Accudemia: What do I check when Tutor availability not showing up in the Appointment Scheduler?

Accudemia: What do I check when Tutor availability not showing up in the Appointment Scheduler?

Intro

If the Tutor does not show up when you know they have a schedule and they are available for the correct courses and services, we have prepared some steps to check and ensure there is not something blocking them from being scheduled for an appointment.

Step-by-Step

You should check the following:

Center Course Assignments:
1. Does the Center have the Course available to help students? Found in the Administration > Campus Setup > Locations section. Click the location and make sure that either "Center can help with All Subject Areas" is checked on the General Info tab, or if you have a Subject Area tab, that the course is listed in the list of available courses. You can add any missing courses there. Save changes when done.

Tutor Course Assignments:
2. Does the Tutor have the Course available to help students? Found in the Administration > User management > Users section. Search for the tutor, click on their name, and make sure that either "Tutor can help with all Subject Areas" is checked on the Tutor Assignments tab, or if not, that the course is listed in the list of available courses. You can add any missing courses there. Save changes when done.

Tutor Schedules:
3. Double-check that their scheduled time-slots can help with that Service and Course/Subject Area selected. Navigate to the Centers > Tutor Schedules section from the main menu. Click and drag over the time-slots to look at their available services and courses listed at the bottom of this screen:

If any are missing, then you can add them on this screen by clicking either the "All" option or the "Custom" option to select them manually.

This should usually fix most things. If there are still issues, there are a couple more areas to check:

Services have the Appointment Modality options:
4. If other tutors can be scheduled for the same service, disregard this option. If not, then navigate to the Administration > Campus Setup > Locations section from the main menu. Once there, select the location by clicking its name, on the Services tab, search for the service by name.  Once found, click on the name to edit it and check that the modalities include an appointment option. If changes were made, save them at the top.

Service-to-Course Restrictions:
5. Check this under the Administration > Center Management > Associations/Restrictions section from the main menu. Once there, select the Service-to-Course Restrictions section.  Check to see if these options are enabled, and if so, make sure that for each service, the course restrictions are defined.

Calendar Integrations (Interferring due to misconfiguration on Tutor's Calendar):
6. Typically, when all other options have been exhausted, I have seen where a tutor will block off time on their Outlook or Google Calendar to reserve it for Tutoring, etc., that they do in the center. Then they connect their calendar, and any times that are marked on their calendar as "busy" will block off times they are scheduled for in Accudemia.  The idea is to block off other scheduled meetings and not to block off their entire working time. Disconnecting them is the only option to then test if that helped allow them to be scheduled. To do so, navigate to the Administration > Advanced > External Calendar Integration from the main menu, look for the tutor's email or name, and then click the disconnect option.

Conclusion

After completing these steps, if you are still having issues, please reach out to Accudemia Support for additional tips and tricks.