Set teacher availability and connect Google Calendar

Two layers: the teacher’s hours and the studio’s

Every teacher has their own hours, which they set in My profile, My schedule. Only the teacher changes them, whatever their role.

The owner and admins can adjust them for the studio on Studio availability. While the studio’s adjustment is on, members are offered the studio’s hours instead. Time off the teacher marks always counts, also while the studio’s hours apply: a teacher who is away is away.

A teacher without a login cannot set their own hours, so the studio sets them on Studio availability. Link a login in Teachers and they can set their own.

Open Studio availability

Open Settings and choose Studio availability. Only the owner and admins open it. Pick a teacher under Teacher. A badge says who set the hours that count now: Set by the teacher or Adjusted by the studio.

The page also shows:

• The teacher’s Google Calendar state (connected, not connected or needs attention), with a link to the Google Calendar page.
• Busy in Google Calendar, next 7 days: start and end times only. elastudio never sees what the events are.
• Session types: tick the private session types this teacher teaches. Members only see a teacher once they have at least one.

Weekly windows and dates

The teacher (in My schedule), or the studio while it adjusts the hours, sets:

1. Under Every week, select Add a window. Under Days, tap every day these hours apply to, or use Weekdays (Monday to Friday) or Every day; Clear starts again. Then set From and To, Where (At the studio, At the member’s address or Studio or member’s address) and, for the studio, the Rooms (none ticked means the session type’s rooms). Saving adds one window to each day you chose, so you can later change or remove one day on its own. The Add button on a day’s row starts with that day chosen. Editing a window changes that one day only.
2. For a season, turn on Only between two dates and fill in From and Until.
3. Under Dates, select Add a date and choose Not available (a holiday, illness or a personal commitment, All day or for a time range) or Extra window (available on that date even outside the weekly windows).

If a chosen day already has a window at the same time and place, that day is skipped and the others are saved. The form warns you before you save, and afterwards says which day was skipped and which window was already there (for example “Tuesdays: there is already a window from 09:00 to 11:00, so this day was skipped”). A window at the studio and one at the member’s address at the same time are both kept.

Windows use the studio’s time zone. On a Not available date, free times disappear, and requests already made for it can no longer be approved.

Adjust a teacher’s hours for the studio

1. On Studio availability, pick the teacher and select Adjust for the studio. The studio’s version starts as a copy of the teacher’s hours.
2. Change the windows and dates under Hours the studio set. Members are offered these from now on.
3. The time off the teacher marked shows under Time off (name) marked, and still counts. Select Show (name)’s own hours to compare.

The teacher sees The studio adjusted your hours in My schedule, with the studio’s hours read only and their own below.

To ask for different hours, the teacher simply changes their own. The studio then sees “(name) changed their own hours on (date)” with two buttons:

• Use the teacher’s version: the studio’s adjustment is removed and the teacher’s hours count again.
• Keep the studio’s hours: nothing changes, and the notice goes away.

To stop adjusting at any time, select Use the teacher’s hours again and confirm. Requests already made stay as they are. Every change is kept in the activity log, with who made it.

What is taken out on its own

Availability is an offer, not a booking. Members are never offered a time when the teacher teaches a class (as teacher or substitute), has another private session (with its travel time) or is busy in Google Calendar. A class added later over a window simply removes those times. A class on top of a teacher’s confirmed or pending private session is refused.

Google Calendar

Each teacher connects their own calendar in My profile, My schedule: busy times then block private sessions, and their classes and confirmed private sessions can appear in a calendar elastudio creates in their Google account. The article on My schedule explains it step by step.

The owner and admins see every teacher’s state on the Google Calendar page (open it from Studio availability): Connected, Not connected or Needs attention, and whether their classes reach Google. They never see the teacher’s calendar, and can Remove connection. The teacher can connect again.

If Google cannot be reached, times are worked out from elastudio’s own data and the approval screen warns you.

Note: Private sessions and connecting Google Calendar start on the Starter plan. Availability itself stays open on every plan, and a calendar connected before a move to Free keeps syncing until it is disconnected.