Managing Availability and Time Off
Set your availability and mark time off on Evallo’s Calendar to streamline scheduling.
Setting up your Availability and Time Off in Evallo is like setting the rules of your schedule. These tools ensure that everyone—students, parents, and even your team—knows exactly when you’re free and when you’re not. Whether you’re organizing a busy tutoring schedule or blocking time for personal commitments, let’s explore how to use these features to stay in control.
Managing Availability and Time Off
What is Availability?
Think of Availability as your "open for business" hours. It tells students and parents when they can book sessions with you and ensures there’s no confusion about your schedule.
As an admin, you can also set availability for your tutors to align team schedules and avoid conflicts.
How to Set Your Availability
Click on "Availability" on your Calendar sidebar
Add Your Working Hours
• Define your hours for each day of the week.
Example: If you’re available from 8:00 AM–11:00 AM and 4:00 PM–8:00 PM on Mondays, you can add both slots by clicking + Add Slot.Select the checkboxes for days where you want to add the availability
Use the Copy ⿻ button to replicate your schedule for multiple days, saving time and effort.
Set Availability for Others
If you’re an admin, you can set the availability for tutors and students within your organization. Simply click on "Change User" button on the top-right corner of the screen and then select the user's name from the dropdown to set their availability.
Why This Helps: Imagine you’re managing a team of tutors and need to schedule back-to-back sessions. Setting their availability in advance ensures seamless scheduling across the board.
What is Time Off?
Time Off blocks specific times or dates when you’re unavailable for scheduling. Whether it’s a family vacation, a recurring commitment, or personal downtime, Time Off ensures no one can book an event during these periods.
How to add Time Offs
Access the Time Off tool by clicking on Time Off from the sidebar in your Calendar.
Create a Time Off Block
• Click on the + Add button
• Define the start and end dates in the popup
• Select whether you want to block off entire days, or deselect the checkbox in case you want to set specific time periods (e.g., 9:00 AM–3:00 PM) along with recurring rules
• Add a note to explain why (e.g., "College Classes").Set Time Off for others
• Admins can create Time Off blocks for tutors or team members by selecting their names from the dropdown.Review All Time Off in a table
• The Time Off page displays all blocked periods in a table view, making it easy for admins to manage the team’s availability.
Why This Helps: Let’s say one of your part-time tutors is attending college classes every Monday to Thursday from 9:00 AM to 3:00 PM.
Setting a recurring Time Off ensures students can’t book you during those hours, avoiding scheduling conflicts.
How Do Availability and Time Off Affect Scheduling?
For Booking Links
Your availability and time off directly control which time slots appear on your booking link. Students and parents will only see times when you’re available.
For Event Requests
Time Off ensures parents or students cannot request sessions during periods you’ve blocked out.
For Team Coordination
Admins can set availability and time off for tutors, ensuring their schedules align with business needs.
Best Practices for Managing Availability and Time Off
Keep Availability Updated: Adjust your hours whenever your schedule changes to prevent confusion.
Plan Time Off in Advance: Block off vacations or commitments as soon as you know about them.
Use Descriptions for Time Off: Adding notes like "Vacation" or "Training" makes schedules clearer for everyone.
Leverage the Copy Button: Save time by applying availability across multiple days.
Next Steps
By setting up Availability and Time Off, you’re creating a clear and efficient scheduling system. These tools not only simplify your workflow but also give students, parents, and your team a better understanding of your schedule.
Ready for more? Explore advanced tools like Time Blocks or Schedule Mapper to enhance your scheduling experience. For further assistance, contact our Support Team.
