Scheduling

Instructor Availability and Time Off

Instructors publish the times when they can teach. The schedule uses these times to keep lessons off nights, days off, and vacations.

Availability windows

Each instructor sets recurring weekly windows. These are the days of the week and the times of day when the instructor can teach. The instructor manages the windows. An admin with the instructor-availability permission can also manage them.

Time off

In addition to the recurring windows, an instructor adds one-time blocks of time off for vacation, travel, or a busy weekend. Time off removes that period from the availability, also during hours that a window usually covers.

Time off over booked lessons

When an instructor adds time off, Resyrv finds the lessons with that instructor that are already booked in that period. Resyrv then sends an email to each student of these lessons, so no student comes to a lesson that cannot occur. The reason for the time off stays private. Students only see that the instructor is not available.

The instructor or an admin can then cancel all of these lessons with one click. For these canceled lessons, Resyrv sends the normal cancellation emails to the students. Resyrv also makes the aircraft available to members who watch it. Resyrv never charges the student a cancellation fee for these lessons.

Lessons outside of availability

If a person books a lesson with an instructor outside the windows of the instructor, or during a time-off block, Resyrv flags it. The next step depends on how your organization set the availability rule:

• Block (the default for new organizations) - Resyrv refuses the reservation and shows the conflict, for example “is already booked Friday from 11:00 AM to 2:00 PM”. The reservation does not save until you select a time that works.
• Warn - Resyrv holds the reservation and shows a confirmation prompt that explains the conflict. The person who books can read the prompt and then click to continue.

New organizations start with the hard block. Organizations that set the rule before this default changed keep their setting. With either rule, an owner or admin can change it for each organization or each location under Settings. The rule is the same if you book the lesson from the calendar or schedule it from the Training area. If the instructor already has a lesson or a flight in the slot, or is on time off, Resyrv blocks the lesson, whatever this setting is.

A CFI with no windows set

If an instructor has no availability windows, Resyrv treats the instructor as available at all times. But if your organization set default instructor hours, Resyrv treats the instructor as available during those hours.

Book your own time

Resyrv does not do the availability check when an instructor books for themselves. Examples are a personal flight, a proficiency session, or a block on their own aircraft.

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