Overview of the approval process for instructor availability hours

Allow instructors to view their own availability hours online

1. Go to Administration > System Settings > Configuration - Online.

2. In the My Account Configuration section and the Instructor Information includes subsection, select Available Hours.

Note: This option affects viewing only. It does not specify whether or not instructors are permitted to confirm the hours that they can see.

Enable the instructor availability approval process

Once you have enabled this process, instructors who have the permissions to do so will be able to confirm their own availability over the public site, while staff users will be able to approve instructor availability hours over the staff site once they have been confirmed. Hours that have not been approved are not available for booking.

Note: If you enable this option, your existing instructor availability hours will automatically be assigned a status of Approved. Once you start creating new instructor availability hours using the Batch Copy Availability process, they will automatically be assigned an initial status of Unconfirmed and can then be confirmed and/or approved.

1. Go to Administration > Registration Settings > Configuration.

2. In the General Settings section, select Enable Instructor Availability Approval?

Specify whether individual instructors are permitted to confirm their own availability hours online

1. Go to Administration > Registration Settings > Instructors.

2. Search for and select an instructor.

3. Click Change Details.

4. To allow this instructor to confirm their availability hours online, in the Instructor Information section, select Allow Online Availability Confirm?

 

1. To roll over availability hours to a new time period, copy instructor availability in a batch. The new hours will have a status of Unconfirmed.

2. Send out a batch email to all instructors with hours that are unconfirmed. Use this email to let your instructors know that they have new availability hours that they need to confirm:

1. Go to Communication > List Builder > Create Customer Lists.

2. Click Add New.

3. In the Custom List section, select Used to Generate Instructor List?

4. In the Instructors section, select Has Unconfirmed Availability from the Instructor Availability Status list.

5. Include any other filters that you want to use to narrow down the list of instructors to email, and save the new custom list.

6. Use your new custom list to send a batch email at Communication > Email/Form Letter > Create Email/Form Letter/Text Message.

3. Instructors sign in to the public site and do one or more of the following:

1. Instructors can confirm their availability hours if the current status of the hours is Unconfirmed. The new hours will have their status changed to Confirmed.

2. Instructors can modify their availability hours if their hours have changed since the previous time period. The new hours will have their status changed to Unconfirmed. Instructors cannot modify their availability hours if they have already been approved.

4. Staff can do one or more of the following on the staff site:

1. Modify instructor availability hours. The new hours will have their status changed to Unconfirmed.

2. Approve instructor availability hours, whether or not they have already been confirmed by instructors. The new hours will have their status changed to Approved. Instructors are unable to modify their hours if they have already been approved by staff.

5. Once the availability hours have been approved, they are officially available for booking.