Let your business take a day off

Set business closures

You can set business closures at any time. If appointments or service activities have already been scheduled, they will not be changed. However, you can use the Show Conflicts button on the Service Calendar to highlight appointments and service activities that have scheduling conflicts.

1. In the Navigation Pane, click Settings.

2. Under Settings, click Business Management, and then in the Business Management area, click Business Closures.

3. On the Actions toolbar, click New.

4. In the Schedule a Business Closure dialog box, in the Name box, type a name.
   
   The first 12 characters of the name appear on each day of the closure on the calendar view of the affected resource's Work Hours.

5. In the Start Time and End Time boxes, enter the start dates and the end dates for the closure.

6. Specify the details of the closure.

   • If you want to enter a duration instead of an end time, select the length of the closure in the Duration box. Microsoft Dynamics CRM automatically calculates the end time for you.

   • If the closure is an all-day event, select the All Day Event check box. Microsoft Dynamics CRM automatically enters a duration of 1 day.

   • If you want to enter a specific time period, clear the All Day Event check box. Two lists will appear. Use these lists to set the hours during which your organization will be closed.

   • To save this business closure, click OK.

Turn on the Observe option for an existing user records

When new user records are created, the work schedule is open 24 hours a day, seven days a week, and the schedule is set up to ignore business closures. Before you can use business closures, you must set up user records that have work schedules to observe business closures.

1. In the Navigation Pane, click Settings.

2. In the Administration area, click Users.

3. In the list, double-click the user record you want modify.

4. Under Details, click Work Hours.

5. On the Monthly View tab, double-click the workhours for a date on the calendar that is the first day you want future business closures to take effect.

6. In the Edit Weekly Schedule dialog box, select From (this date) onward, and then click OK.
   This option changes only the schedule going forward.

7. In the Edit Weekly Schedule dialog box, for Business Closures, select Observe.

8. Click Save and Close twice.

Once this option is set to Observe, business closures are displayed in the person's work schedule.

Business closures also appear on the Service Calendar as time during which the person should not be scheduled for any appointments or service activities. However, business closures do not appear on the Workplace area calendar.

Best practices

The Observe option cannot be set for all user records at the same time. As a best practice, as you create new work schedules for people, select the Observe option. You can then set a single business closure for the all users who have a work schedule. If you have several people who will be working during that business closure, you can update their schedule for that day to ignore the business closure so that appointments and service activities can be scheduled for these people.

You can manage your facilities and equipment separately from the users. Like user records, the Do not observe option in the work hours of a facility/equipment record is set when the record is created. By not changing this option, you can ensures that facilities and equipment are always available for scheduling. Usually, most service activities require a combination of people and facilities/equipment resources in order to be scheduled. Therefore, the facilities or equipment will not be scheduled without an available person.

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