Pencil Spaces

You can set and manage users’ availability directly from the Schedule section in Pencil Spaces. Keeping availability up to date makes it easier to coordinate events and find tutors or organizers who are available at a specific time.

Note: Availability is set individually for each user. Before scheduling events based on a tutor’s availability, make sure you know their timezone and available time slots.

Use the Availability tab to review or edit that availability that has already been set for users in your institution. To access it:

Open your <a href="https://my.pencilapp.com/schedule" rel="nofollow noopener noreferrer" target="_blank">Schedule</a> from the left-hand navigation bar of your Pencil Spaces dashboard.

Select the Availability tab. You’ll see all users in your institution.

Use the filters to find specific users by role, site, or other attributes.

Select a user to view their current availability.

1. Open your <a href="https://my.pencilapp.com/schedule" rel="nofollow noopener noreferrer" target="_blank">Schedule</a> from the left-hand navigation bar of your Pencil Spaces dashboard.
 
 
 
2. Select the Availability tab. You’ll see all users in your institution.
 
 
 
3. Use the filters to find specific users by role, site, or other attributes.
 
 
 
4. Select a user to view their current availability.

From here, you can review their available time slots or click the Edit icon to make changes.

To set or update a user’s availability, access your <a href="https://my.pencilapp.com/schedule" rel="nofollow noopener noreferrer" target="_blank">Schedule</a> and navigate to the Availability panel, and then search for the user whose availability you’d like to change as described in the steps above. Then:

Once you’ve found the user, click the Edit (pen) icon on the right-hand side of your screen.

Set the user’s timezone at the top of the page.

Add availability time slots for each day of the week. You can add multiple time slots if a user is available at different times during the same day.

Once you’re finished, click Done to save the user’s availability.

1. Once you’ve found the user, click the Edit (pen) icon on the right-hand side of your screen.
 
 
 
 
2. Set the user’s timezone at the top of the page.
 
 
 
3. Add availability time slots for each day of the week. You can add multiple time slots if a user is available at different times during the same day.
 
 
 
4. Once you’re finished, click Done to save the user’s availability.

💡 Pro tip: If the user has the same availability across multiple days, click the Duplicate icon to copy a time slot across all days of the week.

Once availability has been set, you can use it when creating or editing an event to help find tutors and other organizers who are available at the scheduled time.

This can make it easier to assign organizers without needing to check each user’s schedule individually. For more information on finding tutors for scheduled lessons, see our guide: <a href="https://helpdesk.pencilspaces.com/en/articles/15566371-how-to-find-available-tutors">How to find available tutors?</a>

If you’re having trouble setting availability or finding an available tutor for an event, please contact our <a href="https://pencilspaces.com/support" rel="nofollow noopener noreferrer" target="_blank">Pencil Spaces Support</a> team. We’re available 24/7 and will be happy to help.

For more details on how to access our live support team, see our guide: <a href="https://helpdesk.pencilspaces.com/en/articles/6291349-how-to-access-24-7-live-support">How to access 24/7 live support</a>.

<a href="https://helpdesk.pencilspaces.com/en/articles/15566371-how-to-find-available-tutors">How to find available tutors?</a>

<a href="https://helpdesk.pencilspaces.com/en/articles/6226579-how-do-i-use-schedule">How do I use Schedule?</a>

<a href="https://helpdesk.pencilspaces.com/en/articles/15505913-how-to-cancel-or-delete-events">How to cancel or delete events?</a>

<a href="https://helpdesk.pencilspaces.com/en/articles/15463477-how-to-decline-events">How to decline events?</a> ​

- <a href="https://helpdesk.pencilspaces.com/en/articles/15566371-how-to-find-available-tutors">How to find available tutors?</a>
- <a href="https://helpdesk.pencilspaces.com/en/articles/6226579-how-do-i-use-schedule">How do I use Schedule?</a>
- <a href="https://helpdesk.pencilspaces.com/en/articles/15505913-how-to-cancel-or-delete-events">How to cancel or delete events?</a>
- <a href="https://helpdesk.pencilspaces.com/en/articles/15463477-how-to-decline-events">How to decline events?</a> ​

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