Instructor Availability Management

Managing instructor availability automatically or manually

There are two ways to confirm bookings:

Manually

This works by receiving booking requests and confirming them manually.

If you wish to use this method, you do not need to set instructor availability in the system.

Automatically

RoomBoss confirms bookings automatically, the number of instructors available for work requires setting. Customers and agents can make confirmed lesson reservations if there are instructors available. If no instructors are available, customers may still make booking requests for your manual confirmation.

To set instructor availability:

Navigate to Product Setup → Instructor Availability Management, select the desired date range and click on Show.

Instructor Stock By Category

The number of instructors available to work is specified at the Category level.

This allows you to be more flexible to offer various lesson products in parallel, while reducing the need to manage availability for each lesson individually.

For example, in the following lesson setup:

• Private Snowboard Category

  • AM Private Snowboard Lesson

  • PM Private Snowboard Lesson

  • All Day Private Snowboard Lesson

  • All Day Freestyle Ride Workshop

Setting instructor stock within the Private Snowboard Category allows all lesson product types in that category to be automatically confirmed as long as there are available instructors.

Even if there is just one available instructor left in Private Snowboard Category, it's still possible to automatically confirm all four lesson types. (One more lesson of any type can be booked.)

Managing Availability For Advance Sales

For advance sales (i.e. before instructors are added to the system), you may commence sales by specifying the number of instructors to sell in each Category.

Managing Availability With Live Instructors

Once instructors are added into the system, you can derive the number of available instructors based on actual availability to reflect instructor availability for sales.

To do this, instructors must be associated with a parent category: Ski or Snowboard.

The default association is set on the instructors contract on the Instructor Contract Management page. However, it can be overridden on a day-by-day basis.

Availability can be managed on the Instructor Availability page.

To toggle instructor Available / Not Available status, click on the desired date.

Available / Not Available status and override category can be set for multiple days by clicking on the instructor's name.

Setting an instructor as unavailable for a period will remove all allocations for that period.

To set days as Not Available and parent category associations:

Navigate to Schedule → Bulk Add to Schedule.

Available / Not Available status and parent category association will be reflected in the filtering on Schedule+, it is not possible to allocate lessons or schedule activities for instructors on days they are Not Available.

To check the number of available instructors:

• Navigate to Product Setup → Instructor Availability Management.

• Select Vendor from the drop down menu

• Select Start date and End date

• Select Draw Total Instructors & Unavailable Instructors from the Instructor Work Days page from the drop down menu

• Click the Show button

• The Available Instructors By Parent Category and Daily Summary tabs will display live numbers for Total Instructors and Unavailable Instructors. These will be displayed by parent category and can be used to update the numbers available for sale.