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 info P Virtual Parents receive a meeting link V In-Person or Virtual Parents choose their preferred format PV 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. Go to the Appointments page and click the X in the corner of the slot. The slot turns red and displays "Blocked." You can enter a custom message (e.g., "Lunch Break" or "Staff Meeting"). 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: Delete the slots you want to change (or all slots for that day). 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 🔵 Blue Available 🔴 Red Blocked ⚪ Grey Teacher is booked elsewhere (team meeting or personal appointment) Yellow Time has passed