Accudemia: How do I set my tutoring schedule or availability for appointments?

Accudemia: How do I set my tutoring schedule or availability for appointments?

Introduction

Accudemia allows tutors to set their schedules. These color-coded schedules reveal when a tutor is available, as well as what services or courses they're open to helping with inside those time frames. This article will explain how a tutor can set up their schedule.

NOTE: If a tutor isn't able to edit their schedule, it's likely that the Center administrators or other leadership haven't enabled the permission. To enable this, an administrator will need to navigate to Administration > Control Panel > User Accounts. If you are an Admin or would like to provide this information to your Admin click here to learn how to give Tutors the ability to edit their own schedules.

Step-by-Step

1. Click the account name on the home page in the top-right of the screen and then select "My Schedule" from the dropdown.




2. Choose a Center from the list on the left side of the screen.


3. Under "Edit Mode" in the filters, choose from the following:
  1. Term/Semester Mode - This is the default calendar edit mode. Availability is set for the entire Term/Semester. This is equivalent to their regular workweek or office hours that are recurring throughout the semester.  Use Term mode to select the term or semester where the tutor is available.
  2. Exceptions Only - This mode creates exceptions to the tutor's normal schedule like an off-time needed on specific dates or hours they are picking up that are different from the norm. In Exceptions Only mode, dates in the past can be edited.
  3. Merged Mode - This is a combination of the Term Mode and Exceptions Only. Choose the week which needs editing. Additionally, there is the option to display appointments or not.  Dates in the past cannot be edited in this mode.
4. Click the  Apply Filters button at the top of the filters to start editing the schedule. 

5. Click and drag the mouse over the desired time-slots in the schedule to edit them


6. Select an option from the pop-up box that appears when selecting time slots:
  1. Choose between available, not available, or not working during that time slot.
  2. Optionally add a description for what the time slot will be reserved for on the schedule.
  3. Set the Max Attendees that can be met with during the selected time slots. If only 1-on-1 sessions are being offered, then enter the number 1. If groups of 4 are allowed in these sessions, enter 4.
  4. Select the Courses/Subject Areas for the time slot.
  5. Select the offered Services for the time slot.



NOTE: Some scheduling options may not be available or allowed to be changed due to the Center administrators setup for the Center.
Important!

Max Attendees may be set specifically for your Center and cannot be changed. If you can change it, then you would want this number to reflect how many students can be seen during the same timeslot that they schedule an appointment with you or would be allowed for walk-ins.  The Services available for determine whether these can be made as an appointment or walk-in. For example, if I set this number to "1" then I can only see one-on-one appointments or if I set this number to "4" then I can see groups up to 4 students.  If you leave this blank, then you can see an unlimited number of students per timeslot.

In addition, the Courses/Subject Areas section automatically gives the Tutor all their assigned courses by default, but you can remove any individual courses/subject areas that you will not be available for the selected timeslot by clicking the "Custom" option.

By default, All the Center's Services will be set for the Tutor.  We recommend making yourself only available for certain services by clicking the Custom option and selecting only the Services you can assist with at the Center.

7. Click Save when finished.

The time will now appear on the schedule in green if available, red if not available, or white if not working.

Legend of color codes:
  1. Green (solid) - Available/working at the center.
  1. Red (solid) - Not available/not working at the center.
  1. Green (crosshatch) - Available/working at the center outside of the normal schedule (for instance if a tutor normally works on Mondays and Wednesdays, but on a specific date they will also be working on a Friday).
  1. Red (crosshatch) - Not available/not working at the center outside of the normal schedule (for instance, if a tutor normally works on Mondays and Wednesdays, but on a specific date they won't be working on a Monday).
  1. White - Not currently scheduled.
  1. Gray (crosshatch) - Time that is specifically scheduled as an "off-time" at the Center or College and thus not available to work.
  1. Maroon - Time when the tutor is scheduled to work in a different center than the current one displayed.