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Calendar Set up

Below are videos and written instructions to help you set up and know how to use your calendar with Highlands Music Academy.

 

Please follow instructions and reach out if you have any trouble at all.

 

Being able to view your lesson calendar at any time, make changes to your availability, or mark lesson changes will be an important part of our communication, and allow us to book new students with you more easily.

Connecting the School Calendar to View Your Schedule and Set Availability

Watch this video to see how to set up your Google Lesson Calendar from your computer. Written instructions are below the video.

1. Accept 2 Calendar Invites from info@highlandsmusicacademy.com:

- Open Times Calendar

- Lesson Calendar

Accept both calendar invites from your email. 

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2. Set your availability in the "Open Times" Calendar (from your desktop)

Go to your Google Calendar

  • On the left side bar, you will see “Other Calendars” and there is where you can view your lesson schedule and adjust your schedule as needed.

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Set your availability

  • Select the calendar titled “OPEN” to set your availability. Select the times you want to teach for each day. Title your open time slots with your first two initials. Ex: Alison Suell’s Open Times would be titled “AS - Open Times.”

  • Make sure to set your availability to recurring.

Note: Don’t do individual time slots, drag and drop for your entire teaching time slot, even if you already have students during that time. When a student leaves or moves to another time, it will show me that their old time is now available to fill.

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3. Accessing and Using Your Calendar from Your Phone

Go to your Google Calendar App

  • Click the menu button to view your calendars (the 3 lines in the upper left-hand corner)
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  • Click "Show More" to view all of your calendars (including shared calendars)​​

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​Troubleshooting

Can't find the shared calendars on your app?

  • If you accepted the shared calendar (the email you received in Step 1), but you're not seeing it show up in your google calendar app, make sure you are signed into your google account (on the app) with the same email address that the calendar was shared to. If you need help, let me know!

  • Click on the Calendar you want to edit. Ex: click "OPEN - Your Name" to add or edit availability

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4. How to Handle Cancellations, Reschedules, No-Shows, and Late Cancels

How to Mark Cancellations, No-Shows, and Makeups:

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  • Keeping the "cancelled" lessons on your calendar allows me to see that there is normally a student there when I'm booking new students into your schedule.

  • This ensures that I don't accidentally book a student into a spot that is normally already booked!

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  • Marking your lessons with "No Show" helps me to handle lesson disputes with students who want a refund because they didn't attend. We don't offer makeups or credits for students who are no-shows.

 

  • Mark a lesson as "Late Cancel" to indicate that they did notify you, but it was too late of a notice (this applies for day-of cancellations). These lessons are also not given a credit or makeup unless it was an extenuating circumstance (to be handled case by case).

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  • Indicating that a lesson is a "Makeup" also allows me to know that the time may usually be available.

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