SF06. Staff Availability – Oases Knowledge Base

Overview

How to set staff availability to be used with Intelligent Match and Session Bid. 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

Vacation Calendar

Set Availability via TutorPlace

Availability Page

The availability page is divided into availability and a vacation tracker.

On the availability weekly template, you can 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 at the staff-matching stage.

On the vacation calendar you can count vacation days and tell Intelligent Match and Session Bid that a tutor is not available on that day.

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) remove the check mark from this page individually or in bulk from the Staff Grid by selecting tutors and Disallow or Allow Edit Availability in the Actions menu.

Select staff in the staff grid and from the Actions menu choose Change Edit Availability and choose your option as shown below.

Important Note

Availability is a guide and the system refers to it for Intelligent Match and Session Bid 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 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 a row unless you only want the staff member to be considered available for the exact time of each block. In the example below a tutor would not be considered available for a session from 9:30 to 10:30.

6. Do not load Availability to touch midnight as Intelligent Match and Schedule Availability will look at times within one day. Stop at 11:45 or start at 00:15.

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.

7. Press in a day to mark vacation.

In the example above the tutor has programmed availability on Saturdays from 9-1 and again from 3-8 but when using Intelligent Match or Session Bid the tutor will not be presented as available on Saturday 9th.