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Advanced Scheduling for Multi-Tutor Businesses

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Advanced Scheduling for Multi-Tutor Businesses

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Advanced Scheduling for Multi-Tutor Businesses

Using Time Blocks for Matching Availability

Using Time Blocks for Matching Availability

Identify overlapping availability for tutors and students using Time Blocks.

Structure the Day, the Smart Way

  • Visualize availability in colour-coded blocks.

  • Make quick adjustments to match tutor schedules.

Overview 📃

Time Blocks are one of Evallo’s most powerful tools for scheduling. Whether you’re matching a student with a tutor or coordinating availability across multiple users, Time Blocks make it easy to find overlapping free time slots at a glance. In this guide, we’ll walk you through what Time Blocks are, how to use them, and how they can simplify your scheduling process.

What Are Time Blocks? 🕓

Time Blocks are a visual tool designed to help you quickly identify when users (tutors, students, parents, or admins) are mutually available. Using transparent, color-coded overlays, Time Blocks show the available time slots on the Weekly View of your Calendar.

Who Can Be Included?

  • You can select up to five users at a time to compare their availability.

  • The number of users you can select depends on your subscription plan:

    Explorer Plan: One user.Crew/Builder Plans: Up to three users.Armada/Achiever Plans: Up to five users.

How to Use Time Blocks ❔

Using Time Blocks is simple. Here’s how to get started:

  1. Access the Time Blocks Tool:

    From the sidebar on the Calendar screen, click Time Blocks.A pop-up window will appear, prompting you to select users.

  2. Select Users to Compare:

    Use the drop=down to select internal and external users (e.g., tutors, students, or parents). Search for specific users by typing their names in the search bar.

  3. Visualize Availability:

    Once users are selected, their availability will be displayed as transparent color-coded blocks on the Weekly View of your Calendar.Overlapping blocks indicate time slots when all selected users are available.

  4. Refine Your Selection:

    Adjust user selection or change filters (e.g., services or session statuses) to narrow down availability further.

How to Use Time Blocks ❔

Using Time Blocks is simple. Here’s how to get started:

  1. Access the Time Blocks Tool:

    From the sidebar on the Calendar screen, click Time Blocks.A pop-up window will appear, prompting you to select users.

  2. Select Users to Compare:

    Use the drop=down to select internal and external users (e.g., tutors, students, or parents). Search for specific users by typing their names in the search bar.

  3. Visualize Availability:

    Once users are selected, their availability will be displayed as transparent color-coded blocks on the Weekly View of your Calendar.Overlapping blocks indicate time slots when all selected users are available.

  4. Refine Your Selection:

    Adjust user selection or change filters (e.g., services or session statuses) to narrow down availability further.

A Step-by-Step Example 👇

Let’s say you’re scheduling a one-to-one tutoring session between a student and a tutor. Here’s how Time Blocks make it easier:

  1. Open the Time Blocks tool from the sidebar.

  2. Select the student and tutor from the dropdown list.

  3. Review the Weekly View for overlapping color blocks.

    Example: Both the tutor and student are free on Wednesday from 4:00 PM to 5:00 PM.

  4. Click on the overlapping time block to schedule the session.

A Step-by-Step Example 👇

Let’s say you’re scheduling a one-to-one tutoring session between a student and a tutor. Here’s how Time Blocks make it easier:

  1. Open the Time Blocks tool from the sidebar.

  2. Select the student and tutor from the dropdown list.

  3. Review the Weekly View for overlapping color blocks.

    Example: Both the tutor and student are free on Wednesday from 4:00 PM to 5:00 PM.

  4. Click on the overlapping time block to schedule the session.

Tip

You can also use Time Blocks to coordinate consultations involving a student, parent, and tutor.
You can also use Time Blocks to coordinate consultations involving a student, parent, and tutor.

Subscription Plan Limitations ⚠️

The number of users you can compare in Time Blocks depends on your plan:

Subscription Plan Limitations ⚠️

The number of users you can compare in Time Blocks depends on your plan:

Best Practices for Using Time Blocks ⚡

  1. Update Availability Regularly:
    Ensure all users have updated their working hours and time off in the Calendar.

  2. Communicate Overlapping Times:
    Once overlapping availability is identified, confirm the session with all participants to avoid scheduling conflicts.

  3. Combine with Filters:

    Use Calendar filters to narrow down availability based on specific services or session statuses.

Best Practices for Using Time Blocks ⚡

  1. Update Availability Regularly:
    Ensure all users have updated their working hours and time off in the Calendar.

  2. Communicate Overlapping Times:
    Once overlapping availability is identified, confirm the session with all participants to avoid scheduling conflicts.

  3. Combine with Filters:

    Use Calendar filters to narrow down availability based on specific services or session statuses.

Next Steps

With Time Blocks, you can quickly identify availability and simplify the scheduling process for all your sessions. Once you’ve found a suitable time, head over to the Event Details page to finalize your session.

For more advanced scheduling tools, check out our guide on Planner for matching availability within specific date ranges.

If you need further assistance, our Support Team is here to help!

Next Steps

With Time Blocks, you can quickly identify availability and simplify the scheduling process for all your sessions. Once you’ve found a suitable time, head over to the Event Details page to finalize your session.

For more advanced scheduling tools, check out our guide on Planner for matching availability within specific date ranges.

If you need further assistance, our Support Team is here to help!


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