Availability View + Documentation
candidate
R
Relevant Peafowl
We constantly have to send instructors new paperwork every season to have them give: their permanent availability, their subbing availability, and their guaranteed work hours for the season.
We use the permanent availability to open new classes or tack on private training sessions. The problem is if we want to run a new group class we need to make them sign a new work hour agreement for the season (or it can happen that they decide to suddenly switch their availability on us and then suddenly we don't have a teacher to teach the program and the students have paid for 6+ months for a course and suddenly mid-course we have no one to teach it.
We want to take out the admin work required for these constant changes. A standard section for each instructor with both their subbing and permanent (general) availability which they can edit at any time and a subsection of this that includes their required work hours with starts and end dates that we can input, studio location, which classes (that sync dates/times from our platform in case there are changes so we don't need to constantly inform them), with any legal language we need to include as a paragraph in the template, where they would put their signature, and it would be exportable PDF document if needed and always be on their account. Multiple of these sections can be added by date range. For example, they have an active one from September 1, 2025-June 30, 2026 and another from from July 1, 2026-August 30, 2026.
Lindsay Thomason
candidate
D
Danielle Orlick
Hi Vivian,
Thank you for such a clear breakdown—this is a really helpful request, and I totally understand the challenge. Constantly collecting updated availability and work agreements sounds like a heavy lift, especially when it impacts your ability to confidently plan ahead.
Are your instructors currently using the Availability section in the app or web to update their subbing and permanent availability? They can edit those anytime, and there are fields for preferred locations, # of weekly classes, and extra notes. I know that’s just one piece of what you’re asking for, but it might help reduce at least some of the back-and-forth for now.
And yes, we don’t currently have a way for management to input required work hours, assign synced classes, add legal language, or generate a signed PDF. That said, as we build out our upcoming Shift Management and Instructor Profile (this is where you would see subbing + general availability) features, this kind of functionality is exactly the direction we're heading. We'll definitely keep your full use case in mind as we shape that.
Really appreciate you taking the time to share this with us—it’s how we get better.