---
title: "Instructor Availability"
url: https://bazppmilk.gleap.help/en/articles/14117259-instructor-availability
collection: "Instructors and Availability Management"
updated: 2026-10-26
language: en
---

# Instructor Availability

The **Availability** page in Swift is where you input when a coach or instructors are available to teach and in which rooms or spaces those lessons can take place. Once the [**Lesson**](https://help.runswiftapp.com/article/361-lessons) has been created and a coach's availability is set, they will appear as bookable on your facility’s public booking page.

You can visit the Availability page by navigating to the [Availability tab](https://admin.runswiftapp.com/availability) in the Swift Admin Dashboard.

Sessions and bookings will not appear on this page, you can view these on the [Calendar](https://admin.runswiftapp.com/calendar) page.

# **How It Works**

In order for customers to book lessons with an instructor, two important conditions must be met:

1.  The lesson must be created as a service under [Services > Lessons](https://admin.runswiftapp.com/services/lessons), with an instructor assigned. If multiple instructors can teach the lesson, then you can select multiple instructors.  
    ​
    
2.  The instructor must add availability in a **room where the lesson takes place**.
    

**Both need to be TRUE in order for a customer to see an instructor as available to be booked.**

## **Example:**

If a **Hitting Lesson** is created in any available room in **Cage 1 and/or Cage 2**, but **Coach John** adds his availability as only in **Cage 3**, then he will NOT appear as available for booking. Once he adds availability in **Cage 1 or 2**, he will be bookable —assuming those spaces are open and free during his available hours.

📺 For a quick overview on how Availability interacts with [Lessons](https://help.runswiftapp.com/article/361-lessons), watch this video:

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# **Creating Availability**

To add Availability for an instructor,

1.  In Admin, go to the [Availability](https://admin.runswiftapp.com/availability) page  
    ​
    
2.  Click the **\+ Availability** button (1) or click and drag a time slot in the Calendar view (2).
    

![](https://staticfiles.gleap.io/helpcenter/68f9695533396ef6c4d4cb3e/20261020144649_3245.png)

Here you can select a staff member, the start time and end time of their availability, as well as the rooms they're available in.

![](https://staticfiles.gleap.io/helpcenter/68f9695533396ef6c4d4cb3e/20261020144649_2196.png)

-   In our example, we are setting up a morning schedule for Matt, from 9AM-12PM, repeating daily in Cage 1, Cage 3 left, or Cage 3 right.
    

Now, lessons or classes can be booked with Matt as the instructor between 9AM-12PM Monday to Saturday.

![](https://staticfiles.gleap.io/helpcenter/68f9695533396ef6c4d4cb3e/20261020144649_5662.png)

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## **🔒 Blocking Rooms for Instructor Lessons**

If you'd like to **reserve a room exclusively** for an instructor's use (so other services can't be booked at the same time), enable the **“Block other bookings in rooms during this time”** checkbox when setting up availability.

This ensures that no customer can book that room for a different service while the instructor is marked as available.

![](https://staticfiles.gleap.io/helpcenter/68f9695533396ef6c4d4cb3e/20261020144649_3581.png)

⚠️ **Note**: Even if the **"Block other bookings"** setting is enabled, Staff or Admins can still manually create bookings from the Admin side in the indicated room(s).

Booking created on the Admin side will override any blocks that are in place, allowing you to fill the tunnel if a lesson doesn’t get scheduled.

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# **Edit or Delete Availability**

-   To edit an availability, select the availability slot on the calendar, and click the Edit (pencil) icon. Edit the availability as required, and click Save. You can also drag and drop the event, similar to [the Calendar](https://admin.runswiftapp.com/calendar).  
    ​
    
-   To delete an availability, select the tile on the calendar, and click the Delete (trash) icon.
    

# **Filter availability events for staff**

Each Staff member is colour coordinated in the calendar view.

The Filter view (top right) will allow you to search for any number of specific staff as needed, to make the calendar view more simple.