STEP THREE: Create Time Slots

Create Slots Function

The Create Slots function is used to set up yourgenerate appointment date(s),dates, times, and durationappointment ofdurations for your event.

Accessing the appointments.Create Slots Function

1. Select the

   Navigate

   to Events / Preview option onfrom the navigation dashboard.menu. Then

select

Select your event from the listlist.

and click on

Click the button.Appointments button.

Select the

Appointments tab. You

On the left-hand side of the page, you will see a calendar on the left-hand side.calendar. Select the date ofyou would like to create slots for. If your event.event If you havespans multiple days, then simply startbegin with the first daydate.

of your event.

On the right-hand side, you will see a list of your teachers.teachers/resources.

If all your teachers havewill use the same time slots, thenschedule, you do not need to select an individual teacher'steachers. name.

If your teachers will all have different time slots, thenschedules, select the first teacher name thatteacher(s) you would like to create slots for.

for before continuing.

Slot Menu Options

The

Slots drop-down menu will give youincludes the following options:

Create Slots,Slots

Delete Time Slots,Slots

Update Slots, Copy Slots, and Move Slots.  Click

Update Slots

Copy Slots

Move Slots

Select Create Slots. This willto open up the Slot Generator dialogwindow.

box.

Creating Appointment MakeSlots

sure

Step that1: you'veSelect selectedTeachers

Choose whether you want the slots toshould be created onlyfor:

on

the selected

Selected teacher(s) oronly

on all the teachers. 

All teachers/resources

Step 2: Configure Time Settings

From - Enter the start time of the first slotappointment in the From field. slot. To - Enter the endending time of the lastfinal appointment slot offor the day in the To field.day. Duration - Enter the Durationlength of each appointment in minutes.  IfTravel Break - Optionally enter a break duration between appointments.

Example:

Duration: 10 minutes

Travel Break: 5 minutes

This creates:

8:00–8:10

8:15–8:25

8:30–8:40

etc.

Appointment Types

Select the appointment format you would like ato traveloffer.

break

In-Person

between

each slot,

Parents enterwill receive the breakroom/location durationinformation in the Travel Break field.

Select the Appointment type you would like: 

In-Person - This is the default option. If the parent selects this option, thetheir confirmation and reminder emailemails.

Slots display with a P indicator.

Virtual

Parents will containreceive the roomvirtual numbermeeting for the meeting. You will see a Plink in the slot you create. 

Virtual - If the parent selects this option, thetheir confirmation and reminder emailemails.

will contain the

Slots Virtualdisplay meeting link. You will seewith a V in the time slot. indicator.

In-Person or Virtual

-

The parent

Parents willmay havechoose either meeting format during scheduling.

Slots display with a choicePV ofindicator.

an In-Person or

Slot VirtualTypes

meeting.

Select Youhow willthe seeslot ashould PVappear to parents.

Visible for Customer - The slot is visible and available for booking on the Online Scheduler (CUI).

Hidden from Customer - The slot is hidden from parents but remains visible in the timeAdmin slot.UI.

This

Select the Slot type  you would like: 

Visible for customer - Select this if you want the slots to be visible on the CUI.

Hidden from customer - Select this if you want the slots to be hidden from the CUI (couldcan be used tofor reservereserved slots).

appointments.

Shown with "Call"“Call” statusStatus - ThisThe willslot showis visible, but parents are instructed to contact the slots,school butdirectly when a parent selectsselecting the slot,appointment.

they will receive a message to "call."

Make unavailableUnavailable - -The

Selectslot this option if you would like the slots to displayappears in the AdministrationAdmin section of the site,UI but notcannot be availablebooked toonline. yourThis parents.is commonly used for:

Lunch breaks

Planning periods

Meetings

Staff availability blocks

You willmay be able tooptionally enter a custom message infor unavailable slots.

Maximum Appointments Per Slot

Use the slot (e.g., Lunch Break).

Enter the maximum number of appointments per slot in the Maximum allowed appointments per slot field. Select the OK buttonfield to createdetermine ashow many slots asappointments can be fitbooked betweenduring Fromeach andtime To.slot.

This is commonly used for:

Group sessions

Open lab hours

Multi-family events

Camp or roster scheduling

Creating Multiple Days of Slots

If you have multiple days ofwill identical slots, you can check the box "multiple dates", and createuse the same slotsschedule:

on

more than

Enable onethe day.Multiple IfDates youroption

Select the additional dates

Create slots arefor all selected dates simultaneously

If each day has a different eachschedule:

day,

simply create

Create slots onfor yourthe first day,day

then select

Select the next daydate from the calendar

on

Repeat the left-handslot sidecreation and repeat the process. process

TheCreating SlotDifferent Generator will generate any number of slots between the From and To times, depending on the duration of the currently selected day. For example, if you want 10-minute slots each between 8 am and 5 pm, enter 8:00 am in the From field, 5:00 pm in the To field, and 10Schedules for theDifferent Duration.Teachers

If teachers/resources require different schedules:

If

you are using the Travel Break feature, a travel break of the entered duration will be created between each time slot. For example, if you enter a From time of 8:00 am, a To time of 2:00 pm, a Duration of 10, and a Travel Break of 5, slots will be created from 8:00-8:10, 8:15-8:25, 8:30-8:40, etc.

If your appointment times and duration vary by teacher, you can selectSelect the teacher or group of teachers

Create their slots and followclick save

Select the createnext slots procedure. Then select the teacher or teachers that require a different time schedule and create slots for them.teacher/group

Repeat as needed

To select multiple teachers,teachers:

select

Hold the firstCtrl teacher'skey name,while pressselecting theadditional Ctrl key, and select the second teacher's name.names. Continue this process until you have a group of teachers collected that you would like to create the same time slots for.

Note that if you have created the same slots for all your teachers, you will not see the individual slots displayed unless you select one of the teacher names (from the right-hand side). This allows you to create identical schedules for selected groups of teachers/resources.

Viewing Teacher Slots

If slots are created for all teachers at once, individual appointment slots may not immediately display.

WhenTo youview createa yourspecific slots,teacher’s theslots:

Time

Increments

Click on the left-teacher’s name from the right-hand sidepanel

of

Time Increment Display

The time increments displayed on the Appointments page willautomatically adjust.adjust Generally,based theyon 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 match the duration of your slots. However, if you are creating a variety of slot durations, they will be set touse the lowest common denominator.

For

Example:

example,

if you create some

10-minute slots

with a duration

15-minute ofslots

10 minutes and

Result:

some

with a duration of 15 minutes, the time

Display increments willbecome be5 setminutes

To manually adjust display increments:

Navigate to 5 minutes. If you would like to override this duration, go to the Settings  / Vendor UI Setup

page and adjust

Modify the Draw Time everyEvery setting.setting

Also, if

If using Travel Breaks, you createmay breaksalso between your slots, you will needwant to adjust this to be setsetting to thealign duration ofwith your breaks.break duration.

Important Notes: Create Slots Does Not Replace Existing Slots

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

For

Example:

example,

if you

create slots

Existing fromslots: 88:00 amAM to– 1212:00 pm,PM

and then you

Desired realizeschedule: you9:00 onlyAM needed– slots12:00 fromPM

9 am to 12 pm, you can not simply “Create Slots” again with your new parameters.

You willmust eithereither:

need

to delete

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

from 8 am to 9 am or

Or delete all slots and startrecreate again.the schedule

Updating Slots

The Update Slots feature will allow you to update the characteristics of existing slots. This feature will allow you toto:

increase

Change appointment types Increase or decrease the numbermaximum ofappointments allowed appointments per timeslot slot,Hide theslots appointmentfrom typeparents (In-Person, Virtual, or In-Person/Virtual), or to makeMake slots unavailable Convert in-person appointments to virtual appointments

Note: The Update Slots feature does not change the start time, end time, or hiddenduration toof yourexisting parents.slots.

Accessing Update Slots

1. SelectNavigate theto Events / Preview option onfrom the navigation dashboard.menu.

Then selectSelect your event from the listlist. and click onClick the button.Appointments tab. SelectChoose the Appointmentsappropriate tab.date Youfrom will see athe calendar on the left-hand side. Select the correct date. Select the teacher'steacher/resource name on the right-hand side. Select the Appointments drop-down menu. Select Slots and then /Update Slots.Slots.

This will open up the Slot Updater dialog box.

The dialog box will allow you to enter a range of times. You will have several options for making changes to an existing slot.

The "Keep existing slot type on slots being updated" checkbox allows you to change the appointment type (i.e., from in-person to virtual) without changing the slot type. It is very helpful if all teachers have already blocked their schedules.

Update Slots will only change the characteristics of existing slots. It does not change the duration, start, or end time of existing slots. 

Removing Slots -  individual scheduling exceptions

The Delete Time Slots feature allows you to remove existing appointment slots for:

Individual teachers Specific times Entire groups of teachers/resources

This is commonly used for:

Lunch breaks Staff meetings Schedule changes Teacher absences Emergency closures

Accessing Delete Time Slots

1. SelectNavigate theto Events / Preview option onfrom the navigation dashboard.menu.

Then selectSelect your event from the listlist. and click onClick the button.Appointments tab. SelectChoose the Appointmentsappropriate tab.date Youfrom will see athe calendar on the left-hand side. Select the correct date. Select the teacher'steacher/resource name on the right-hand side. Select the slotAppointments thatdrop-down you would like to remove.menu. Select Slots and> then Delete Time Slots;Slots. thisThis will open up the followingdeletion dialog boxbox. The dialog box will ask you for details on the deletion. Please read carefully to ensure that you are only deleting slots on the correct date/teacher/time combination.

You will be able to delete all slots that occur at that time for all teachers. For example, if you want to schedule a lunch break for all teachers, you could enter the start and end times of the lunch break and delete any slots during that time. 

You can also create breaks by using the Update Slots feature.  

IMPORTANT NOTE: If you are deleting slots with appointments on them, a second dialog box will come up.

This dialog box will provide you with several options for the appointments that are on your soon-to-be-deleted slots.

• You will have the option of not canceling the appointments. As the slots will be deleted, these appointments will be moved to the red Appointments List. From here, you will need to attend to these appointments by either deleting them from the red Appointments List or by recreating the appointment slot. This red Appointments List is a holding area for "problem" appointments.

• You will have the option of canceling the appointments and not sending a cancellation email.

• You will have the option to cancel the appointment and send a cancellation email. The cancellation email that you have set up in the Notification Setup section will displaydisplay, and you will be able to edit this or send it as is.

Best Practices

Use Update Slots for temporary availability changes whenever possible. Use Delete Time Slots only when appointment slots should be permanently removed. Review deletion settings carefully before confirming changes. If appointments already exist, determine whether parents should receive cancellation notifications before proceeding.

Blocking Slots

You

How canto "block"Block a slotSlot

by

turningNavigate an existing slot red and optionally entering a message forto the blockedAppointments slot,page such as "Lunch Break." Inin the AdministrativeAdmin UserUI. Interface onLocate the Appointmentsappointment page,slot you would simplylike clickto onblock. Click the xX in the corner of athe slot.

The slot willwill:

then

turn red,

andTurn red Display the message "Blocked"Blocked will appear in

You may leave the slot. You can leave thatdefault message or editreplace theit message.with a custom message, such as:

Lunch Break Staff Meeting Unavailable

This slot will then not be displayed on the scheduling page to your parents. At any time, you can "unblock" the slot by clicking on the x in the corner and returning the slot to blue with the word Available listed in the slot. 

Blocked Slots will display on your reports when the "show all slots" option is checked.

As an alternative to blocking slots, you can always delete slots.

Blocking Slots vs. Deleting Slots

Blocking Slots

Temporarily removes availability Preserves the original slot structure Can easily be reversed Recommended for short-term schedule changes

Deleting Slots

Permanently removes the slot Requires recreating the slot later if needed Recommended for permanent schedule adjustments

In most cases, blocking slots is the preferred option for temporary scheduling changes.

Making Changes to yourChanging Slot Start Times orTimes, End Times, or the Duration

In order to modify your slots after they have been created,If you will need to modify:

Slot start times Slot end times Appointment durations

You must first delete the existing slots.slots before creating new ones.

The

Create Slots processfeature willdoes not simplyoverwrite overrideor slotsreplace thatexisting youappointment haveslots. previously

Example

created.

Existing ForSchedule:

example,

if you

have created 10-minute slots from8:00 8AM am– to2:00 2PM pm, and you now

New decideDesired thatSchedule:

you

would like

your10-minute slots to9:00 runAM from– 91:00 amPM to 1 pm, you

You cancannot notsimply create thisthe new slot scenarioschedule on top of yourthe existing slots.

You

Instead, you must eithereither:

delete

Delete only the slots from 8 am to 9 am and from 1 pm to 2 pm, or delete ALLunwanted slots and

then8:00 createAM – 9:00 AM 1:00 PM – 2:00 PM

OR

Delete all existing slots Recreate the entire schedule using the new times

Best Practices

Use Blocking Slots for temporary schedule changes. Use Delete Time Slots for permanent scheduling changes. Review existing appointments before deleting slots. Recreate slots fromonly 9after amunwanted toslots 1have pm.been removed.

Move Slots

The Move Slots feature will allow you to move all your slots and appointments (if any) to a new date.

This feature is commonly used when:

A conference day changes A school closure occurs Teachers become unavailable Events need to be rescheduled

The Move Slots button will bring up a dialog box where you can enter a destination date for your slots and appointments to be moved to. You will have the option of sending an explanation email to all parents with an appointment. You also have the option to move the slots only for a selected teacher or teachers. 

Accessing Move Slots

Navigate to Events / Preview from the navigation menu. Select your event from the list. Click the Appointments tab. Choose the appropriate date from the calendar on the left-hand side. Select the teacher/resource name on the right-hand side. Select the Appointments drop-down menu. Select Slots > Move Slots. 

This will open the Move Slots dialog box.

In the Move Slots dialog box:

Select the destination date Choose whether to:

Move slots for all teachers/resources Move slots only for selected teachers/resources Confirm the move

All selected slots and any associated appointments will be transferred to the new date.

When slots are moved:

Existing appointments are transferred to the new date Parent scheduling information remains attached to the appointment Appointment times remain the same unless otherwise adjusted

Important Note: New calendar notification emails will not be sent, so participants should be advised to update any calendar entries they have set.

Parent Notification Options

If appointments already exist on the slots being moved, you will have the option to send an informational email to affected parents.

This email can be used to explain:

Why the event was rescheduled The new appointment date Any additional instructions

Best Practices

Send notification emails whenever appointments are moved. Clearly explain why appointments were rescheduled. Encourage parents to verify their updated appointment dates and times. Review the new schedule after moving slots to ensure all appointments transferred correctly.

Copy Slots

The Copy Slots feature will allow you to copy one day of slots to another day. You can also selectively copy slots from one teacher to another teacher.

The Copy Slots feature allows you to duplicate existing appointment slots from one date or teacher/resource to another.

This is useful when:

Multiple conference days use the same schedule Teachers share identical availability You want to quickly recreate schedules without manually rebuilding slots

Common Uses for Copy Slots

Copy One Day to Another Day

Example: Copy Monday’s conference schedule to Tuesday

Copy Slots Between Teachers

Example: Copy one teacher’s availability setup to another teacher/resource

Reuse Standard Scheduling Templates

Example: Recreate standard office hours or conference blocks across multiple days

Accessing Copy Slots

Navigate to Events / Preview from the navigation menu. Select your event from the list. Click the Appointments tab. Choose the appropriate date from the calendar on the left-hand side. Select the teacher/resource name on the right-hand side. Select the Appointments drop-down menu. Select Slots > Copy Slots

This will open the Copy Slots dialog box.

Copying Slots

In the Copy Slots dialog box:

Select the destination date Optionally select destination teacher/resource(s) Confirm the copy action

The selected slots will be duplicated to the new location.

Important Notes

Copy Slots duplicates the slot structure and settings. Existing appointments are not copied. Slot visibility, appointment type, and availability settings are preserved during the copy process.

Best Practices

Use Copy Slots to save time when building large schedules. Verify copied schedules after completion. Review teacher/resource selections carefully before copying slots. Use Move Slots instead of Copy Slots when appointments must also transfer to a new date.

---

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 some of my slots grey?

Grey time slots indicate that the teacher is booked elsewhere and is not available at that time. Either the teacher is having meetings as part of a team, or the teacher has booked her own appointments in her role as a parent. If you click on the grey time slot, a message will display telling you where the teacher is booked.

Why are my time slots yellow? 

Yellow indicates that the time has passed.

I created time slots with the wrong duration, but my parents 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.