Setting Availability
By Trio Team · Updated
Your availability tells Trio when you are free to teach. It drives the conflict warnings when you schedule lessons and the times that families can book in the parent portal. All times on the page are in the studio time zone.
Opening the page
Open the user menu (your avatar at the top right) and choose Manage Availability. Availability is not in the sidebar. The direct link is Availability.
Manage Availability shows only for people who teach. You teach once you have at least one instrument; staff do not teach. Owners and admins can also open any teacher's availability from Studio Settings → Team → the pencil in the Availability column. The header then reads "Editing availability for [Name]".
If Manage Availability is missing
- Owner or admin who does not teach yet: open Studio Settings → Team, click the pencil in the Instruments column on your own row, and add an instrument. Manage Availability shows after the next page load. If the instrument list is empty, turn instruments on in Settings → Instruments first.
- Teacher: you choose your instruments once, in the setup wizard at your first sign-in. After that, only an owner or admin can change them, in Settings → Team.
What's on the page
The page has three sections:
- Booking Limits - daily and weekly caps on family bookings
- Weekly Template - your teaching hours, one row per day
- Date Overrides - exceptions for a vacation, a sick day or special hours
Booking Limits
Set Max per day and Max per week to cap how many lessons families can book with you. Leave a field blank for no cap, then click Save Limits. The count includes every lesson that is not cancelled: weekly lessons, makeups and family bookings. A week runs Monday to Sunday in studio time. The caps stop only family bookings; you can still schedule lessons above them.
Weekly Template
The Weekly Template lists all seven days. Each day shows its time slots, or "Not available". The card header shows your total hours per week.
To add hours, click Add on a day. In the Add Availability dialog, set the Day of Week, Start Time and End Time, and click Save. The end time must be after the start time, and a slot cannot overlap another slot on the same day.
To change a slot, click its time range to open Edit Availability. To remove a slot, click the × next to it and confirm. Slots repeat every week until you change them. A change to your hours does not move lessons that are already booked.
Date Overrides
Click Add Override in the Date Overrides card. The dialog opens on One date and has a Repeating tab for a range of dates.
One date
- Pick the Date.
- Available on this day is off by default, so the override blocks the whole day. Turn it on to set other Start Time and End Time hours for that date.
- Add a Reason if you want (for example Vacation, Sick day or Conference).
A one-date override replaces an override that the date already has.
Repeating
Use Repeating for a range of dates, such as a week of vacation, shorter summer hours or no Fridays in December. Pick a Start Date and End Date (at most one year apart, and at most 400 dates), choose the weekdays under Repeat On, then set availability, hours and reason as for one date. One time range applies to every weekday you choose. For different hours on different days, add one repeating override for each pattern.
Click Continue to see a summary before you save: how many dates Trio adds, how many it skips because they already have an override, and how many of your booked lessons the change affects. A date that already has an override keeps it. When every date already has one, Confirm is off.
An override, one date or repeating, does not cancel or move booked lessons. Reschedule or cancel them yourself (see Managing Lessons).
Managing overrides
The list shows today's and future overrides with their status, hours and reason. A repeating override shows as one row (its dates, weekdays and number of dates) with Show dates to expand it. Use Delete all to remove the whole set, or Delete on one date. To change a repeating override, delete it and add a new one.
How availability is used
- Conflict checks: a lesson outside your availability gets a warning, and you can still save it. A clash with another lesson of the same teacher, or a booked room, blocks the save.
- Family bookings in the parent portal offer only open times inside your availability, at least 24 hours ahead. Busy times from your personal calendar are not offered.
- Overrides and booking limits apply to family bookings at once.