Time Slots

I created slots on the wrong date — how do I fix this?

1. Go to the Appointments page.
2. Open the Slots drop-down and select Move Slots.

This moves all slots (and any existing appointments) to a new date. You'll have the option to email anyone whose appointment is being moved.

My slots are 20 minutes long, but I want a 30-minute break in the middle.

If your break doesn't match your slot duration or a multiple of it (e.g., 20-minute slots with a 30-minute break), you'll need to create slots in two sections:

1. Create slots for the time before the break.
2. Create slots for the time after the break.

Why are some of my time slots grey?

Grey slots mean the teacher is unavailable at that time — typically because they're:

• Attending meetings as part of a team, or
• Booked elsewhere as a parent making their own appointments

Click the grey slot to see a message explaining where the teacher is booked.

Why are some of my time slots yellow?

Yellow slots indicate the scheduled time has already passed. These slots are hidden from parents/participants.

Fix: Check the date on these slots, then either delete them or move them to the correct date.

Slots on the correct (current/future) date will appear blue, indicating they're active and bookable.

I created time slots with the wrong duration.

Slot duration cannot be edited after creation. You'll need to:

1. Delete the slots with the incorrect duration.
2. Create new slots with the correct duration.

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

Slot duration still cannot be edited directly — you'll need to delete and recreate the slots. However, since appointments already exist, you have options for handling them:

1. Go to Slots / Delete Time Slots.
2. A dialog will show you the number of existing appointments on the slots you're about to delete.
3. Choose how to handle them:
   • Cancel them — optionally send an email asking customers to reschedule, or
   • Hold them — the default option moves affected appointments to a holding area on the Appointments List page, where you can review and manually cancel or reschedule each one.

I created In-Person time slots but wanted Virtual (or vice versa)

You can change the appointment type for time slots that have already been created. 

Go to the Appointments page in the Admin tool and select the appropriate date from the calendar on the left-hand side.

Select Slots / Update Slots, and then choose the appointment type you want:

• In-Person – appointments will be held in person

• Virtual – appointments will be held online

• In-Person and Virtual – parents can choose whether to meet in person or virtually

Make sure Keep existing slot type on slots being updated is checked, and then select OK.

Keeping this option checked ensures that any time slots an Admin or teacher has blocked off remain blocked and are not changed back to Visible to Customer.