--- title: How to Set Up Availability for Meetings description: "The availability system ensures accurate scheduling by combining:\n\nDefault availability\nOrganizer-defined networking hours\nUser-defined blocked time\n\nThis helps prevent scheduling conflicts and ensures meetings are only booked when participants are truly available." --- [Skip to content](https://help.vfairs.com/knowledge/how-to-set-up-availability-for-meetings#main-content) English Show submenu for translations [Customer portal](https://support.vfairs.com/care?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Customer portal](https://support.vfairs.com/care) Welcome to vFairs Help Center - There are no suggestions because the search field is empty. 1. [Help Center](https://help.vfairs.com/knowledge?hsLang=en) 2. [Group Meeting](https://help.vfairs.com/knowledge/group-meeting?hsLang=en) # How to Set Up Availability for Meetings ## The Meeting Module allows organizers and participants to manage availability and unavailability (blocked time) for scheduling meetings. By default, all users are considered available for the entire event duration. If networking hours are configured, users are only considered available during those defined time slots. Users can mark specific time periods as unavailable to prevent meetings from being scheduled during those times. #### **How Availability Works** - **Default Availability:** Full event duration - **With Networking Hours:** Availability is limited to defined networking time - **Custom Unavailability:** Users can block specific time slots **Note:** If networking hours are set, users can only add unavailability within those time ranges. --- #### **How Unavailability Impacts Meeting Booking** - While booking a meeting, the system will: - Automatically **exclude all unavailable (blocked) time slots** for selected participants. - Only show **available time slots** based on: - User availability - Networking hours - Event timing This ensures meetings can only be scheduled when all participants are actually available. --- #### **How to View Unavailability (Backend)** Organizers can view all blocked time slots added by users: 1. Go to **Event Backend**. 2. Navigate to **Networking → Meetings → Unavailabilities**. 3. View the list of: - User names - Blocked time slots (start and end time) ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-27-2026-11-08-33-8261-PM.png?width=595&height=290&name=image-png-Apr-27-2026-11-08-33-8261-PM.png) --- #### **How to Add Unavailability** Users can add unavailable time from multiple touchpoints: --- ### **1. From Backend (Admin/Organizer)** 1. Go to **Networking → Meetings → Unavailability**. 2. Click **Add Unavailability**. ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-27-2026-11-10-07-1033-PM.png?width=566&height=276&name=image-png-Apr-27-2026-11-10-07-1033-PM.png) 3. Select the **User**. 4. Choose **Start Time** and **End Time**. 5. Save changes. ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-27-2026-11-11-21-1724-PM.png?width=346&height=442&name=image-png-Apr-27-2026-11-11-21-1724-PM.png) --- ### **2. From Web & Mobile (User Side)** 1. Go to the **Meetings Module**. 2. Click on **Availability**. ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-27-2026-11-12-19-5067-PM.png?width=670&height=326&name=image-png-Apr-27-2026-11-12-19-5067-PM.png) 3. Add unavailable time by: - Dragging and selecting time slots ![chrome-capture-2026-04-28](https://help.vfairs.com/hs-fs/hubfs/chrome-capture-2026-04-28.gif?width=289&height=477&name=chrome-capture-2026-04-28.gif) --- ### **3. From Exhibitor Portal / Booth Rep Profile** #### **Prerequisite:** 1. Go to **Participant List → Settings**. 2. Enable the toggle: **“Enable Chat Slot Settings in Booth Representative Profile Edit.”** ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-27-2026-11-22-10-5653-PM.png?width=670&height=363&name=image-png-Apr-27-2026-11-22-10-5653-PM.png) #### **Behavior:** - Booth representatives can: - Add blocked time via **profile form** - Update availability directly from the **Exhibitor Portal** ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-27-2026-11-23-51-8558-PM.png?width=263&height=509&name=image-png-Apr-27-2026-11-23-51-8558-PM.png) --- ### **4. From Attendee Profile** #### **Prerequisite:** 1. Go to **Meetings Settings → General Settings** 2. Enable the relevant toggle for **availability settings in profile**. ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Jun-09-2026-10-02-25-4222-AM.png?width=2856&height=2486&name=image-png-Jun-09-2026-10-02-25-4222-AM.png) #### **Behavior:** - Attendees can: - Add unavailable time via **profile form** - Update it from the **web frontend profile edit** ![](https://help.vfairs.com/hs-fs/hubfs/image-png-Apr-27-2026-11-31-12-7930-PM.png?width=670&height=684&name=image-png-Apr-27-2026-11-31-12-7930-PM.png) --- #### **Key Notes** - All unavailability entries (from any source) are consolidated in the backend. - These blocked slots are respected during meeting booking. - Users will not appear available during their marked unavailable time. - [Organization Management](https://help.vfairs.com/knowledge/organization-management?hsLang=en) - [Event Setup & Navigation](https://help.vfairs.com/knowledge/event-setup-navigation?hsLang=en#main-content) - [Document Library](https://help.vfairs.com/knowledge/event-setup-navigation?hsLang=en#document-library) - 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