STEP THREE: Create Time Slots

Create

Managing Appointment Slots Function

TheThis Createarticle Slotscovers functioneverything isyou usedneed to generatecreate and manage appointment dates, times, and appointment durationsslots for your event.event, including creating, updating, copying, moving, blocking, and deleting slots.

Accessing the CreateCreating Slots Function

NavigateTo get started, go 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 teachers 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 teachers/resources.

If all teachers will use the same schedule, you do not need to select individual teachers. 

If teachers will have different schedules, select the teacher(s) you would likewhether to create slots for beforeselected continuing.

teachers or all

Slotteachers/resources. MenuTo Options

select

Themultiple Slotsteachers, 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 Teachers

Choose whether the slots should be created for:

Selected teacher(s) only

All teachers/resources

Step 2: ConfigureSet Timeyour Settingstime and duration

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 between(e.g., appointments.20-minute

slots

Example:but a 40-minute lunch break), create slots in two batches — one before the break and one after.

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

SlotStep Types4: Set slot visibility

Select

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 SlotsTeachers

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 Differentteacher: Teachers

If teachers/resources require different schedules:

Select thea teacher (or group of teachers

teachers),

Createcreate their slotsslots, andsave, clickthen save

repeat

Selectfor the next teacher/groupteacher or group.

Tip:

Repeat as needed

To select multiple teachers:

Hold the Ctrl key while selecting additional names. Continue this process untilIf 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 maywon't notdisplay immediatelyuntil display.

you

To viewclick a specific teacher’s slots:

Click on the teacher’teacher'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 ReplaceUpdating 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 Slots

TheUse Update Slots feature will allow you to updatechange the characteristics of existing slots.slots Thiswithout featuredeleting willand allowrecreating youthem. to:To access it, go to the Appointments tab, select a date and teacher, then choose Slots > Update Slots from the drop-down.

You can update:

• Change appointment

  Appointment typestype (e.g., switch from in-person to virtual)

• Increase or decrease the maximum

  Maximum appointments allowed per slot

• Hide slots

  Slot fromvisibility parents

(hidden, Makeunavailable, slotsetc.) unavailable Convert in-person appointments to virtual appointments, or vice-versa

Note: TheImportant: Update Slots feature does not change the start time,times, end time,times, or durationappointment ofduration. existingTo change those, you must delete and recreate the slots.

Accessing Update 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 /Update Slots.

This will open 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 veryuseful helpful if allwhen teachers have already blocked parts of their schedules.

schedules

Update— Slotsit willlets onlyyou change theappointment characteristicstype ofwithout existingaffecting slots.slot It does not change the duration, start, or end time of existing slots. type.

RemovingBlocking Slots -  individual scheduling exceptions

TheBlocking Deleteis Timethe Slotspreferred feature allows youway to temporarily remove existingavailability appointmentwithout 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

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 > Delete Time Slots. This will open the deletion dialog box. The dialog box will ask you for details on the deletion. Please read carefully to ensure that you are onlypermanently deleting slotsa on the correct date/teacher/time combination. slot.

YouTo will be able to delete all slots that occur at that time for all teachers. For example, if you want to scheduleblock a lunchslot, 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 movedgo to the red Appointments List.page Fromand here, you will need to attend to these appointments by either deleting them fromclick 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 display, 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

How to Block a Slot

Navigate to the Appointments page in the Admin UI. Locate the appointment slot you would like to block. Click the X in the corner of the slot. It

Thewill slot will:

Turnturn red Displayand thedisplay message"Blocked." Blocked

You maycan leave the default message or replace it withenter a custom message,message such(e.g., as:

"Lunch BreakBreak" or "Staff MeetingMeeting"). UnavailableTo unblock it,

This slot will then not be displayed onclick the schedulingX pageagain to yourrestore parents. At any time, you can "unblock" the slot by clicking on the x in the corner and returning the slotit to blueavailable.

with the word Available listed in the slot.

Blocked Slotsslots will displayappear on your reports when the "showShow allAll slots"Slots option is checked.enabled.

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.

Changing Slot Start Times, End Times, or Duration

IfUse Delete Time Slots when you need to modify:

permanently

Slot start times Slot end times Appointment durations

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

The Create Slots feature does not overwrite or replace existing appointmentremove slots.

Example

To

Existingaccess Schedule:

it,

10-minute slots 8:00 AM – 2:00 PM

New Desired Schedule:

10-minute slots 9:00 AM – 1:00 PM

You cannot simply create the new schedule on top of the existing slots.

Instead, you must either:

Delete only the unwanted slots

8:00 AM – 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 only after unwanted slots have 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 transferredgo to the newAppointments date.

tab, select

When slots are moved:

Existing appointments are transferred to the newa date Parentand schedulingteacher, informationthen remainschoose attachedSlots to> theDelete appointmentTime 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.Slots.

Parent Notification Options

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)

Cancel appointments without sending a notification

Cancel appointments and send a cancellation email

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

Moving Slots

Use Move Slots to transfer an entire day's slots being— moved,and youany willexisting haveappointments — to a new date. This is useful for school closures, rescheduled conference days, or teacher availability changes.

To access it, go to the optionAppointments tab, select a date and teacher, then choose 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 to the new date with all parent information intact. 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 ana informationalcustom notification email to affected parents.

parents

This email can be used to explain:

Whyexplaining 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. change.

CopyCopying Slots

TheUse Copy Slots feature will allow you to copyduplicate onea dayday's ofslot slotsstructure 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/resourceteacher to— another.without copying existing appointments.

This is usefulhelpful when:

when

Multiple conferencemultiple days useshare the same scheduleschedule, Teachersor sharewhen identical availability Youyou want to quickly recreatereplicate schedulesone withoutteacher's manually rebuilding slots

Common Usessetup for Copyanother. Slots

To

Copyaccess Oneit, Daygo 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 navigationAppointments menu.tab, Selectselect your event from the list. Click the Appointments tab. Choose the appropriatea date fromand theteacher, calendarthen onchoose the left-hand side. Select the teacher/resource name on the right-hand side. Select the Appointments drop-down menu. Select Slots > Copy SlotsSlots.

This will open the Copy Slots dialog box.

Copying Slots

In the Copy Slots dialog box:

Select the destination date Optionallyand/or select destination teacher/resource(teacher(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.confirm. Existing appointments are not copied.

Slot visibility, appointment type, and availability settings are preservedall duringpreserved. theIf copyyou process.

also need

Best Practices

Use Copy Slotsappointments to savetransfer, time when building large schedules. Verify copied schedules after completion. Review teacher/resource selections carefully before copying slots. Useuse Move Slots insteadinstead.

Changing Slot Duration or Times

You cannot modify slot start times, end times, or duration in place. To change any of Copythese, Slotsyou whenmust:

appointments

must also

Delete transferthe slots you want to achange 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(or all slots (andfor anythat appointments)day)

to a new

Recreate date.them You will havewith the optioncorrect to send an email to any appointment holder whose appointment was moved. settings

My

slots are 20 minutes in duration, but I wanted a 30-minute break for lunch

Example: If your break will not have the same duration as your slots or is not a multiple of your slots (e.g. you have time10-minute slots offrom 208:00 minutes,AM–2:00 PM but want 9:00 AM–1:00 PM instead, delete the 8:00–9:00 AM and you1:00–2:00 want a 40-minute break), you will need to create yourPM slots in(or sections.delete First,all and start fresh), then create the slotsnew BEFOREschedule.

your

Quick breakReference: time,Which andTool thento createUse?

your

Slot Color Guide