# STEP THREE: Create Time Slots Creating Slots To get started, from the Admin UI, go to **Events / Preview** and select your event. Click the orange **Go To Event** button to open your event. You will then see the **Appointments** tab. From the left-hand calendar, select the date you want to work with. Open the **Slots** drop-down and choose **Create Slots**. #### **Step 1: Choose Which Teachers to Create Slots For** In the slot generator, choose to create slots for **selected teachers** or **all teachers/resources**. To select multiple teachers, hold **Ctrl** while clicking names in the right-hand panel. #### **Step 2: Set Your Time and Duration**
**Field****Description**
**From**Start time of the first slot
**To**End time of the last slot
**Duration**Length of each appointment (in 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.

**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, one after.

#### **Step 3: Choose Appointment Type**
**Type****Description****Indicator**
**In-Person**Parents receive room/location infoP
**Virtual**Parents receive a meeting linkV
**In-Person or Virtual**Parents choose their preferred formatPV
#### **Step 4: Set Slot Visibility**
**Option****What it does**
**Visible for Customer**Available for online booking
**Hidden from Customer**Hidden from parents; visible in Admin UI only
**Shown with "Call" Status**Visible to parents, but they're prompted to call the school to book
**Make Unavailable**Visible in Admin UI but not bookable online (use for lunch breaks, meetings, etc.)
You can optionally add a custom message for unavailable slots. #### **Step 5: Set Maximum Appointments Per Slot *(Optional)*** Use this for group sessions, open labs, or any scenario where multiple families can book the same time slot. ### **Creating Slots for Multiple Days or Teachers**
**Scenario****What to do**
**Same schedule across multiple days**Enable **Multiple Dates** and select all applicable dates before saving
**Different schedule per day**Create slots for the first day, switch to the next date, and repeat
**Different schedules per teacher**Select a teacher (or group), create their slots, then repeat for the next teacher/group

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

### **Updating Existing Slots** Use **Update Slots** to change existing slot characteristics without deleting and recreating them. **To access:** **Appointments tab → select date/teacher → Slots / Update Slots** **You can update:** - Appointment type (e.g., switch from in-person to virtual) - Maximum appointments per slot - Slot visibility (hidden, unavailable, etc.)

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

**"Keep existing slot type on slots being updated"** — useful when teachers have already blocked parts of their schedule, since it lets you change appointment type without affecting slot type.

### **Blocking Slots** Blocking is the preferred way to **temporarily** remove availability without permanently deleting a slot. 1. Go to the **Appointments** page and click the **X** in the corner of the slot. 2. The slot turns **red** and displays "Blocked." You can enter a custom message (e.g., "Lunch Break" or "Staff Meeting"). 3. To unblock, click the **X** again to restore availability.

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

### **Deleting Slots** Use **Delete Time Slots** to permanently remove slots. **To access:** **Appointments tab → select date/teacher → Slots / Delete Time Slots** If appointments already exist on those slots, you'll be prompted to choose: - **Move appointments** to the red Appointments List (a holding area for manual rebooking or cancellation) - **Cancel appointments** without sending a notification - **Cancel appointments** and send a cancellation email

**Tip:** Consider whether parents need a cancellation notification before confirming any deletion.

### **Moving Slots** Use **Move Slots** to transfer an entire day's slots — and any existing appointments — to a new date. Useful for school closures, rescheduled conference days, or teacher availability changes. **To access:** **Appointments tab → select date/teacher → Slots / Move Slots** In the dialog, select the destination date, choose whether to move slots for all teachers or selected teachers, and confirm. Existing appointments transfer with all parent information intact, and appointment **times remain the same**.

**Important:** Calendar notification emails are **not** sent automatically — advise parents to update any calendar entries they've saved. You can send a custom notification email explaining the change.

### **Copying Slots** Use **Copy Slots** to duplicate a day's slot *structure* to another date or teacher — **without** copying existing appointments. **To access:** **Appointments tab → select date/teacher → Slots / Copy Slots** Select the destination date and/or teacher(s) and confirm. Slot visibility, appointment type, and availability settings are all preserved.

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

### **Changing Slot Duration or Times** Slot start times, end times, and duration **cannot be edited in place**. To change any of these: 1. Delete the slots you want to change (or all slots for that day). 2. Recreate them with the correct 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. ### **Quick Reference: Which Tool to Use?**
**Situation****Use**
Temporarily remove availability**Block Slots**
Permanently remove slots**Delete Time Slots**
Change appointment type or visibility**Update Slots**
Reschedule an entire day**Move Slots**
Duplicate a schedule to another day or teacher**Copy Slots**
Change slot duration or times**Delete + Recreate**
### **Slot Color Guide**
**Color****Meaning**
🔵 BlueAvailable
🔴 RedBlocked
⚪ GreyTeacher is booked elsewhere (team meeting or personal appointment)
![image.png](https://help.pickatime.com/uploads/images/gallery/2026-06/scaled-1680-/Ycximage.png) Yellow Time has passed