STEP THREE: Create Slots

Create Slots Function

The Create Slots function is used to set up yourgenerate appointment date(s),dates, times, and durationappointment ofdurations for your event.

Accessing the appointments.Create Slots Function

1. Select the

   Navigate

   to Events / Preview option onfrom the navigation dashboard.menu. Then

select

Select your event from the listlist.

and click on

Click the button.Appointments button.

Select the

Appointments tab. You

On the left-hand side of the page, you will see a calendar on the left-hand side.calendar. Select the date ofyou would like to create slots for. If your event.event If you havespans multiple days, then simply startbegin with the first daydate.

of your event.

On the right-hand side, you will see a list of your resources.

If all resources will use the same schedule, you do not need to select individual resources.

If resources will have different schedules, select the resource(s) you would like to create slots for before continuing.

Slot Menu Options

The Slots drop-down menu will give youincludes the following options:

Create Slots

Delete Time Slots

Update Slots

Copy Slots

Move Slots

Select Create Slots, Delete Time Slots, Update Slots, Copy Slots, and Move Slots. 

Click Create Slots. This willto open up the Slot Generator dialogwindow. box.

Creating

Appointment MakeSlots sure

Step that1: you'veSelect selectedResources

Choose whether you want the slots toshould be created for:

Selected resource(s) only

on the selected resource or all resources.

All resources

Step 2: Configure Time Settings

From - Enter the start time of the first slotappointment inslot.

the

To From- field.  Enter the endending time of the lastfinal appointment slot offor the dayday.

in

Duration the- To field. Enter the Durationlength of each appointment in minutes.

Travel Break - Optionally enter a break duration between appointments.

Example:

Duration: 10 minutes

If

Travel Break: 5 minutes

This creates:

8:00–8:10

8:15–8:25

8:30–8:40

etc.

Appointment Types

Select the appointment format you would like ato traveloffer.

break

In-Person

between

each slot,

Participants enterwill receive the breakroom/location durationinformation in the Travel Break field.

Select the Appointment type you would like: 

In-Person - This is the default option. You will see a P in the slot you create. 

Virtual - If the participant selects this option, thetheir confirmation and reminder emailemails.

Slots display with a P indicator.

Virtual

Participants will containreceive the Virtualvirtual meeting link.link Youin willtheir seeconfirmation and reminder emails.

Slots display with a PVV in the time slot. indicator.

In-Person or Virtual

-

The participant

Participants willmay havechoose either meeting format during scheduling.

Slots display with a choicePV of an In-Person or Virtual meeting. 

indicator.

Slot Types

Select how the Slotslot typeshould appear youto wouldparticipants.

like: 

Visible for customerCustomer

-

The

Selectslot this if you want the slots to beis visible and available for booking on the CUI.

Online Scheduler (CUI).

Hidden from customerCustomer

-

The Selectslot this if you want the slots to beis hidden from participants but remains visible in the CUIAdmin (couldUI. This can be used tofor reservereserved slots).

appointments.

Shown with "Call"“Call” statusStatus

-

The Thisslot willis showvisible, but participants are instructed to contact the slots,school butdirectly when a parent selectsselecting the slot,appointment.

they will receive a message to "call."

Make unavailableUnavailable

-

The

Selectslot this option if you would like the slots to displayappears in the AdministrationAdmin section of the site,UI but notcannot be availablebooked toonline. yourThis participants.is commonly used for:

Lunch breaks

Planning periods

Meetings

Staff availability blocks

You willmay be able tooptionally enter a custom message infor unavailable slots.

Maximum Appointments Per Slot

Use the slot (e.g., Lunch Break).

Enter the maximum number of appointments per slot in the Maximum allowed appointments per slot field. Select the OK buttonfield to createdetermine ashow many slots asappointments can be fitbooked betweenduring Fromeach andtime To.slot.

This is commonly used for:

Group sessions

Open lab hours

Multi-family events

Camp or roster scheduling

Creating Multiple Days of Slots

If you have multiple days ofwill identical slots, you can check the box "multiple dates" and createuse the same slotsschedule:

on

more than

Enable onethe day.Multiple IfDates youroption

Select the additional dates

Create slots arefor all selected dates simultaneously

If each day has a different eachschedule:

day,

simply create

Create slots onfor yourthe first day,day

then select

Select the next daydate from the calendar

on

Repeat the left-handslot sidecreation and repeat the process. process

The

SlotCreating GeneratorDifferent will generate any number of slots between the From and To times, depending on the duration of the currently selected day. For example, if you want 10-minute slots each between 8 am and 5 pm, enter 8:00 am in the From field, 5:00 pm in the To field, and 10Schedules for theDifferent Duration.Resources

If resources require different schedules:

If

you are using the Travel Break feature, a travel break of the entered duration will be created between each time slot. For example, if you enter a From time of 8:00 am, a To time of 2:00 pm, a Duration of 10, and a Travel Break of 5, slots will be created from 8:00-8:10, 8:15-8:25, 8:30-8:40, etc.

If your appointment times and duration vary by resource, you can selectSelect the resource or resource(s)group of resources

Create their slots and followclick save

Select the createnext slotsresource/group

procedure. Then

Repeat as needed

To select multiple resources:

Hold the resourceCtrl orkey resource(s)while thatselecting requireadditional names. Continue this process until you have a different time schedule and create slots for them.

When you create your slots, the Time Increments on the left-hand sidegroup of theresources Appointmentscollected page will adjust. Generally, they will match the duration of your slots. However, if you are creating a variety of slot durations, they will be set to the lowest common denominator. For example, if you create some slots with a duration of 10 minutes and some with a duration of 15 minutes, the time increments will be set to 5 minutes. Ifthat you would like to overridecreate thisthe duration,same gotime slots for.

Note that if you have created the same slots for all your resources, you will not see the individual slots displayed unless you select one of the resource names from the right-hand side. This allows you to create identical schedules for selected groups of resources.

Viewing Resource Slots

If slots are created for all resources at once, individual appointment slots may not immediately display.

To view a specific resource’s slots:

Click on the resource’s name from the right-hand panel

Time Increment Display

The time increments displayed on the Appointments page automatically adjust based on your slot durations.

Examples:

10-minute slots → 10-minute display increments

15-minute slots → 15-minute display increments

If multiple slot durations exist, the display will use the lowest common denominator.

Example:

10-minute slots

15-minute slots

Result:

Display increments become 5 minutes

To manually adjust display increments:

Navigate to Settings  / Vendor UI Setup

page and adjust

Modify the Draw Time everyEvery setting.setting

Also, if

If using Travel Breaks, you createmay breaksalso between your slots, you will needwant to adjust this to be setsetting to thealign duration ofwith your breaks.break duration.

TheImportant Notes: Create Slots Does Not Replace Existing Slots

The Create Slots function only adds new slots. It does not "redo"automatically anyoverwrite or remove existing slots.

For

Example:

example,

if you

Existing createslots: slots8:00 fromAM 8– am12:00 toPM

12 pm, and

Desired thenschedule: you9:00 realizeAM you– only12:00 neededPM

slots from 9 am to 12 pm, you can not simply “Create Slots” again with your new parameters.

You willmust eithereither:

need

to delete

Delete the unwanted 8:00 AM – 9:00 AM slots

from 8 am to 9 am or

Or delete all slots and startrecreate again.the schedule

Updating Slots

The Update Slots feature will allowallows you to update the characteristics of existing slots. This feature will allowallows you toto:

increase

Increase the number of allowed appointments per time slot,slot

or to make

Change appointment types

Make slots unavailable

or hidden

Hide slots from yourparticipants

parents.

Accessing Update Slots

1. Select the 

   Events / Preview option onfrom the navigation dashboard. Then

select

Select your event from the listlist.

and click on

Click the button.Appointments button.

Select the

Appointments tab. You will

Select seethe aappropriate date from the calendar on the left-hand side.

Select the correct date. Select the teacher's name on the right-hand side. Select Slots and then Update Slots. This will open up the Slot Updater dialog box. The dialog box will allow you to enter a range of times. You will have several options for making changes to an existing slot. The "Keep existing slot type on slots being updated" checkbox allows you to change the appointment type (i.e., from in-person to virtual) without changing the slot type. It is very helpful if all teachers have already blocked their schedules.

Update Slots will only change the characteristics of existing slots. It does not change the duration, start, or end time of existing slots. 

Removing Slots -  individual scheduling exceptions

Select the Events / Preview option on the navigation dashboard. Then select your event from the list and click on the button.  Select the Appointments tab. You will see a calendar on the left-hand side. Select the correct date. Select the resource name on the right-hand side.

Select Slots > Update Slots.

This will open the Slot Updater dialog box.

The dialog box allows you to enter a range of times and apply updates to existing slots.

The option Keep existing slot type on slots being updated allows you to change the appointment type (for example, from In-Person to Virtual) without changing the existing slot type.

This is especially useful if resources have already blocked portions of their schedules.

Important: Update Slots only changes the characteristics of existing slots. It does not change the slot duration, start time, or end time.

---

Removing Slots — Individual Scheduling Exceptions

Select Events / Preview from the navigation dashboard.

Select your event from the list.

Click the Appointments button.

Select the Appointments tab.

Select the correct date from the calendar.

Select the resource name on the right-hand side.

Select the slot that you would like to remove.

Select

Slots and> then Delete Time Slots;. this

This will open up the followingdeletion dialog boxbox.

The dialog box will ask you for details onabout the deletion. PleaseReview readthe information carefully to ensure that you are only deleting slots onfor the correctcorrect:

date/resource/time

combination.

Date

Resource

Time range

You willmay be able toalso delete all slots that occur atduring thata specific time onacross all resources.

For example, if

Example:
If you wantwould like to schedulecreate a lunch break for all resources, you couldcan enter the lunch break start and end time of the lunch breaktimes and deleteremove anyall slots during that time. period.

You can also create breaks by using the Update Slots feature.feature instead of deleting slots.

IMPORTANTImportant NOTE:Note: Deleting Slots with Existing Appointments:  If you are deletingthe slots withbeing appointmentsdeleted onalready them,contain aappointments, secondan additional dialog box will comeappear. up.

This dialog box will provide you withprovides several options for handling the appointmentsaffected thatappointments.

are

Option on1: yourDo soon-to-be-deletedNot slots.Cancel Appointments

If you choose not to cancel the appointments:

• You will have the option of not canceling the appointments. As the

  The slots will be deleted,deleted

  these

The appointments will be movedmove to the red Appointments List.

From here, you will need to attend to these appointments by either deleting them from the red Appointments List or by recreating the appointment slot.

This redlist

Appointmentsacts List isas a holding area for "problem"unresolved or “problem” appointments.

You must then either:

• You will have the option of canceling

  Delete the appointments

Or recreate the appointment slots

Option 2: Cancel Appointments Without Sending Email

Appointments will be canceled without notifying participants.

Option 3: Cancel Appointments and notSend sendingCancellation Email

Appointments will be canceled, and a cancellation email.

Youemail will havebe thesent. option to cancel the appointment and send a cancellation email.

The cancellation email that you have set upconfigured in the

Notification Setup section will display,appear automatically and you willmay be ableedited tobefore edit this or send it as is. sending.

Blocking Slots

You can "block"block a slot by turning an existing slot red and optionally entering a messagecustom formessage, such as:

Lunch Break

Staff Meeting

Unavailable

On the blockedAppointments slot,page such as "Lunch Break." Inin the AdministrativeAdmin UserUI:

Interface

on

Click the Appointments page, you would simply click on the xX in the corner of athe slot.

The slot will then turn red,red.

and the

The message "Blocked"Blocked will appear in the slot.

You canmay leave thatthe default message or editreplace theit with your own custom message.

This

Blocked slotslots:

will

then

Will not be displayedappear on the scheduling page tofor yourparticipants

participants.

Remain visible in the Admin UI

At any time, you canmay "unblock"unblock the slot by clicking on the xX inagain. the corner and returning theThe slot will return to blue withand display the wordstatus Available listed in the slot..

Making Changes to your Slot Start Times, End Times, or the Duration

InTo ordermodify:

to

modify your

Slot slotsstart aftertimes

they have been

Slot created,end youtimes

will need to

Appointment durations

You must first delete the existing slots.

The Create Slots process willdoes not simply override slots that you haveoverwrite previously created. For example, if you have created slots.

Example:

Existing schedule:

10-minute slots

from 8 am

8:00 toAM 2– pm,2:00 andPM

you now decide

Desired thatschedule:

you

would like your

10-minute slots

to run from

9:00 9AM am– to1:00 1PM

pm, you can

You notcannot create thisthe new slot scenarioschedule on top of yourthe existing slots.

You

Instead, you must eithereither:

delete

Delete only the slots from 8 am to 9 am and from 1 pm to 2 pm, or delete ALLunwanted slots

and

then create

8:00 AM – 9:00 AM

1:00 PM – 2:00 PM

OR

Delete all existing slots

Recreate the schedule using the new slotstimes

from 9 am to 1 pm.

Move Slots

The Move Slots feature will allowallows you to move all yourexisting slots and appointments (if any) to a new date.

The

Selecting Move Slots button will bring upopens a dialog box where you cancan:

enter

Choose a destination date

Move slots for yourall resources

Move slots andonly for selected resources

If appointments toalready beexist, moved to. Youyou will have the option of sending an explanation email to all parents with an appointment. You also have the option to movesend thean slotsexplanation onlyemail forto aaffected selectedparticipants.

teacher or teachers. 

Important Note

:Note: New calendar notificationinvitation emails willare not beautomatically sent,generated soafter participantsmoving appointments. Participants should be advised to manually update any personal calendar entries they have set.saved.

Copy Slots

The Copy Slots feature will allowallows you toto:

copy

Copy one day of slots to another day.date

You can also selectively copy

Copy slots from one teacherresource to another teacher.resource

This is useful when:

Multiple resources share the same schedule

Multiple event days use identical availability

You want to quickly duplicate an existing schedule

FAQ on Creating Slots

I created slots on the wrong date

On the Appointments page, select the Slots drop-down and then select the Move Slots option. This will allow you to move all slots (and any appointments) to a new date. You will have the option to send an email to any appointment holder whose appointment was moved. 

My slots are 20 minutes in duration, but I wanted a 30-minute break for lunch

If your break will not have the same duration as your slots or is not a multiple of your slots (e.g., you have time slots of 20 minutes, and you want a 40-minute break), you will need to create your slots in sections. First, create the slots BEFORE your break time, and then create your slots AFTER your break time. 

Why are my time slots yellow? 

Yellow indicates that the time has passed.

I created time slots with the wrong duration, but my customers have already booked appointments.

Time slots can not be changed from one duration to another. If you need a different duration than what you originally created, you will need to delete your time slots with the incorrect duration and create new time slots with the correct duration. When you delete the time slots, the system will ask you what you want to do with the appointments. You can cancel them and send an email to each customer requesting that they rebook their appointment. Or you can put the appointments "on hold" and then cancel and manually rebook each appointment. 

After selecting the Delete Time Slots option, you will see a new dialog box telling you the number of appointments on your soon-to-be-deleted slots:

The default option is set to move the appointments to a holding area on the Appointments List page. If you choose this option, you will have a list of the appointments that you need to either cancel or cancel and rebook.