Overview
How to set staff availability to be used with Intelligent Match, Session Bid and MarketPlace. With no availability loaded, intelligent match and session bid will not present the tutor as a potential for a session but all other scheduling will work normally.
Article Sections
- Availability Page
- Who Sets Availability
- Important Note
- Set Availability
- Delete Availability
- Vacation Calendar
- Change Default Time Slots in Availability
- Set Availability via TutorPlace
Availability Page
The availability page is divided into availability and a vacation tracker.
On the availability weekly template, availability blocks indicate when tutors are available for sessions. Don’t worry if there are sessions created already in Oases, Oases just needs to know when a tutor is available to tutor, the existing sessions will be taken into account by Oases.
On the vacation calendar you can count vacation days and indicate that a tutor is not available on that day.
Availability time should be set in the timezone allocated to the tutor record. If the tutor is in Eastern time but your Oases database is set to Pacific then the tutor record should be set to Eastern and the Availability added in Eastern. When the central calendar is filtered to that tutor and on week view the availability will display in database time if you are scheduling centrally.
Who Sets Availability & Vacation
You may set the tutor availability by asking the tutors their preferred times to tutor during the week or ask them to do it directly.
If you do not want tutors to set their Availability (or Vacation) update their record on the Availability tab or in bulk from the staff list.
Important Note
Availability is a guide and the system refers to it for Intelligent Match, Schedule Bid and MarketPlace presentation only. Oases will not prevent you making a session for a tutor at a time they are not available.
Set Availability
1. Press on the day in the weekly template.
2. This will insert a one hour block.
3. Drag this block down to represent an entire block of time when the tutor would like to be considered as available to take a session.
4. Complete for the rest of the week.
5. Do not load lots of one hour blocks. In the example below for Monday the tutor would not be considered available for a session from 2:30 to 3:30 due to the breaks. Enter a complete block.
6. Load availability in tutor's local timezone.
Delete Availability
7. Press on the block of time and confirm deletion.
Vacation Calendar
Using the small monthly calendar on the right you can mark days when the tutor has booked vacation or personal days. On a day when vacation is indicated Oases will ignore the daily availability.
8. Press in a day to mark vacation.
Change Default Time Slots in Availability
9. The default time slot in the Availability calendar is blocks of 30 mins. Admins can update this to 15mins or 1 hour blocks via Config Settings.
Go to: Setup > Company > Config Settings > Staff > Staff Availability Slot Duration > Choose Setting > Apply Changes.
Set Availability via TutorPlace
TC10. TutorPlace - Manage Calendar & Availability