform customers about your booking and payment policies
- Use Notifications: Enable email/SMS notifications for new bookings
- Review Analytics: Use availability reports to optimize your schedule
For Staff:
- Confirm Bookings Promptly: Update booking status quickly after service
- Handle Pending Payments: Follow up on incomplete payments within 15 minutes
- Manage Walk-ins: Update availability when accepting walk-in customers
- Communicate Clearly: Let customers know about booking confirmation process
🚨 Troubleshooting
Common Questions:
Q: Why is a slot showing as unavailable when I know it’s free?
A: Check if there’s a pending booking created within the last 15 minutes. The slot will automatically become available once the hold expires.
Q: Can I manually release a held slot?
A: Yes, you can change the booking status to “Cancelled” in your admin dashboard to immediately release the slot.
Q: What happens if multiple customers try to book the same slot?
A: The first customer gets a 15-minute hold. Others will see the slot as unavailable until the hold expires.
Q: How do I know if a booking is just pending vs confirmed?
A: Check your admin dashboard — pending bookings will show status “0” and confirmed bookings will show status “1”.
📞 Need Help?
If you have questions about time slot availability or need assistance with your booking system:
- 📧 Email: support@ayabookings.com
- 📱 Phone: +233 559416230
- 💬 Live Chat: Available on our website
- 📚 Knowledge Base: Browse our other helpful articles
This article helps you understand how AyaBookings ensures fair and accurate time slot availability for your business and customers.