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Employee Availability

Written by Teachworks Support

The Employee Availability feature allows teachers and staff members to define their standard working hours. Once entered, these hours are reflected across the Teachworks calendar and booking tools, allowing administrators, coordinators, and clients to easily identify open time slots.

Key Rules of Availability

  • Default State: If no availability is entered on a profile, Teachworks will assume the employee is available 24/7 for all time slots.

  • General vs. Specific: Availability represents a recurring weekly schedule. For temporary adjustments (like vacations or doctor appointments), use the Unavailability feature instead.

  • Website Booking Plugin: If you use the Website Booking Plugin, open time slots will not appear for a teacher unless their availability has been configured on their profile.

How to Set Up or Edit Availability

Adding availability in Teachworks differs based on your role. Find your role below to update the schedule.

Option A: Instructions for Administrators

Administrators can set or modify availability for any employee in the system.

  1. Click on "Employees" and then click on Employee List.

  2. Find the relevant team member and click the "Edit" button next to their profile.

  3. Scroll down to the "Availability" section.

  4. Click the "Add Row" link.

  5. Select the Day, Start Time, and End Time.

  6. Optional: Repeat this process to add multiple split shifts on the same day (e.g., 9:00 AM – 12:00 PM and 3:00 PM – 6:00 PM).

  7. Click Save at the bottom of the form.

Option B: Instructions for Teachers

Teachers can manage their own general availability directly from their personal accounts.

  1. Log into your Teachworks account.

  2. Click on the "Profile" tab in the navigation menu.

  3. Click the "Edit" button next to your name.

  4. Scroll down to the "Availability" section.

  5. Click Add Row to input your working hours by selecting the Day, Start Time, and End Time.

  6. Click Save to apply your updates.

How Availability Interacts with the Calendar

Once saved, your availability will be used in the following ways:

  • Visual Blockers: When viewing the Teacher Calendar or filtering the Main Calendar by an individual employee, any times outside their specified availability will be automatically shaded in gray.

  • Conflict Detection: When scheduling a new lesson, administrators or staff can click the Check for Conflicts button on the lesson form. The system will instantly flag an error if the lesson falls outside the instructor's designated available hours.

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