INTRODUCTION
Feature Summary: Set and update instructor availability, including times when they are unavailable.
Use Cases: To create events and lesson schedules, system admins and members/players need up-to-date instructor availability timetables.
PREREQUISITES
System users must know how to create an instructor's User page. Click here to learn more on creating instructor's accounts.
SETUP REQUIREMENTS
The first step is to open the instructor's User page and scroll down to the Instructor Availability heading.
Log in to the admin dashboard.
Click SETTINGS on the side menu.
Scroll down to the INSTRUCTOR SETTINGS heading.
Click the Instructors icon.
Select the Instructor and click Edit. Otherwise, if you have a brand new Instructor to add, click Create Instructor (detailed here).
CourtReserve hides Instructor Availability fields until the system user saves the User page at least one time. Also, CourtReserve hides all Instructor Availability fields if the Is Instructor? box is not checked.
Set Up Availability
There are five ways to configure an instructor's availability. Instructors with a simple schedule may need only one of these methods, but most will require a combination.
Create the same block of time for every day of the week.
Example: Available 9 AM–12 PM every day.
Create a recurring block of time for the same day of the week.
Example: Available Mondays 5 PM–9 PM, every week.
Create two or more blocks for the same day of the week.
Example: Available Tuesdays 9 AM–12 PM and 4 PM–7 PM.
Create a one-time, non-recurring block of time.
Example: Available this Friday from 2 PM–6 PM only.
Create a block of unavailable time.
Example: Mark Wednesdays as unavailable all day.
1. Creating the same block of time every day
At the top of the table, click the plus (+) icon in the DAY row.
In the popup window, enter the start and end times for the period of availability and then click Save.
CourtReserve adds the same block of available time to each day. Optionally, click the Edit button to customize availability on a specific day or click Delete to remove the block of time.
In this example, the instructor is set as available every day of the week from 9:00 AM–12:00 PM, except on Thursdays when an additional hour is added.
2. Creating a single recurring block of time for one day
Select a day and click the plus (+) icon. The row expands.
Enter a start and end time for the block.
Make sure the Apply To All box is checked.
Click Save.
To update or remove this block, come back to the Edit User page and click the Edit or Delete button.
In this example, the instructor is set as available for all Mondays from 5pm-9pm.
3. Creating two or more recurring blocks for one day
This option builds on #2 above.
Create and save the first block of time (see above).
Go to the same day and click the plus (+) icon. A new row displays.
Enter a new start and end time.
Leave the Apply To All box checked.
Click Save.
CourtReserve adds the new recurring block of availability.
In this example, the instructor is set as available for all Mondays from 10:30am - 1pm and 5pm-9pm.
4. Create a non-recurring block of time.
Use this feature to create multiple non-recurring blocks of time or a one-off block of availability.
Users can start with a fresh block of available time or edit an existing one. The example shows users how to edit an existing block.
Locate a block and click the Edit button.
Uncheck the Apply To All box.
Click the Select Date field. A calendar displays.
Select one date on the calendar. It's not possible to select multiple dates.
Click Save.
CourtReserve updates the availability schedule with a single date. The red triangle next to the month and day indicates this block applies to one calendar date.
In this example, the instructor is set as available for all Mondays from 10:30am - 1pm and is also available on Monday June 5th from 5pm-9pm.
To add another non-recurring block to the same day:
Go to the day row and click the plus (+) icon.
Uncheck the apply to all box and fill in the fields.
Click Save.
CourtReserve adds the block to the schedule.
In this example, the instructor is set as available for all Mondays from 10:30am - 1pm and is also available on Monday June 5th and Monday June 19th from 5pm-9pm.
5. Creating blocks of unavailable time
Use this feature to create blocks of unavailable time. System users can add one or more recurring or one-time blocks to ensure the daily instructor schedule reflects a complete and accurate picture.
Scroll down below the Instructor Availability field.
Click the Create Unavailable Time button.
3. Fill in the date and start/end time fields.
4. Click the Recurrence field and select an option: None, Daily, Weekly, Monthly, or Custom.
If you select Custom, select dates on the calendar.
By default, CourtReserve adds the name of the instructor to the field. Optionally, add other instructor names if they have the same block of unavailability.
If the system finds a scheduling conflict, it displays a warning icon and link. Click the link to see the conflict and adjust the schedule as needed.
When complete, click Save.
In the example above, the instructor was set to unavailable on June 6 and 20 and July 6 and 24 from 9am - 1pm.
Where Instructors Can Easily View Their Availability
The My Schedule screen allows instructors to log in and see all of their assigned lessons, reservations, events, and unavailable blocks. Accessible under Schedulers > My Schedule, this screen provides both Weekly and Daily views, with navigation to past and future dates. Instructors can also add unavailable time, book lessons (if permitted), and see the number of hours they’ve worked. See the detailed article here.
Instructor Time Report
It's important to note the Instructor Time Report provides a detailed breakdown of how instructors are spending their time across lessons, reservations, and events. This report helps administrators monitor workload, balance scheduling, and track instructor utilization. See the detailed article here.
ADMIN PERSPECTIVE
Example: An instructor who only works Monday evenings is set to be available for lessons every Monday from 5:00–10:00 PM.
To keep his schedule accurate, the instructor is marked unavailable on the other days of the week. The unavailable hours match the club’s operating hours and are set to recur weekly—except on Mondays—for the max of up to 99 occurrences.
In the Admin Panel, under SCHEDULERS - INSTRUCTOR(S), he appears as available for admins to book lessons only on Mondays starting at 5:00 PM, with the last one hour lesson being available to book starting at 9:00 PM.
Mondays:
Example of other days when unavailable all day:
Note: The example above is from the Admin Panel > Schedulers > Instructor Scheduler. If clubs want players to book lessons directly, they can create a customized scheduler using Book a Pro, where specific instructor availability is displayed for members to book from.
VIDEO TRAINING
Click here to watch the section of the Lessons & Instructors: Overview video that covers the information in this article.