Removing staff from a Group

We get it - it happens. Sometimes there's a couple instructors that get the wrong calendar. Or perhaps they changed their commitment level for the season - part time to full time, or vice versa, etc. If only they told you a few weeks ago!

Well, that just means you need to send them a request to fill out a new Availability calendar.

The first step here is removing the instructors from the group they're in. To get started, head to Mailout.

The first order of business is finding the instructors you'd like to remove. If you haven't yet sent them the request to fill out their calendar, they'll fall under the Ready to send tab. If you already sent them a request, then they'll land under the Sent tab or the Response submitted tab, depending on how far along they got with the original request.

Select the folks that you want to remove from the availability group and click Remove from avail. group on the right hand side of the page.

You'll get a prompt to confirm the action. Of course, if the answer is yes, smash the Remove from group button.

You've now removed them from their previous Availability group. They'll disappear from the Mailout tab until you've added them to another group...

...which you can do by clicking on the yellow heading to reassign them.

All sorted out! Like it never even happened.

Sending Availability requests

To get started with sending requests, head to the Mailout tab (top panel.) You'll land in the Ready to send tab. This is where the staff that you just added to the group are sitting - waiting for an action. If you selected a particular date to send your calendars, then these folks will sit here patiently until that date.

If you selected send manually, then you'll need to select the folks you want to send a request to.

Once you've selected everyone you'd like to send a request to, click Send availability request in the action panel on the right.

You'll see a prompt to confirm. If you're ready, hit Yes, email them.

And then you're off to the races. In the Sent tab, you'll be able to track when the request was sent, when it was viewed, and when the last reminder was sent. You can also select staff and send them a reminder if you need to (if all the automated ones have run out).

Once an instructor submits their availability, it'll be visible in the Responses section. We'll cover that in the next article.