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Control when you’re available for bookings by managing your availability schedule. This guide shows you how to add, edit, and remove availability blocks to match your schedule.

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Accessing Availability Settings

There are two ways to access your availability page:
  1. From the Navigation Bar
    • Click “Availability” in the main navigation menu
  2. From Your Profile Menu
    • Click your profile picture in the top right corner
    • Select “Availability” from the dropdown menu

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Adding All-Day Availability

Set your availability for an entire day with a single click.
  1. Select a Date
    • Click on the day you want to add availability to in the calendar
  2. Add Availability
    • Click the “Add Availability” button
  3. Choose Availability Type
    • Select either “Available” or “Unavailable”
  4. Set Duration
    • Toggle “All Day” to on
    • This marks your entire day as available or unavailable
  5. Save
    • Click “Save” to confirm your availability

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Adding Time-Specific Availability

Set your availability for specific time periods during the day.
  1. Select a Date
    • Click on the day you want to add availability to
  2. Add Availability
    • Click the “Add Availability” button
  3. Choose Availability Type
    • Select either “Available” or “Unavailable”
  4. Set Time Range
    • Leave “All Day” toggled off
    • Select your start time (e.g., 9:00 AM)
    • Select your end time (e.g., 11:00 AM)
  5. Save
    • Click “Save” to apply your availability for that time period

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Understanding the Overlay System

FlightWise uses a priority-based overlay system to determine your actual availability when you have multiple overlapping availability blocks. This ensures your schedule always reflects your most current intentions.

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How Priority Works

The most recently created availability block always takes precedence over older ones. This means:
  • Newer blocks override older blocks for the same time period
  • You can change your availability without deleting old entries
  • Your schedule automatically reflects your latest decisions

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Practical Examples

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Example 1: Changing Your Mind About a Day

Scenario:
  1. Monday morning: You mark Tuesday as “Available - All Day”
  2. Monday afternoon: You realize you need Tuesday off, so you add “Unavailable - All Day”
Result: You will be shown as unavailable on Tuesday because the “Unavailable - All Day” block was created most recently.

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Example 2: Adding Specific Exceptions

Scenario:
  1. You set yourself as “Unavailable - All Day” for Friday
  2. Later, you realize you’re free from 2 PM to 5 PM, so you add “Available 2:00 PM - 5:00 PM”
Result: You’ll be unavailable all day except from 2 PM to 5 PM, where the newer “Available” block takes priority.

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Example 3: Progressive Refinement

Scenario:
  1. Week start: You mark next Monday as “Available - All Day”
  2. Two days later: You add “Unavailable 12:00 PM - 1:00 PM” for lunch
  3. Day before: You add “Unavailable 3:00 PM - 4:00 PM” for a meeting
Result:
  • Available all day (oldest block)
  • Except 12 PM - 1 PM unavailable (overrides the all-day block)
  • And 3 PM - 4 PM unavailable (overrides the all-day block)

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Why This Matters

The overlay system provides several benefits: 1. No Need to Delete Old Entries
  • Simply add new availability to override old plans
  • Your history is preserved for reference
  • Reduces the risk of accidentally removing the wrong entry
2. Easy Schedule Corrections
  • Made a mistake? Just add the correct availability
  • The new entry automatically takes priority
  • No complex editing required
3. Handles Complex Schedules
  • Layer multiple availability blocks to create precise schedules
  • Add exceptions without restructuring your entire availability
  • Manage last-minute changes efficiently
4. Always Up-to-Date
  • Your current availability is always reflected accurately
  • The system uses the most recent information you’ve provided
  • Administrators and students see your latest schedule

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Viewing Your Effective Availability

When you have overlapping availability blocks:
  • The calendar shows your effective availability (after all overlays are applied)
  • Clicking on a time slot shows all availability blocks for that period
  • Blocks are listed with the most recent at the top
  • The topmost block is what determines your actual availability

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Best Practice: The Overlay Workflow

  1. Set your baseline: Add broad availability (e.g., “Available - All Day” for your work days)
  2. Add exceptions: Layer in specific unavailable times as they arise
  3. Refine as needed: Add more specific blocks to override previous entries
  4. Review regularly: Check your effective availability to ensure accuracy

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Important Notes

  • Time specificity matters: A block from 9 AM - 11 AM only affects that time range
  • All-day blocks: These affect the entire day (12:00 AM - 11:59 PM)
  • Priority is by creation time: Not by how specific the time range is
  • Deletion: Removing a top-priority block will reveal the block beneath it

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Common Use Cases

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Example 1: All-Day Available with Exception

Scenario: You’re available all day except for a dentist appointment from 9 AM to 11 AM. Solution:
  1. Add all-day availability as “Available”
  2. Add a second availability block from 9:00 AM to 11:00 AM as “Unavailable”
The system will show you as available except during your appointment window.

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Example 2: Multiple Sessions Throughout the Day

Scenario: You teach morning sessions (8 AM - 12 PM) and afternoon sessions (2 PM - 6 PM). Solution:
  1. Add availability from 8:00 AM to 12:00 PM as “Available”
  2. Add availability from 2:00 PM to 6:00 PM as “Available”
You’ll only show as available during your teaching hours.

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Example 3: Recurring Weekly Schedule

Scenario: You work the same hours every Monday, Wednesday, and Friday. Solution:
  • Set your availability for each individual day
  • Repeat for each week you want to maintain that schedule

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Editing Existing Availability

To modify or remove an availability block:
  1. Click on the day with existing availability
  2. Click on the availability block you want to edit
  3. Make your changes or click “Delete” to remove it
  4. Click “Save” to confirm

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Best Practices

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For Instructors

  • Update regularly: Keep your availability current to ensure accurate scheduling
  • Block personal time: Mark unavailable time for appointments, meetings, or breaks
  • Plan ahead: Set availability for upcoming weeks to help with long-term booking
  • Consider prep time: Account for pre-flight briefings and post-flight debriefs

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For Students

  • Be realistic: Only mark times when you can definitely attend
  • Allow flexibility: Provide multiple time slots to increase booking options
  • Update promptly: Change your availability if your schedule changes
  • Check regularly: Review and update your availability weekly

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Tips

  • Color coding: Available slots typically appear in green, unavailable in red
  • Layering strategy: Start with broad availability, then add specific exceptions
  • Quick fixes: If you need to change availability, just add a new block instead of editing
  • Check overlaps: Review your calendar after adding new availability to confirm it looks correct
Your availability helps the scheduling system find the best times for bookings and ensures you’re only scheduled when you’re actually available.