Instructor Availability

The Availability page in Swift is where you input when a coach or instructors are available to teach and in which rooms or spaces those lessons can take place. Once the Lesson has been created and a coach's availability is set, they will appear as bookable on your facility’s public booking page.

You can visit the Availability page by navigating to the Availability tab in the Swift Admin Dashboard.

Sessions and bookings will not appear on this page, you can view these on the Calendar tab.

How It Works

In order for customers to book lessons with an instructor, two important conditions must be met:

1. The lesson must be created as a service under Services > Lessons, with an instructor assigned. If multiple instructors can teach the lesson, then you can select multiple instructors.
2. The instructor must add availability in a room where the lesson takes place.

Both need to be true in order for a customer to see an instructor as available to be booked.

Example:

If a Hitting Lesson is created in any available room in Cage 1 and/or Cage 2, but Coach John adds his availability as only in Cage 3, then he will NOT appear as available for booking. Once he adds availability in Cage 1 or 2, he will be bookable—assuming those spaces are open and free during his available hours.

📺 For a quick overview on how Availability interacts with Lessons, watch this video:

Creating Availability

To add an availability, click +Availability (1) or click and drag a time slot in the Calendar view (2).

Here you can select a staff member, the start time and end time of their availability, as well as the rooms they're available in.

• In our example, we are setting up a morning schedule for Matt, from 9AM-12PM, repeating daily in Cage 1, Cage 3 left, or Cage 3 right.

Now, lessons or classes can be booked with Matt as the instructor between 9AM-12PM Monday to Saturday.

🔒 Blocking Rooms for Instructor Lessons

If you'd like to reserve a room exclusively for an instructor's use (so other services can't be booked at the same time), enable the “Block other bookings in rooms during this time” checkbox when setting up availability.

This ensures that no customer can book that room for a different service while the instructor is marked as available.

Edit or Delete Availability

• To edit an availability, select the availability slot on the calendar, and click the Edit (pencil) icon. Edit the availability as required, and click Save. You can also drag and drop the event, similar to the Calendar.
• To delete an availability, select the tile on the calendar, and click the Delete (trash) icon.

Filter availability events for staff

Each Staff member is colour coordinated in the calendar view.

The Filter view (top right) will allow you to search for any number of specific staff as needed, to make the calendar view more simple.