STEP THREE: Create 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

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

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

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?

Slot Color Guide