Document Overview

General Overview

Introduction | Calendar by Evallo

Understanding Calendar Subscription Plans

Advanced Scheduling for Multi-Tutor Businesses

Frequently Asked Questions | Calendar

Getting started

Setting Up Your Calendar for the First Time

Overview of All Calendar Features

Navigating Calendar

Managing Availability and Time Off

Event Requests: Managing Incoming Bookings

Using Calendar Analytics for your Tutoring Business Insights

Planner: Finding Precise Time Slots

Using Time Blocks for Matching Availability

Personalized Links for Event Booking

Calendar Sidebar: Filters and Tools

Scheduling a New Event: Step-by-Step Guide

Weekly, Monthly, and Yearly Views

How to Access the Calendar?

State Management

Understanding Event Statuses and Their Uses

Managing Booked Meetings

Consultations, Internal Meetings, and Office Work

Understanding Session Events

All Products

Calendar

Advanced Scheduling for Multi-Tutor Businesses

All Products

Calendar

Managing Availability and Time Off

All Products

Calendar

Managing Availability and Time Off

Managing Availability and Time Off

Managing Availability and Time Off

Managing Availability and Time Off

Set your availability and mark time off on Evallo’s Calendar to streamline scheduling.

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Smart Availability, Stress-Free Scheduling

  • Let students, parents and tutors update their availability effortlessly

  • Block off time for breaks or planned absences

  • Keep bookings conflict-free automatically

Overview

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.

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.

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As an admin, you can also set availability for all students and tutors to align team schedules and avoid conflicts.

How to Set Your Availability

  1. Click on "Availability" on your Calendar sidebar

  2. 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.

  3. Select the checkbox for the days when you want to add availability

  4. Use the Copy ⿻ button to replicate your schedule for multiple days, saving time and effort.

  5. 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 drop-down 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.

How to Set Your Availability

  1. Click on "Availability" on your Calendar sidebar

  2. 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.

  3. Select the checkbox for the days when you want to add availability

  4. Use the Copy ⿻ button to replicate your schedule for multiple days, saving time and effort.

  5. 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 drop-down 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 is a family vacation, a recurring commitment, or personal downtime, Time Off ensures no one can book an event during these periods.

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How to add Time Offs

  1. Access the Time Off tool by clicking on Time Off from the sidebar in your Calendar.

  2. 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").

  3. Set Time Off for others
    • Admins can create Time Off blocks for tutors or team members by selecting their names from the drop-down.

  4. 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.

What is Time Off?

Time Off blocks specific times or dates when you’re unavailable for scheduling. Whether it is a family vacation, a recurring commitment, or personal downtime, Time Off ensures no one can book an event during these periods.

best tutoring online tools

How to add Time Offs

  1. Access the Time Off tool by clicking on Time Off from the sidebar in your Calendar.

  2. 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").

  3. Set Time Off for others
    • Admins can create Time Off blocks for tutors or team members by selecting their names from the drop-down.

  4. 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.
 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 all users of the organization, 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 pr event 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.

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 all users of the organization, 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 pr event 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.


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