Availability & Working Hours
Set your schedule, mark time off, and let Planim find the best meeting times.
Setting Working Hours
Define your regular working schedule so Planim knows when you're available. Go to Settings > Calendar and configure each weekday:
- Toggle days on/off to mark working and non-working days
- Set start and end times for each working day
- You can have different hours for different days (e.g., shorter Fridays)
Working hours are saved per user and apply as the global default across all workspaces you belong to.
Set your working hours before inviting your team — this helps the AI assistant find the best meeting times right away.
Configure your working hours and availability.
Try it nowDay-by-Day Configuration
Not every day follows the same pattern. Planim lets you customize each weekday independently:
| Setting | Example |
|---|---|
| Monday–Thursday | 9:00 AM – 6:00 PM |
| Friday | 9:00 AM – 3:00 PM |
| Saturday–Sunday | Off |
Toggle the switch next to each day to enable or disable it. When a day is enabled, set the time range using the time pickers.
Exceptions
Exceptions let you override your regular schedule for specific dates — vacations, holidays, or one-off schedule changes.
Open the exceptions section
Go to Settings > Calendar and scroll to the Exceptions section below your working hours.
Add an exception
Click Add Exception and select the date (or date range) you want to override.
Choose the type
Mark the date as available (with custom hours) or unavailable (blocks the entire day). For example, use "available" with 10:00-14:00 for a half-day, or "unavailable" for a vacation day.
Save and verify
Exceptions take effect immediately. You'll see them reflected on your calendar as grayed-out or highlighted time blocks.
Exceptions take priority over your regular working hours. A vacation exception will block that entire period from scheduling.
Per-Workspace Availability
Sometimes your schedule varies between workspaces. For example, you might consult part-time for one organization while working full-time for another. Planim lets you override your global working hours on a per-workspace basis.
Workspace Availability Overrides
Navigate to Workspace Settings > Availability to set custom working hours for that specific workspace. These overrides take precedence over your global settings, but only within that workspace. If no override is set, the workspace falls back to your global availability.
Per-workspace availability supports all the same features as global availability:
- Custom weekday hours — different start and end times for each day
- Day toggles — enable or disable specific days
- Exceptions — workspace-specific vacations, holidays, or schedule changes
- Reset to global — remove the override at any time to revert to your global settings
Workspace availability overrides are visible only within that workspace. The AI assistant and scheduling tools will use the workspace-specific hours when operating in that workspace, and your global hours everywhere else.
How Availability Affects Scheduling
Your availability settings influence scheduling in several ways:
- Calendar display — non-working hours appear grayed out on your calendar
- AI assistant — when searching for free slots, the AI only suggests times within your working hours
- Team scheduling — when finding time for multiple participants, only overlapping available hours are shown
- External calendar sync — busy time from synced calendars (Google, Outlook) is combined with your working hours
AI Integration
The AI assistant fully integrates with your availability, making it the smartest way to schedule:
- "When am I free tomorrow?" — shows slots within your working hours minus existing events
- "Find a slot for the team next week" — considers everyone's working hours and exceptions
- "Schedule a meeting but not during my lunch break" — respects your configured breaks
- "When is the whole engineering team available on Thursday?" — cross-references working hours, exceptions, and existing events for every team member
- "Find a 2-hour slot for a workshop with the design team, avoid Mondays" — handles complex constraints including day preferences
- "Am I free on December 24th?" — checks your exceptions for holidays and time off
- "Schedule a meeting with Anna, but she's part-time on Fridays" — respects per-user day-by-day configuration
If you've set up exceptions for vacations, the AI will automatically skip those dates when suggesting meeting times. Combined with external calendar sync, the AI has a complete picture of everyone's availability.
For the most accurate scheduling, make sure all participants have configured their working hours and connected any external calendars. The AI can only consider availability it knows about.
Example: Remote Worker in a Different Time Zone
Maria is a designer based in Lisbon (UTC+0) working with a team in New York (UTC-5). Here's how she sets up her availability:
Global working hours: Monday–Friday, 9:00–18:00 (Lisbon time). This means she's online from 4am–1pm New York time.
Overlap window: The team agrees on a 4-hour overlap window (9:00–13:00 EST / 14:00–18:00 WET) for meetings.
Per-workspace override: In the New York team's workspace, Maria sets her availability to 14:00–18:00 WET (the overlap window), so the AI only suggests meeting times during these hours.
Summer schedule exception: Maria adds a recurring exception for Fridays in July and August — she finishes at 13:00 during summer.
Now when a teammate asks the AI: "Find a slot for Maria and the dev team" — it only suggests times within the overlap window, respecting everyone's constraints.
AI Chat Assistant
Learn how the AI uses your availability to schedule smarter.
Integrations
Sync external calendars to give the AI a complete view of your schedule.
Related Guides
Team Management
Create teams, assign colors, and keep everyone's schedule in sync.
Calendar Views
Navigate Day, Week, and Month views with drag-and-drop and keyboard shortcuts.
Events & Scheduling
Create one-time and recurring events, manage participants, and track RSVPs.