For managers and admins. Mentors plan the slots they are given. They do not book new ones. Booking says who and when. Planning says what you will do.
Steps
- Open the Planner. If you are looking at everyone, choose a mentor first from the menu at the top left.
- Look first for an existing slot on that day. Do not book a second one.
- Press Create session. A window called New session opens.
- Check the date. Under Who, pick the young person. Set the Time and Duration (mins).
- Choose the Session location. If it is a room, pick the room and the time it is held for.
- Add a pickup place if there is one. Use + Add another venue for this session for more than one stop.
- Press Add. Answer any warning, then check the new slot appears.
If it goes wrong
- Create session is missing? Only managers and admins see it. Switch to a named mentor's planner if you are looking at everyone.
- The button reads Locked? The week has been submitted. Ask your manager to move it back to draft.
- Time clash means that mentor already has something then. Pick another time, or choose Book anyway if it is meant.
- Past date means the day has gone. You cannot book into the past.
Who can book
Booking new slots is for managers, admins and other senior roles. A mentor edits and plans slots that already exist. The Scheduling screen also books, and is better when you are filling a whole week.
Booking on behalf of someone
Choose the mentor from the menu at the top left of the Planner. The line under the heading then says that sessions you create are stored as theirs. The whole-organisation view is read only, so choose a named person first.
Where and which room
Session location lets you choose a venue, home, the community, or leave it to be set later. When you pick a venue, a room list appears. It shows only rooms that are free and open at that time.
A room is only held when you choose one. Typing a place name does not reserve anything. If someone takes the room before you press Add, you are told, and nothing is saved. Choose a room time again.
Warnings before it is saved
- Time clash names the mentor and the time. It is advice. You can carry on with Book anyway for a group or a handover.
- Past date is a stop. Past days cannot be booked.
- A message about the week being locked means it was submitted and is fixed.
After you book
Open the new slot and check who, when and where. The person delivering then plans it. Planning opens three weeks ahead by default. Your organisation can change that window under Rules.
How it links together
A booking creates the slot that appears in the mentor's Planner, on Home and on the phone page. It also holds any room you chose at that venue. The venue's calendar and the Scheduling screen read the same slot. The mentor is then asked to plan it. See the planning guide for what they do next, and the guide to cancelling if it is not going ahead.