📝 Overview
The Instructor Availability tool lets you add and remove Appointment Types from your instructors' schedules, all in one place.
It gives you an at-a-glance view of which schedule is linked to which Appointment Type, so you can plan and make changes without jumping between Appointment Types and individual instructor schedules.
This guide explains how to navigate the tool and use it to manage schedules and availability.
🗺️ Navigating the Instructor Availability tool
The tool lives under Staff ➜ Instructor Availability. When you first land on the page, you'll see a list of all the instructors who are available for appointments.
Under each instructor, you'll see an overview of which schedule is assigned to which Appointment Type, and a Manage Availability button next to their name that takes you to their schedule.
💡 Can't find an instructor? If the person you're looking for isn't listed, it's because they don't have an availability schedule yet. To set one up, see how to manage an instructor's availability schedule/s here.
You can expand all instructors to see the details of each schedule - the Appointment Types, Venues, and Rooms it's linked to - or expand just a specific schedule.
🕔 Managing schedules
From this page you can see at a glance which instructors are linked to which Appointment Types, spot anyone who isn't linked to any, and make changes.
How it looks depends on whether an instructor's schedules are already linked to an Appointment Type, as shown in the two cases below.
Click the arrow to learn more about managing schedules
Click the arrow to learn more about managing schedules
1️⃣ Instructors already linked to one or more Appointment Types
When a schedule is already linked to an Appointment Type, you'll see an edit icon next to it. Clicking that icon lets you remove the schedule from the Appointment Type it's linked to, or link it to another.
For example, to replace the schedule currently linked to an Appointment Type with a different one, first remove the existing schedule by clicking the edit icon next to it and then the trash icon in the popup.
Then open the schedule you want to use instead and link it to the Appointment Type.
2️⃣ Instructors whose schedules aren't yet linked to an Appointment Type
When a schedule isn't linked to any Appointment Type, you'll see an Add Appointment Type button next to it. Click the button, select the Appointment Type in the popup, and click Save to link them.
🙋♂️ Managing availability
If you want to change the details of an instructor's existing schedule - for example, the hours - or create a new one for them, click the Manage Availability button next to their name.
On the next page, you can select the schedule you want to change and edit it, or create a new one.
💡 For more detail on editing and creating schedules, see how to manage an instructor's availability schedule/s here.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Where do I find the Instructor Availability tool?
Click the arrow to see the answer
Click the arrow to see the answer
It lives under Staff ➜ Instructor Availability.
Why isn't an instructor showing on the page?
Click the arrow to see the answer
Click the arrow to see the answer
Only instructors who have at least one availability schedule appear here. If someone is missing, set up a schedule for them first - see how to manage an instructor's availability schedule/s here.
What's the difference between managing schedules and managing availability?
Click the arrow to see the answer
Click the arrow to see the answer
Managing schedules is about linking and unlinking Appointment Types to existing schedules from this page. Managing availability - via the Manage Availability button - is where you change the actual days and times of a schedule, or create a new one.
Can I assign Appointment Types from somewhere other than this tool?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. You can also link schedules to an Appointment Type from the Appointment Type itself. See how to set up an Appointment Type here.