Availability

The availability page on Swift allows your staff to indicate when they're available for lessons, along with the rooms or space they're available in.

You can visit the Availability page by navigating to the Availability tab (opens in a new tab) in the Swift Admin Dashboard.

How It Works

To allow someone to book a lesson with an instructor, there are 2 pieces that need to be in place:

1. The lesson needs to be created as a service (see the Lessons page for more info), and the instructor needs to be assigned to the lesson.
2. That instructor needs to add availability, within a room where the lesson can take place.

Both need to be true in order for a customer to see an instructor's availability. For example, if a Hitting Lesson is set to run in Cages 1 and 2, and the instructor of the lesson (Coach John) adds availability in Cage 3 - they will NOT show up to the customer.

Once Coach John adds availability in Cage 1 or 2, he will now be able to be booked (assuming those spaces are free at his available time).

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 timeslot in the calendar view (2).

Here you can select a staff member, the start time and end time, as well as the available rooms.

• 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.
• If selecting "Block other bookings in rooms during this time", these cages cannot be booked for anyone else. Leaving it unselected allows other bookings to be made in these cages, whichever is booked first.

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

Edit or Delete Availability

• To edit an availability, select the slot in the calendar, and click the pencil icon. Edit as required, and click save. You can also drag and drop the event, similar to the Calendar.
• To delete an availablity, select the slot in the calendar, and click the second icon (trashbin).

Troubleshooting Availability

There'll be occasions where you're not sure why a certain time slot is or isn't appearing to the customer. The example in this section should help you in troubleshooting availability.

In order to test your availability is working, here we are testing a sample lesson with Matt as the instructor. In our example, Matt's availability is 9AM-12PM, as well as 1PM-5PM.

Now we will create a lesson where Matt is the Instructor. Once saved, we can copy the booking link shown in red.

In a separate browser, or window - you can test the customer experience (you may need to use a personal or different email from your staff account).

Select the instructor and continue

Finally, ensure that the available timeslots match what was created in the Availability page.

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.