Setting your availability

Talents can only book the times you open. Set your usual hours for each day of the week once, adjust particular dates when your week is different, and KoffeeChat turns it all into bookable slots, shown to each talent in their own time zone.

How long your chats are

1. 1Step 1: Go to Your profile and open the Availability tab. How long are your chats? is at the top.
2. 2Step 2: Choose 20, 30 or 45 minutes. It saves straight away.

• Until you choose, your chats are 30 minutes.
• Talents see it as Duration on your booking page, your profile and when they book, and every new chat is booked at that length.
• Your call on KoffeeChat is open for the whole chat, and the clock in the call counts down to its end.
• Chats already booked keep the length they were booked at, so changing it never shortens a chat someone has already planned for.
• On your own booking page, the strip at the top shows your length with a Change link.

Your weekly hours

1. 1Step 1: Go to Your profile and open the Availability tab. Weekly hours lists every day, Monday to Sunday.
2. 2Step 2: Press + next to a day to add hours to it, then pick a start and an end time. Press + again to add a second set of hours on the same day (for example a lunchtime and an evening).
3. 3Step 3: Press the cross next to a set of hours to remove it. A day with no hours says Unavailable.
4. 4Step 4: To give other days the same hours, press the copy icon next to a day, tick the days under Copy times to… and press Apply.
5. 5Step 5: Check your time zone at the bottom of Weekly hours. It follows your city automatically, or you can pick one.

Changes save as you make them, and Saved shows at the top of the tab. If a time doesn't work (it ends before it starts, or overlaps another time on the same day) it's marked in amber and nothing is saved until you fix it.

See your hours on a calendar

Switch Weekly hours from List to Calendar to see a month at a time. Each date shows the hours it really has: a repeat icon marks your weekly hours and a green dot marks a date with its own hours. Days on a break are marked too. Tap any date from today on to change its hours.

Change the hours for particular dates

1. 1Step 1: Under Date-specific hours, press + Hours (or tap a date on the calendar).
2. 2Step 2: Pick one or more dates.
3. 3Step 3: Set the hours you're free on those dates, or press Mark unavailable for a day off.
4. 4Step 4: Press Apply.

• A date's own hours replace your weekly hours for that date only. Every other week stays as it is.
• Your dates are listed under Date-specific hours. Press the pencil to change one, or the cross to go back to your weekly hours on that date.
• Dates that have passed drop off by themselves.
• You can give up to 120 upcoming dates their own hours.
• With no weekly hours at all, talents can only book the dates you've given hours.

Your booking rules

Under Booking rules on the Availability tab. (How long your chats are has its own card at the top.)

• Buffer

  What it does: A gap after each chat: 0, 10 or 15 minutes.

  Default: No buffer

• Weekly cap

  What it does: The most confirmed chats you take in a week (1 to 20).

  Default: 2 chats

• Booking window

  What it does: How far ahead talents can book (1 to 12 weeks).

  Default: 4 weeks

• Minimum notice

  What it does: The soonest a chat can start (none, up to 1 week).

  Default: 12 hours

• Auto-accept requests

  What it does: Confirms a request straight away when it fits your hours and rules, so you don't have to accept it.

  Default: Off

Auto-accept requests

• With Auto-accept requests on, a request for one of your open times is confirmed the moment it's sent. Talents see Instant confirmation when they pick a time with you.
• The talent gets the confirmation email with your meeting details and a calendar invite. You get a New coffee chat booked notice and an email.
• Your weekly cap still applies: once a week is full, it shows no more slots.
• If something comes up, press Can't make it on the chat in Chats → Upcoming and we'll let the talent know.

How talents see your times

• Each talent sees your slots in their own time zone, so you never need to convert.
• Slots start after your minimum notice and stop at the end of your booking window.
• Once you've confirmed as many chats as your weekly cap in a week, that week shows no more slots.
• A time that's already booked, or falls inside a buffer, isn't offered.