STEP THREE: Create Slots

Creating Slots

To get started, go to Events >/ Preview, select your event, then click the Appointments tab. From the left-hand calendar, select the date you want to work with. Then openOpen the Slots drop-down and choose Create Slots.Slots.

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Step 1: Choose whichWhich resourcesResources to createCreate slotsSlots forFor

In the slot generator, choose whether to create slots for selected resources or all resources.resources. To select multiple resources, hold Ctrl while clicking names in the right-hand panel.

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Step 2: Set yourYour timeTime and durationDuration

Example: 10-minute slots with a 5-minute travel break create slots at 8:00–8:10, 8:15–8:25, 8:30–8:40, and so on.

Note: If you need a break that doesn't align with your slot duration (e.g., 20-minute slots but a 40-minute lunch break), create slots in two batches — one before the break andbreak, one after.

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Step 3: Choose appointmentAppointment typeType

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Step 4: Set slotSlot visibilityVisibility

You can optionally add a custom message for unavailable slots.

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Step 5: Set maximumMaximum appointmentsAppointments perPer slotSlot (optional)Optional)

Use this for group sessions, open labs, or any scenario where multiple participants/families can book the same time slot.

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Creating Slots for Multiple Days or Resources

Tip: If you created identical slots for all resources at once, individual slots won't display until you click a specific resource's name in the right-hand panel.

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Updating Existing Slots

Use Update Slots to change theexisting slot characteristics of existing slots without deleting and recreating them.

To accessaccess: it, go to the Appointments tab,→ select adate/resource date and resource, then choose→ Slots >→ Update Slots from the drop-down.

You can update:

• Appointment type (e.g., switch from in-person to virtual)

• Maximum appointments per slot

• Slot visibility (hidden, unavailable, etc.)

Important: Update Slots does not change start times, end times, or appointment duration. To change those, you must delete and recreate the slots.slots (see Changing Slot Duration or Times below).

The "Keep existing slot type on slots being updated" checkbox is— useful when resources have already blocked parts of their schedulesschedule, —since it lets you change appointment type without affecting slot type.

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Blocking Slots

Blocking is the preferred way to temporarily remove availability without permanently deleting a slot.

To

block a slot, goGo to the Appointments page and click the X in the corner of the slot. ItThe willslot turnturns red and displaydisplays "Blocked." You can enter a custom message (e.g., "Lunch Break" or "Staff Meeting"). To unblock it,unblock, click the X again to restore itavailability. to available.

Blocked slots appear on reports when the Show All Slots option is enabled.

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Deleting Slots

Use Delete Time Slots when you need to permanently remove slots.

To accessaccess: it, go to the Appointments tab,→ select adate/resource date and resource, then choose→ Slots >→ Delete Time Slots.Slots

If appointments already exist on those slots, ayou'll secondbe dialogprompted willto appear with these options:choose:

• Move appointments to the red Appointments List (a holding area wherefor youmanual can manually rebookrebooking or cancel them)

  cancellation)

• Cancel appointments without sending a notification

• Cancel appointments and send a cancellation email

Tip: ReviewConsider whether participants need a cancellation notification before confirming any deletion.

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Moving Slots

Use Move Slots to transfer an entire day's slots — and any existing appointments — to a new date. This is usefulUseful for snow closures, rescheduled days, or resource availability changes.

To accessaccess: it, go to the Appointments tab,→ select adate/resource date and resource, then choose→ Slots >→ Move Slots.Slots

In the dialog, select the destination date, choose whether to move slots for all resources or selected resources, and confirm.

Existing appointments transfer to the new date with all participant information intact.intact, Appointmentand appointment times remain the same.same.

Important: Calendar notification emails are not sent automatically.automatically Advise— advise participants to update any calendar entries they've saved.

You can send a custom notification email to affected participants explaining the change.

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Copying Slots

Use Copy Slots to duplicate a day's slot structure to another date or resource — without copying existing appointments.

ThisTo isaccess: helpfulAppointments when→ multipleselect daysdate/resource share→ theSlots same→ schedule,Copy or when you want to quickly replicate one resource's setup for another.Slots

To access it, go to the Appointments tab, select a date and resource, then choose Slots > Copy Slots. Select the destination date and/or resource(s) and confirm.

Slot visibility, appointment type, and availability settings are all preserved.

If you also need appointments to transfer, use Move Slots instead.

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Changing Slot Duration or Times

You cannot modify slotSlot start times, end times, orand duration cannot be edited in place.place. To change any of these, you must:these:

1. Delete the slots you want to change (or all slots for that day)

   .

2. Recreate them with the correct settings

   settings.

Example: If you have 10-minute slots from 8:00 AM–2:00 PM but want 9:00 AM–1:00 PM instead, delete the 8:00–9:00 AM and 1:00–2:00 PM slots (or delete all and start fresh), then create the new schedule.

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Quick Reference: Which Tool to Use?

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Slot Color Guide