Availability and Work Schedule

Jessica Paxton Updated by Jessica Paxton

Set Your Availability and Work Schedule in Your Dashboard

In your dashboard, you can set your business time zone, set standard work hours and days of the week, and tell us the holidays where you and your team members are available or unavailable. You can also let us know when you or your team members will be out of office for other reasons, such as vacation time.

This will affect which instructions the receptionists follow based on your office hours. During working hours, your receptionists will follow your account's default instructions, and attempt transfers if applicable. Outside of working hours, and on days you are unavailable, your after-hours instructions will be followed, and no transfers will be attempted on the account.

This article will cover:

How to create your initial work schedule

  1. Access your business and team member availability schedule by selecting the "Availability" icon in the left-hand menu:
  2. To add your schedule, click Create Work Schedule.
  3. Go through the Work Schedule form to set:
  • Time zone
  • Working hours for each day of week
  • Any upcoming vacations or temporary unavailability.
  • Holidays where you intend to be unavailable.
    If a holiday is set to unavailable, we will not attempt transfers to you, and use your after-hours instructions, if applicable. If a holiday is set to available, we will use your default instructions for that day.
  1. Click "Save" and you now have your availability schedule set!
If your office is marked “available” for any federal holiday, our system will send an automated message to you a few days before the holiday, in case you forgot to change your settings.

How to edit an existing work schedule

  1. Access your business availability schedule by selecting the "Availability" icon in the left-hand menu.
  2. Click the Edit icon next to the work schedule you'd like to edit.
  3. Here, you can view the full work schedule. Now click the blue Edit button.
  4. Make changes to the work schedule and click Save when done.
    On the edit screen, you can make changes to the time zone, weekly work schedule, vacation/temporary unavailability, and holidays for the individual you select. This schedule will override the default business schedule.

How to add a new team member

Unfortunately, we don't have that functionality in the dashboard. To request a new team member, please email us at support@smith.ai or call us at (650) 727-6484.

How to add a lunch break to a work schedule

To account for lunch in a work schedule, when editing your work schedule, put in two entries: the time you are available before lunch, and the time you are available after lunch. For example, if your business is unavailable for lunch between 12 PM and 1 PM on Mondays, your available work schedule would look like this:

Questions? Contact us!

If you're already a Smith.ai client and need help, please email us at support@smith.ai or call us at (650) 727-6484 for assistance.

If you're not yet a Smith.ai client, please schedule a free consultation to get started with our virtual receptionist services or email us at sales@smith.ai. We'll help you select the best plan to match your business’s growth goals and budget.

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