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Availability Tracking

RaidBot’s availability system helps guilds schedule raids at times when the most members can participate. Members record their typical free times, and leadership can analyze the data to find optimal scheduling windows.

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Overview

The availability tracking system:

Member-Driven

Players voluntarily share their schedules

Smart Parsing

Natural language time input (“Mon-Fri 7-10pm”)

Timezone Aware

Supports all timezones with automatic conversion

Analytics Ready

Find optimal times and check specific slots

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Setting Your Availability

Members can set their schedules using /availability set.
1

Run the command

/availability set
This opens a modal with four fields.
2

Fill out your schedule

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Timezone
string
Your timezone (EST, PST, UTC-5, America/New_York, etc.)Examples:
  • EST or America/New_York
  • PST or America/Los_Angeles
  • GMT or Europe/London
  • UTC-5 or UTC+2
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Preferred days/times
string
When you’re typically available for raidsExamples:
  • Mon-Fri 7-10pm
  • Weekends 2-11pm
  • Sat 2pm-6pm, Sun afternoons
  • Weekdays evenings
  • Everyday after 5pm
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Preferred roles
string
Which raid roles you prefer to playExamples:
  • Vanguard, Support
  • Flex, Gates, Minions
  • Any role needed
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Notes
text
Any other scheduling constraints or informationExamples:
  • Can't do Tuesday/Thursday
  • Available for impromptu runs
  • Prefer 1.5hr keys
3

Submit

The bot parses your time windows and confirms what it understood:
Availability saved.

Parsed time windows (EST):
• Monday 7:00 PM-10:00 PM
• Tuesday 7:00 PM-10:00 PM
• Wednesday 7:00 PM-10:00 PM
• Thursday 7:00 PM-10:00 PM
• Friday 7:00 PM-10:00 PM
All time windows are stored in UTC and converted to your timezone for display. This ensures accurate matching across different timezones.

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Time Input Examples

The bot supports flexible natural language time input: 
Mon-Fri 7-10pm
Monday-Friday 7pm-10pm
Weekdays evenings
Weekdays 6-11pm
If the bot can’t parse your input, you’ll see a warning. Try rephrasing with more specific times (e.g., “Mon-Fri 7-10pm” instead of “weeknights”).

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Viewing Availability

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View Your Own

/availability view
Shows your recorded availability with:
  • Timezone
  • Preferred days/times
  • Preferred roles
  • Notes
  • Parsed time windows

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View Another Member

/availability view user:@Player
Anyone can view any member’s publicly recorded availability.

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Server-Wide Analytics

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Availability Summary

/availability summary
Generates a heatmap showing when the most members are available: 
Server Availability Summary
28 members have recorded their availability.
Times shown in EST

Hottest Time Slots:
─────────────────────────
Day       Time      Users
─────────────────────────
Friday    7 PM      ███████████████ 15
Saturday  7 PM      ██████████████ 14
Friday    8 PM      █████████████ 13
Sunday    6 PM      ████████████ 12
Saturday  8 PM      ████████████ 12
Best Times for Raids:
  1. Friday 7 PM — 15 available
  2. Saturday 7 PM — 14 available
  3. Friday 8 PM — 13 available
Use this data to schedule recurring raids at peak availability times.

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Find Optimal Times

/availability optimal min_users:8
Find all time slots with at least 8 available members: 
Optimal Times (8+ users)
Times shown in EST

Friday:
  7 PM (15 users), 8 PM (13 users), 9 PM (10 users)
  
Saturday:
  7 PM (14 users), 8 PM (12 users), 6 PM (9 users)
  
Sunday:
  6 PM (12 users), 7 PM (10 users), 5 PM (8 users)

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Check Specific Time

/availability check time:"Saturday 7pm"
See exactly who’s available at a particular time: 
Availability Check
Time: Saturday, March 15, 2026 at 7:00 PM EST

14 members available:
@PlayerOne, @PlayerTwo, @PlayerThree, @PlayerFour,
@PlayerFive, @PlayerSix, @PlayerSeven, @PlayerEight,
@PlayerNine, @PlayerTen, @PlayerEleven, @PlayerTwelve,
@PlayerThirteen, @PlayerFourteen
Time formats accepted:
  • Natural language: Saturday 7pm, tomorrow 8pm, next Friday 6:30pm
  • Unix timestamp: 1735689600

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Administrative Features

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Set Availability for Others

Admins can set availability for members who can’t do it themselves: 
/availability set user:@Player
Requires Manage Server permission.

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View All Members

/availability list
See all members who have set availability, with parse status: 
Availability List
28 members have set their availability.

✓ PlayerOne (EST)
   Mon-Fri 7-10pm
   
✓ PlayerTwo (PST)
   Weekends 6-11pm
   
⚠️ PlayerThree (EST)
   sometimes in the evening
   
✓ PlayerFour (GMT)
   Sat-Sun afternoons
The ⚠️ indicator means the time input couldn’t be parsed into specific windows. Contact that member to help them rephrase their availability.

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Clear Availability

/availability clear
/availability clear user:@Player  # admin only
Remove availability data (your own or another member’s).

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Persistent Signup Button

Post a permanent availability button in a channel: 
/availability post-button
This creates an embed with a “Set Availability” button that any member can click to open the form. Use cases:
  • Pin in your raid signup channel
  • Add to onboarding/welcome channels
  • Include in guild rules or info sections
Example embed: 
Set Your Availability

Click the button below to set your availability for raids and events.

Your availability helps leadership schedule events at times
when the most members can participate.

What you can specify:
• Timezone — EST, PST, UTC-5, GMT+1, etc.
• Preferred Days/Times — When you're typically free
• Preferred Roles — What roles you like to play
• Notes — Any other scheduling constraints

Example availability formats:
Mon-Fri 7-10pm
Weekends 6-11pm
Sat 2pm-6pm, Sun afternoons
Weekdays evenings
Everyday after 5pm

[Set Availability]

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Integration with Other Features

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Find Sub Feature

When using /raid panel → Find Sub, the system:
  1. Checks role experience (who’s played this role before)
  2. Checks availability (who’s marked as free at the raid time)
  3. Ranks candidates with availability boosted higher
Example output: 
🔍 Substitute Candidates for Vanguard

1. @PlayerName — 15x Vanguard, 42 total raids ✅ available
2. @OtherPlayer — 8x Vanguard, 23 total raids
3. @ThirdPlayer — 5x Vanguard, 31 total raids ✅ available
The ✅ indicates the user has recorded availability that includes the raid time.

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User Statistics

Availability data appears in /stats user output: 
PlayerName's Stats

Total Raids: 42
Attendance: 🌟 94.2%
No-Shows: ✅ 0

Favorite Role: Vanguard (18)
Favorite Raid Type: Darkmoor (12)
Most Active Day: Friday

Timezone: EST
Preferred Days: Mon-Fri 7-10pm
Preferred Roles: Vanguard, Support
Notes: Available for impromptu runs

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Timezone Handling

The bot supports various timezone formats:
Full IANA timezone database names:
  • America/New_York
  • America/Los_Angeles
  • America/Chicago
  • Europe/London
  • Europe/Paris
  • Asia/Tokyo
  • Australia/Sydney
Abbreviations like “EST” don’t automatically adjust for daylight saving time. Use IANA names (like America/New_York) for automatic DST handling.

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Privacy Considerations

Availability data is:
✓ Visible to all server members
✓ Used for scheduling analysis
✓ Integrated with Find Sub feature
✓ Displayed in your user stats
✓ Voluntary (you choose what to share)
Only share availability information you’re comfortable with being public in your server. You can update or clear it anytime.

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Best Practices

Be specific with times — “Mon-Fri 7-10pm” parses better than “weeknight evenings”.
Update regularly — If your schedule changes, update your availability so leadership has accurate data.
Use the post-button feature in your raid channel to encourage new members to set availability.
Review the summary monthly to identify the best times for recurring raids.

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Troubleshooting

Try more specific formats:
  • ✅ Mon-Fri 7-10pm
  • ❌ weeknights
  • ✅ Weekends 2-6pm
  • ❌ weekend afternoons
Include actual times (7pm, 8pm, etc.) rather than vague periods.
  • Check your timezone field is set correctly
  • Use full IANA names (America/New_York) instead of abbreviations
  • The bot displays times in YOUR timezone, not the original poster’s
  • Use /availability check time:"Saturday 7pm"
  • Make sure to quote the time if it has spaces
  • Try Unix timestamp if natural language isn’t working

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