Scheduling

Instructor Availability

Instructors publish when they’re available to teach, and the schedule uses that to keep lessons from landing on nights, days off, and vacations.

Availability windows

Each instructor sets recurring weekly windows, the times of day and days of week they’re open to teach. These are managed by the instructor themselves, and an admin with the instructor-availability permission can maintain them too.

Time off

On top of the recurring windows, an instructor adds one-off time-off blocks for vacation, travel, or a busy weekend. Time off carves a hole in the availability even during hours a window would normally cover.

When an instructor calls in sick

Adding time off also finds the lessons already booked with that instructor inside the window and emails every affected student, so nobody shows up to a lesson that can’t happen. The time-off reason stays private; students only learn the instructor is unavailable.

The instructor (or an admin) can then cancel all of the affected lessons in one click. Bulk-canceled lessons notify their students through the normal cancellation emails, free the aircraft for anyone watching it, and never charge the student a cancellation fee.

Booking outside availability

When someone books a lesson with an instructor for a slot outside their windows, or on a time-off block, Resyrv flags it. What happens next depends on how your organization set the availability rule:

• Block (the default for new organizations) - the booking is refused with the conflict spelled out, like “is already booked Friday from 11:00 AM to 2:00 PM”, and won’t save until the time works.
• Warn - the booking is paused with a confirmation prompt explaining the conflict; whoever is booking can review and click through to continue anyway.

New organizations start with the hard block. Organizations that configured the rule before this default changed keep whatever they chose. Either way an owner or admin can change it per organization or per location under Settings, and the rule applies the same whether the lesson is booked from the calendar or scheduled from the Training area. An instructor already teaching or flying in the slot, or on time off, blocks regardless of this setting.

A CFI with no windows set

An instructor who hasn’t published any availability windows is treated as available any time, or during your organization’s default instructor hours if you’ve set those. Publishing windows is how an instructor starts protecting their evenings.

Booking your own time

The availability check is skipped when an instructor books themselves, for a personal flight, a proficiency session, or blocking their own aircraft.

Can’t find what you need? Contact us - a real person reads every message.