STEP THREE: Create Slots

CreateCreating Slots Function

TheTo Createget Slotsstarted, function is used to generate appointment dates, times, and appointment durations for your event.

Accessing the Create Slots Function

Navigatego to Events /> Preview, fromselect your event, then click the navigation menu.

Select your event from the list.

Click the Appointments button.

Select the Appointments tab.

OnFrom the left-hand sidecalendar, of the page, you will see a calendar. Selectselect the date you wouldwant liketo work with. Then open the Slots drop-down and choose Create Slots.

Step 1: Choose which resources to create slots for.for

If your event spans multiple days, begin with

In the firstslot date.

generator,

Onchoose 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 likewhether to create slots for beforeselected continuing.

resources or all

Slotresources. MenuTo Options

select

Themultiple Slotsresources, drop-downhold menuCtrl includeswhile clicking names in the followingright-hand options:

Create Slots

Delete Time Slots

Update Slots

Copy Slots

Move Slots

Select Create Slots to open the Slot Generator window.panel.

Creating Appointment Slots

Step 1: Select Resources

Choose whether the slots should be created for:

Selected resource(s) only

All resources

Step 2: ConfigureSet Timeyour Settingstime and duration

Field Description From - Enter the startStart time of the first appointmentslot slot.

To - Enter the endingEnd time of the final appointmentlast slot for the day.Duration

Duration - Enter the length

Length of each appointment (in minutes.minutes) Travel Break Optional gap between appointments

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.

TravelNote: BreakIf -you Optionally enterneed a break that doesn't align with your slot duration between(e.g., appointments.20-minute slots but a 40-minute lunch break), create slots in two batches — one before the break and one after.

Example:

Duration: 10 minutes

Travel Break: 5 minutes

This creates:

8:00–8:10

8:15–8:25

8:30–8:40

etc.

AppointmentStep Types3: Choose appointment type

Select

theappointmentformatType youDescription wouldIndicator like to offer.

In-Person

Participants will receive the room/location informationinfo inP their confirmationandVirtual reminder emails.

Slots display with a P indicator.

Virtual

Participants will receive the virtuala meeting link inV their confirmationand reminder emails.

Slots display with a V indicator.

In-Person or Virtual

Participants may choose eithertheir meetingpreferred format duringPV scheduling.

Slots display with a PV indicator.

SlotStep Types4: Set slot visibility

Select

howtheslotOption shouldWhat appearit todoes participants.

Visible for Customer

The slot is visible and available

Available for online booking on theOnline Scheduler (CUI).

Hidden from Customer

The slot is hidden

Hidden from participants but remainsparticipants; visible in the Admin UI.UI Thisonly can beused for reserved appointments.

Shown with “Call”"Call" Status

The

Visible slotto is visible,participants, but participantsthey're are instructedprompted to contactcall the school directlyto whenbook selecting theappointment.

Make Unavailable

The slot appears

Visible in the Admin UI but cannotnot bebookable bookedonline online.(use Thisfor islunch commonlybreaks, usedmeetings, for:etc.)

Lunch breaks

Planning periods

Meetings

Staff availability blocks

You maycan optionally enteradd a custom message for unavailable slots.

MaximumStep Appointments5: PerSet Slotmaximum appointments per slot (optional)

Use thethis Maximumfor allowedgroup appointmentssessions, peropen slotlabs, fieldor toany determinescenario howwhere manymultiple appointmentsfamilies can bebook bookedthe during eachsame time slot.

This is commonly used for:

Group sessions

Open lab hours

Multi-family events

Camp or roster scheduling

Creating Slots for Multiple Days ofor SlotsResources

IfSame schedule across multiple daysdays: will use the same schedule:

Enable the Multiple Dates option

and

Select the additional dates

Create slots forselect all selectedapplicable dates simultaneouslybefore saving.

Different

schedule

Ifper eachday: day has a different schedule:

Create slots for the first day

day, then switch

Selectto the next date fromon the calendar and repeat.

Repeat the slot creation process

Creating Different Schedulesschedules forper Differentresource: Resources

If resources require different schedules:

Select thea resource (or group of resources

resources),

Createcreate their slotsslots, andsave, clickthen save

repeat

Selectfor the next resource/groupresource or group.

Repeat as needed

To select multiple resources:

Hold the CtrlTip: key while selecting additional names. Continue this process untilIf you have a group of resources collected that you would like to create the same time 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 maywon't notdisplay immediatelyuntil display.

you

To viewclick a specific resource’s slots:

Click on the resource’resource's name fromin the right-hand panelpanel.

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

Modify the Draw Time Every setting

If using Travel Breaks, you may also want to adjust this setting to align with your break duration.

Important Notes: Create Slots Does Not Replace Existing Slots

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

Example:

Existing slots: 8:00 AM – 12:00 PM

Desired schedule: 9:00 AM – 12:00 PM

You must either:

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

Or delete all slots and recreate the schedule

Updating Existing Slots

TheUse Update Slots feature allows you to updatechange the characteristics of existing slots.slots Thiswithout featuredeleting allowsand yourecreating to:them. To access it, go to the Appointments tab, select a date and resource, then choose Slots > Update Slots from the drop-down.

You can update:

• IncreaseAppointment thetype number(e.g., ofswitch allowedfrom in-person to virtual)

Maximum appointments per time slot

ChangeSlot appointmentvisibility types

(hidden, unavailable,

Make slots unavailable

Hide slots from participantsetc.)

AccessingImportant: Update Slots

does not

Selectchange Eventsstart /times, Previewend fromtimes, theor navigationappointment dashboard.

duration. To change

Select your event from the list.

Click the Appointments button.

Select the Appointments tab.

Select the appropriate date from the calendar on the left-hand side.

Select the resource name on the right-hand side.

Select Slots > Update Slots.

This will open the Slot Updater dialog box.

The dialog box allowsthose, you tomust enter a range of timesdelete and applyrecreate updates to existingthe slots.

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

Thischeckbox is especially useful ifwhen resources have already blocked portionsparts of their schedules.

schedules

Important:— Updateit Slotslets only changes the characteristics of existing slots. It does notyou change theappointment type without affecting 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 you would like to remove.

Select Slots > Delete Time Slots.

This will open the deletion dialog box.

The dialog box will ask for details about the deletion. Review the information carefully to ensure you are only deleting slots for the correct:

Date

Resource

Time range

You may also delete all slots that occur during a specific time across all resources.

Example:
If you would like to create a lunch break for all resources, you can enter the lunch break start and end times and remove all slots during that period.

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

Important Note: Deleting Slots with Existing Appointments: If the slots being deleted already contain appointments, an additional dialog box will appear. This dialog box provides several options for handling the affected appointments.

Option 1: Do Not Cancel Appointments

If you choose not to cancel the appointments:

The slots will be deleted

The appointments will move to the red Appointments List

This list acts as a holding area for unresolved or “problem” appointments.

You must then either:

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 Send Cancellation Email

Appointments will be canceled, and a cancellation email will be sent.

The cancellation email configured in the Notification Setup section will appear automatically and may be edited before sending.type.

Blocking Slots

YouBlocking canis the preferred way to temporarily remove availability without permanently deleting a slot.

To block a slotslot, bygo turningto anthe existingAppointments slot redpage and optionally entering a custom message, such as:

Lunch Break

Staff Meeting

Unavailable

Onclick the Appointments page in the Admin UI:

Click the X in the corner of the slot. It will turn red and display "Blocked." You can enter a custom message (e.g., "Lunch Break" or "Staff Meeting"). To unblock it, click the X again to restore it to available.

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

Deleting Slots

Use Delete Time Slots when you need to permanently remove slots. To access it, go to the Appointments tab, select a date and resource, then choose Slots > Delete Time Slots.

If appointments already exist on those slots, a second dialog will appear with these options:

Move appointments to the red Appointments List (a holding area where you can manually rebook or cancel them)

TheCancel slotappointments willwithout turnsending red.a notification

TheCancel messageappointments Blockedand willsend appeara incancellation the slot.

You may leave the default message or replace it with your own custom message.

Blocked slots:

Will not appear on the scheduling page for participants

Remain visible in the Admin UIemail

AtTip: Review whether participants need a cancellation notification before confirming any time, you may unblock the slot by clicking the X again. The slot will return to blue and display the status Available.deletion.

MakingMoving Changes to Slot Start Times, End Times, or DurationSlots

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

To modify:

access

it, go

Slot start times

Slot end times

Appointment durations

You must first deleteto the existingAppointments slots.

tab,

Theselect Createa date and resource, then choose Slots process> doesMove notSlots. overwriteIn previouslythe createddialog, slots.

select

Example:the destination date, choose whether to move slots for all resources or selected resources, and confirm.

Existing schedule:appointments transfer to the new date with all participant information intact. Appointment times remain the same.

Important:

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

10-minuteYou slotscan send a custom notification email to affected participants explaining the change.

Copying Slots

8:00Use AMCopy –Slots 2:00to PMduplicate a day's slot structure to another date or resource — without copying existing appointments.

This

is helpful when multiple days share the same schedule, or when you want to quickly replicate one resource's setup for another.

DesiredTo schedule: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,

10-minuteappointment slotstype, and availability settings are all preserved. If you also need appointments to transfer, use Move Slots instead.

Changing Slot

9:00Duration AMor – 1:00 PM

Times

You cannot createmodify theslot newstart scheduletimes, onend toptimes, or duration in place. To change any of the existing slots.

Instead,these, you must either:must:

• 1. Delete only the unwantedslots slots

     you
     want
  2. to

     8:00change AM – 9:00 AM

1:00 PM – 2:00 PM

OR

Delete(or all existingslots slotsfor that day)

Recreate them with the schedulecorrect usingsettings

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 times

Move Slots

The Move Slots feature allows you to move existing slots and appointments (if any) to a new date.

Selecting Move Slots opens a dialog box where you can:

Choose a destination date

Move slots for all resources

Move slots only for selected resources

If appointments already exist, you will also have the option to send an explanation email to affected participants.

Important Note: New calendar invitation emails are not automatically generated after moving appointments. Participants should be advised to manually update any personal calendar entries they have saved.schedule.

CopyQuick SlotsReference: Which Tool to Use?

The

CopySituation Use Temporarily remove availability Block Slots feature allowsyouPermanently to:remove

slots Delete

CopyTime oneSlots

Change appointment type or visibility Update Slots Reschedule an entire day ofMove slotsSlots Duplicate a schedule to another dateday or resource

Copy slotsSlots from oneresourceChange toslot anotherduration resourceor times Delete

This+ Recreate

Slot Color Guide

Color Meaning Blue Available Red Blocked Grey Resource is usefulbooked when:elsewhere

(team meeting or personal appointment) Yellow Time has passed

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.