This documentation refers to an old version of Accudemia 7.0 and has been replaced by Accudemia 9.0:
Accudemia 9.0 - Offtimes

Previous Article- Administration: Centers and Rooms | Table of Contents | Next Article - Administration: Terms

Offtimes

Purpose: To enter time periods during which Centers are not open at the College-Level and when Tutors are not allowed to be scheduled as available at the Center-Level.

How to Access: Administration > Offtimes

Use this screen to define blocks of time when your college is closed and tutors are not allowed to be scheduled as working. You can define a regular weekly college schedule or exceptions such as school and public holidays.

The College Off-times superimposes/supersedes the Center Off-times as well as the Center Off-times superimposes/supersedes the Tutor schedules, meaning College Off-times restrict the available days and hours the Center is available and subsequently the Center Off-times limit the Tutor's Schedule that they are available to help Students.
It is important that you enter the College and Center Off-times before deploying the Appointments scheduling module to ensure that no Tutor's Schedules or actual Appointments are able to be scheduled during your College or Center off-times.

Searching for Center Offtimes

At the right-hand side of the menu there should be a section titled Search to search for a specific Center Offtime, by filtering the search you can find specific surveys based on these attributes:

  • Center: This is the Location that you want to setup the off-times. Leave this set to the College-Level to setup times that all the Centers at the College will not be available or select a Center or Classroom that you want to specify the off-times.
  • Edit Mode: Edit mode has the following three options:
    • Merged Mode - This is a combination of the Term Mode and Exceptions Only. To edit the off-times in this mode you have to choose the Week in which you are going to edit. Additionally, you have the option to display appointments.
      • NOTE: In Merged Mode you cannot edit dates in the past while using this calendar edit mode.
    • Term Mode - In this mode, you are allowed to edit the off-times for the entire Term/Semester. This is like the Locations normal “hours of operation”.
      • Use Term mode to select the Term/Semester which your tutor's available. You can schedule as Available, Not Available, Not Working, and Cleared using the Event Information.
    • Exceptions Only - Use this mode to edit the off-times by setting exceptions to the “operating hours” on specific dates the Center, Classroom, or College will not be available.
  • Week Of Select the week of the month you will like to view.
  • Show Appointments: check to be able to view the appointments already scheduled for the dates selected.

Manage College or Center Off-times

  1. Click the Apply button to view and manage the off-times for the Location selected.
  2. Once the Calendar view loads simply click and drag over the time-blocks you wish to make an off-time for the selected Location
  3. You will see a pop-up window that allows you to set the event Scheduled as:
    • Open
    • Offtime
    • Cleared
  4. To save this change you simply click the Save link at the bottom of this pop-up window. You'll now see the off-time highlighted in blue on the calendar.
If you accidentally chose too many time-blocks or days of the week you can click and drag over these blocks you want to restore and when the pop-up window appears then mark them in the Schedule as drop-down box as “Cleared” to restore those as not being an off-time.
If you do not see all the times you need then you'll want to visit the Administration > Control Panel > General > (Select the College-level) > Calendars section. From there you can set the “Start Time” and “End Time” to the outliers needed for the schedules. This is what that looks like:

Watch this short video on Offtimes

In this video, you can see an example of how to set off time for a weekly basis (all weekends) and a particular day(12/31/2020).


Previous Article- Administration: Centers and Rooms | Table of Contents | Next Article - Administration: Terms