Calendar View: Adding Date-Specific Availability and Unavailability (One-Off/Ad Hoc Hours)

The Date-Specific Availability feature allows admins to create ad hoc shifts by adding date-specific hours on behalf of providers (tutors, coaches, instructors, etc.) for both appointments and drop-in sessions. This flexibility ensures that providers’ schedules can be updated efficiently for one-time changes.

Admins can add date-specific hours in three ways:

• Via the Calendar View

• Via the Tutor Schedule Tab (for appointments)

• Via the Drop-in Hours Tab (for drop-in sessions)

This article focuses on adding and removing Date-Specific Availability via the Calendar View. To view how to do this specifically for appointments and drop-in sessions, visit the Appointments or Drop-in Help Center Category. 

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Adding Date-Specific Hours via the Calendar View

1. Navigate to the Calendar View.
   
   
   

2. Click on Add Session Availability.
   

3. Fill in the session details (date, time, and other relevant fields), and click "Save".
   

4. You will see the following options:

   • Add availability for all weeks

   • Convert availability to date-specific and add for this date only

5. Choose the appropriate option and click save.

Removing Date-Specific Hours

Via the Calendar View:

1. Click the bar for the date-specific availability. It will indicate whether it is date-specific or weekly when you click on the bar.
   

2. Select Edit Time.

3. Click Delete.
   

Adding Unavailable Times

1. Navigate to the Calendar View.
   
   
   

2. Click on Add Unavailable Time.
   

3. Select the date and time you want to block
   

4. Click "Add Time" to finalize

5. Unavailable time will appear as a grey bar on the calendar

When Providers Add Unavailable Times

When providers mark times as unavailable, a calendar icon will appear next to their name on the unified calendar. However, the session availability will still appear green, the same as regular availability.

When an admin clicks on the green availability, they can see if the unavailable time is date-specific.

If the unavailable time was created by the provider, it will display as green with the calendar icon. However, when an admin adds unavailable times, they will be shown in gray, making it easy to distinguish between provider-created and admin-created unavailable times.

In the picture above, you can see the provider has added their own unavailable time (there is a calendar icon next to the name, and "Date-Specific" when you click on the green availability bar), but there is also an unavailable time created by the admin from 6:00 to 7:00. 

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Key Notes

• This feature is ideal for creating temporary or one-time schedule adjustments.

• Date-specific availability does not overwrite recurring availability; it only adds to it for the specified date.

• Please make sure to double-check the details before saving to avoid scheduling conflicts.