Schedules - Centralized Availability Management

Schedules give you a centralized, reusable way to manage tour availability for every staff member in Enrollio. Set your hours once, apply them to multiple calendars, and keep your booking experience consistent across all your enrollment touchpoints.

What are Schedules?

Schedules are shared availability templates that combine weekly working hours, date-specific overrides, and staff-level time-zone settings into a single, reusable object. Instead of editing each calendar individually, you attach a schedule to any calendar that should follow those hours.

This feature is currently available via Labs. Go to Enrollio Settings Labs Client Account and enable Calendars - Schedules.

Important: Schedules and Custom Schedules are different. A Schedule is centrally managed and can be used across multiple calendars. A Custom Schedule is unique to one calendar and managed only within that calendar.

Key Benefits of Schedules

  • Manage every staff member's hours from one place—no more calendar-by-calendar edits
  • Reuse the same schedule across multiple tour calendars or enrollment services
  • Give every new team member a built-in default schedule for immediate booking readiness
  • Maintain flexibility: create one-off custom schedules when an individual calendar needs special hours
  • Automatic migration of legacy availability means zero downtime or rework

Quick rules: Each staff member can have multiple schedules. Each calendar can have one schedule per staff member at a time.

Accessing Schedules

To access all schedules, navigate to Calendars Calendar Settings Availability (or Settings Calendars Availability).

Individual staff members can manage their own schedules by going to Settings My Profile and scrolling down to Schedules.

Admins can manage any staff member's schedule by navigating to Settings My Staff, clicking the edit pencil icon next to a specific user, then selecting User Availability.

Creating a New Schedule

Step 1: Select the staff member whose availability you want to manage through the user dropdown.

Step 2: Click Create Schedule.

Step 3: Enter a descriptive name (e.g., "Tour Availability," "Enrollment Consultations," "On-Site Visits").

Step 4: Click Create.

Configuring Your Schedule

Once created, you'll configure three key settings:

  1. Weekly working hours — Set the days and hours when this staff member is available for bookings
  2. Time Zone — Set the timezone in which the schedule's availability is stored and evaluated
  3. Date-Specific Overrides — Mark specific dates as available or unavailable to override weekly hours (perfect for holidays, special events, or staff time off)

Step 5: Use the Active On dropdown to select which calendars this schedule should apply to for the chosen staff member.

Step 6: Save the schedule.

Pro tip: Create multiple schedules for different types of bookings (Tours, Parent Consultations, Staff Meetings) and assign them to the appropriate calendars. This keeps your availability organized and easy to manage.

Managing Existing Schedules

From the Schedules list, you have several management options:

  • Set as Default (Pushpin icon) — A default schedule is automatically applied whenever a staff member is added to a new calendar. This ensures availability is configured immediately without manual assignment.
  • Rename (Pencil icon) — Update the schedule name for clarity
  • Duplicate (Papers icon) — Copy an existing schedule to quickly create a variation without starting from scratch
  • Delete (Trashcan icon) — Remove a schedule (only available if it's not currently active on any calendars)

Editing a Schedule from a Calendar

You can also manage schedules directly from a specific calendar:

  1. Navigate to Calendars Calendar Settings
  2. Click Edit Calendar in your calendars list
  3. Select the Availability tab
  4. From here, you can switch the calendar to use a different schedule or create a custom schedule for that calendar only

Important: Any updates made to a schedule apply to all calendars linked to it, even if you initiated the edit from a specific calendar.

Custom Schedules (Calendar-Specific Availability)

Sometimes you need special hours for just one calendar. Custom schedules are perfect for this.

Custom schedules:

  • Apply only to that specific calendar
  • Include their own weekly hours, time zone, and date-specific overrides
  • Don't appear in the main Schedules list—they're managed only from within the calendar that created them

Creating a Custom Schedule

  1. Open your calendar's Availability tab
  2. Select the staff member
  3. Click Edit
  4. Select Customize schedule for this calendar only

Transition for Existing Calendars

To ensure a smooth transition to schedules, Enrollio automatically created a custom schedule for each of your existing calendars based on your configured availability. These appear only in each calendar's Availability tab.

You can edit these custom schedules or replace them with reusable schedules at any time—nothing breaks, and you won't lose any existing availability settings.

Frequently Asked Questions

What happens to my old availability settings?

Enrollio automatically migrated them into custom schedules, so nothing breaks. Your existing tour bookings and availability continue working exactly as before.

Can I use the same schedule for different tour calendars?

Yes! Simply select the schedule for the staff member in each calendar where you want it to apply. This is perfect when your enrollment coordinator handles both facility tours and parent consultations during the same hours.

Do date-specific overrides affect all calendars using the schedule?

Yes. If you mark a date as unavailable in a schedule, it affects all calendars using that schedule. If you need an exception for only one calendar, create a custom schedule inside that calendar.

How many schedules can I create?

There's no hard limit. Create as many as your center needs—different schedules for tours, enrollment meetings, staff interviews, or special events.

Can I prevent double-booking if a staff member appears on multiple calendars?

Yes. Because each calendar references the same schedule, occupied times are automatically removed from availability across all calendars, preventing overlaps.

Will updating a schedule cancel existing appointments?

No. Existing tour bookings and appointments remain intact. Only future available time slots update based on your changes.

How does the staff-level time zone work with a calendar's time zone?

The schedule respects the staff time zone for availability. The booking widget automatically converts available time slots to the parent's browser time zone, ensuring they see times in their local timezone.

Can I import schedules via API?

Not yet. Currently, schedules are managed within the Enrollio platform. API endpoints will be announced in a future release.

Pro tip: Set up a "Holiday Schedule" with all your center closures marked as unavailable, then apply it to all your calendars. When holidays change, update one schedule instead of editing multiple calendars.