Create a New Vacation

Create a vacation or absence in Slotlify

In Slotlify, you can enter vacations and other absences directly in your dashboard. This lets you define when your entire organization or specific staff members are not available.

This is important because it prevents suitable events from being bookable during that time.

A vacation or absence can be used for:

  • company holidays
  • vacation of a trainer or instructor
  • illness or longer absence
  • training days or professional development
  • closed days in your studio or practice schedule
  • temporarily unavailable time periods

This helps you keep your availability clear and avoid bookings during times when you or your team cannot work.

How to open vacation creation

To create a new vacation, go to your dashboard and open:

Vacation planning > + Add new

The form “Create New Vacation” will open. There you define the time period for the vacation and whether the absence applies to the entire tenant or only to specific staff members.

The most important fields

Title

In the Title field, enter a name for the vacation or absence.

Examples:

  • Summer vacation
  • Company holidays
  • Vacation Trainer Max
  • Training weekend
  • Studio closed
  • Sick leave

The title should be clear, so you can immediately recognize later in the dashboard why this time period was blocked.

Define start and end

Start

In the Start field, define when the vacation begins.

Here you select the date and time.

Example:

01/08/2026, 9:00 AM

From this point on, the selected area is no longer available.

End

In the End field, define when the vacation ends.

Example:

If your studio is closed from 1 August to 14 August, set the end to the last day and the correct time.

Make sure that start and end are set correctly. These details determine which time period is blocked in Slotlify.

Select the scope

In the Scope section, you decide who the vacation applies to.

You have two options:

Entire tenant
Specific staff

This selection is important because it determines whether all offers are blocked or only events assigned to specific staff members.

Entire tenant

Select Entire tenant if your whole organization is unavailable during this period.

This is suitable for:

  • company holidays
  • closed public holidays
  • renovation or reconstruction work
  • a fully closed practice
  • a fully closed studio

This option is also useful if you are the merchant and personally run all events. If you work alone, your vacation practically means that your entire offer is unavailable during this time.

If you select Entire tenant, Slotlify blocks the period for the whole organization.

Specific staff

Select Specific staff if only a specific person is absent.

This is useful, for example, when a trainer, instructor, therapist, or employee is on vacation while other team members continue working.

Examples:

  • Trainer Anna is on vacation
  • Dance teacher Max is attending training
  • Therapist Sarah is unavailable
  • A specific coach is absent for one week

In this case, Slotlify does not automatically block the entire organization, but only the relevant availability of that person.

Important: If an event has only this one staff member assigned and this person is on vacation, the event is blocked for that period. If other employees are still available, other offers can remain bookable.

Add a reason

In the Reason field, you can optionally add an explanation.

Examples:

  • Team summer vacation
  • Training outside the studio
  • Private absence
  • Studio closed due to renovation

This field is optional. However, it helps you understand later why a time period was blocked.

What happens to existing events and courses?

When you create a vacation, Slotlify checks whether there are already events or courses during this period.

If there are already events or courses with bookings during this time, you will receive a warning.

This is important because customers may already have booked these appointments. You can then check whether you need to inform customers, move bookings, or take other organizational steps.

Slotlify helps you identify conflicts early instead of noticing them later in the calendar.

Create the vacation

Once all required fields are filled in, click:

Create vacation

The vacation is then saved and the corresponding time period is blocked.

Depending on the selected scope, the block applies either to your entire organization or only to the selected staff member.

Practical example: The whole studio is closed

You want to close your studio for two weeks because you have company holidays.

Proceed as follows:

  1. Open Vacation planning > + Add new.
  2. Enter Summer Company Holidays as the title.
  3. Select the start date and start time.
  4. Select the end date and end time.
  5. Select Entire tenant as the scope.
  6. Optionally add a reason, for example Team summer vacation.
  7. Click Create vacation.

Your organization is then unavailable during this period.

Practical example: Only one trainer is on vacation

One trainer is on vacation for one week, but your studio stays open.

Proceed as follows:

  1. Open Vacation planning > + Add new.
  2. Enter Vacation Trainer Max as the title.
  3. Select the start and end of the absence.
  4. Select Specific staff as the scope.
  5. Select the affected person.
  6. Optionally add a reason.
  7. Click Create vacation.

Slotlify then blocks only the relevant events where this staff member matters. Other events and offers can remain available.

Important notes

Always check the time period carefully before saving. An incorrectly set start or end date can cause events to be blocked by mistake or remain bookable when they should not be.

Also think carefully about whether the vacation should apply to the entire tenant or only to specific staff. This decision directly affects which offers remain available during that time.

If Slotlify warns you about existing bookings during vacation creation, take this warning seriously. In this case, you need to check whether customers are already affected and whether you need to inform them or move appointments.

Summary

With vacation planning, you can define in Slotlify when your organization or individual people are not available.

You can enter complete company holidays or block only the absence of specific staff members. Slotlify takes these time periods into account for availability and warns you if already booked events or courses are affected.

This keeps your booking calendar clean, realistic, and reliable for your customers.