Merlin V3 - Double Booking Issue, Explained

When modifying the ‘Duration’ setting for a calendar under Availability in Merlin, it is important to understand the impact this change can have—especially if there are existing block-offs or appointments scheduled. This article explains the behavior and the potential issues that can arise.

Path to Access the ‘Duration’ Setting

To change the Duration of a calendar in Merlin:

(1) Diary > (2) Availability > (3) Double click a slot under a calendar > (4) Duration

What the Duration Setting Controls

The Duration determines how time slots are segmented and displayed in the Merlin Diary. Common durations include 10, 15, 20, or 30 minutes.

Issue Description

If you change the Duration for a calendar after appointments or block-offs have already been created, the following behavior may occur:

• Visual Adjustment: Existing entries will visually adjust to match the new slot size in the Diary UI. For example, a 10-minute appointment may appear to occupy a 15-minute slot if the calendar's Duration is changed from 10 to 15 minutes.
• Backend Discrepancy: Despite the visual change, the underlying duration of the appointment or block-off remains at its original length (e.g., 10 minutes).
• Risk of Double Booking: Because the backend duration is not updated, Merlin may consider the remaining time in the slot as available, leading to potential double bookings.

To prevent scheduling conflicts:

• Avoid changing Duration on calendars that already have scheduled entries for the affected date(s).
• If a change is necessary, manually re-apply all existing appointments and block-offs to align with the new Duration setting.
• Communicate this behavior to all your team members responsible for scheduling to ensure consistency.

Workarounds

Yes, there are a few ways to avoid this issue:

1) Plan Ahead: Avoid changing the duration of an availability block if there are existing appointments or block-offs already scheduled.

2) Recreate Existing Entries: If a duration change is necessary, remove and re-add any existing appointments or block-offs so they align properly with the new duration.

3) Revert the Duration: If issues occur after a change, you can revert the availability block back to its original duration to restore consistency and avoid conflicts.

Best Practice

Plan duration changes in advance and update the calendar settings before scheduling any appointments or block-offs. 
 

If you have any questions or if you need further help, please use the 'submit a request' form linked at the top of this page to reach out to our support team.