STEP THREE: Create Time Slots

Managing Appointment Slots

This article covers everything you need to create and manage appointment slots for your event, including creating, updating, copying, moving, blocking, and deleting slots.

Creating Slots

To get started, go to Events > Preview, select your event, then click the Appointments tab. From the left-hand calendar, select the date you want to work with. Then open the Slots drop-down and choose Create Slots.

Step 1: Choose which teachers to create slots for

In the slot generator, choose whether 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

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 and one after.

Step 3: Choose appointment type

Step 4: Set slot visibility

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

Same schedule across multiple days: Enable the Multiple Dates option and select all applicable dates before saving.

Different schedule per day: Create slots for the first day, then switch to the next date on the calendar and repeat.

Different schedules per teacher: Select a teacher (or group of teachers), create their slots, save, then repeat for the next teacher or 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 the characteristics of existing slots without deleting and recreating them. 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:

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

• Maximum appointments per slot

• Slot visibility (hidden, unavailable, etc.)

Important: Update Slots does not change start times, end times, or appointment duration. To change those, you must delete and recreate the slots.

The "Keep existing slot type on slots being updated" checkbox is useful when teachers have already blocked parts of their schedules — 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.

To block a slot, go to the Appointments page and click the X in the corner of the slot. It will turn red and display "Blocked." You can enter a custom message (e.g., "Lunch Break" or "Staff Meeting"). To unblock it, click the X again to restore it to available.

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

Deleting Slots

Use Delete Time Slots when you need to permanently remove slots. To access it, go to the Appointments tab, select a date and teacher, then choose Slots > Delete Time Slots.

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 — and any existing appointments — to a new date. This is useful for school closures, rescheduled conference days, or teacher availability changes.

To access it, go to the Appointments 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 a custom notification email to affected parents explaining the change.

Copying Slots

Use Copy Slots to duplicate a day's slot structure to another date or teacher — without copying existing appointments.

This is helpful when multiple days share the same schedule, or when you want to quickly replicate one teacher's setup for another.

To access it, go to the Appointments tab, select a date and teacher, then choose 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

You cannot modify slot start times, end times, or duration in place. To change any of these, you must:

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?

Slot Color Guide