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Managing our Google Calendar

Updated: May 2


It’s very important that we properly manage our calendar because our class times, scheduled private lessons, and instructor availability are all written in the shared calendar app. This system keeps us on track with everyone else in the organization.

Context:

For every academy location that we have, we will share the calendar with the instructors so they’ll know when their classes and private lessons are scheduled. This also helps the remote assistant see which times are still open for booking, and track which students are trying a class.

Support specialist will create and manage multiple calendars, namely:

  • A calendar for group classes taught by Danny (applicable to Los Angeles only, not shared with other instructors)

  • A calendar for group classes taught by our instructors (shared with all instructors who are teaching group programs – instructor’s access type is “See all event details”)

  • A calendar for each instructor’s private lessons (shared with all the instructors – teaching instructor’s access type is “Make changes to events” while the other instructors will get the access type “See only free/busy”)

  • A calendar for each instructor’s unavailable times (shared only with the instructor teaching – instructor’s access type is “Make changes to events”)


 

Tools and Permissions:

For this task, you’ll need the access to the following:

  • Google Calendar. Use our Gmail address to access shared calendar. If you have created a new calendar, please share it to Danny (dkalman12@gmail.com), Louise (santiano.louise@gmail.com), and the local manager, if there is one. Give them “Make changes and manage sharing” access.

  • A Dialpad account for SMS messaging

  • The PDF/JPG file of our private lessons info sheet.


 

Creating and Sharing a Calendar

1. Open Google Calendar on desktop. On the left side bar of your screen, click the “+” beside “Other Calendar". Select "Create new calendar".

2. Set the time zone accordingly. Name the shared calendar according to our naming formats.

  • For booked private lessons: {Instructors_First_Name} {Location} Private Lessons Example: Mayra Las Vegas Private Lessons

  • For times the instructor is unavailable: {Instructors_First_Name} {Location} Unavailable Example: Mayra Las Vegas Unavailable

  • For confirmed group programs: {Location} Group Programs Example: Las Vegas Group Programs

3. Assign different colors for each calendar. To do this, click the three vertical dots icon beside the shared calendar. Usually, the calendar for unavailable times is colored grey.


4. After picking a unique color per shared calendar, click the same three vertical dots icon and click “Settings and sharing”. Here you will type in the email addresses of the instructors and assign them access types. See Context section to know who gets access to which calendar.


 

Putting Group Classes Schedule in the Calendar:

1. When Director or the manager gives you the confirmed times and location of the upcoming group programs, put them in the Google Calendar using below format. Click a block of time in Google Calendar to create an event. Take note of the crucial information boxed in red below.


2. We typically run 10-week programs, so each program is a weekly event in the calendar. When creating the event, click the “Does Not Repeat” option in the Event Date Settings and choose “Custom”.


 

Checking the Availability of Instructors for Private Lessons:
  1. Open your Google Calendar. Make sure you see everyone’s calendar events.

  2. Best practice is to book the instructor back-to-back lessons or an hour before they teach a group program.





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