Service & Quality are Everything

Blackout Times Management

[ SCROLL TO SECTIONS IN CHAPTER ]

Blocks of unavailable time on your schedule are called "blackouts" or "blackout times." Once you have staff and resources' available vs. unavailable hours set up, you will see blackouts filling unavailable times on the schedule. You can adjust blackout times to adjust unavailable hours, which adjusts staff and resources' available hours.

Blackouts can repeat, such as if a staff member has the same arrival time and breaks every week, or not repeat, such as if a staff member needs to be out for two hours only one afternoon.

Blackouts work very much like appointments, meaning you can change their times and lengths, make new ones, make repeating ones, cancel them, and apply a repeating change (including a cancelation) to one that already repeats.

If you are not sure how to visualize how blackout times work, think of them as little solid blocks that have to cover up the correct lengths of time on the schedule. They can be made longer or shorter for adjustments, or they can be canceled to remove them completely.

Staff and resources who/that are unavailable for any whole day do not appear on the schedule view for that day, so someone looking at your schedule does not have to look through a list of unavailable staff and resources. On the schedule view, you can click to open and work with any existing blackouts that you can see. In Blackout Times Management, you can click to open and work with any blackouts, including ones that fill the whole day, and create new blackouts.

NOTES

- If you are setting up a schedule, to set everyone's hours, use Starting Availability Management, which is much less work than adding blackout times. And, do not use blackout times to add unavailable times that are the same, such as Friday afternoons.

- When creating new blackout times to make permanent schedule changes, our support team consistently finds it best to recommend making weekly repeating blackouts on one day of the week at a time, because it is easy to come back later in the semester to edit blackouts that you know are the same on one day of the week. For example, most people like having a blackout that may look the same on Mondays and Wednesdays but be sure that, if the staff member changes their Monday hours only, all Mondays can be edited alone and in one step. There is not a problem with making blackouts that repeat on multiple days of the week or every day, as long as those are convenient to work with, and we recommend different repeating frequencies in different situations, too.

- As with a repeating appointment, if you create a blackout and forget to make it repeat, go to the next week and create another new blackout, remembering to use the repeating options. But, remember that the first week's blackout (the individual one) and the next week's blackout (the start of the repeating series) look identical but were not created as part of a single repeating series. To make a change and apply the change to all the blackouts, start with the second week.


Chapter Sections

SECTION 1: Using Blackout Times Management

SECTION 2: Repeating Blackouts

SECTION 3: Apply this Blackout to All Resources on this Day Only

WCONLINE Product Manual

The product manual is available completely online. To browse the manual, choose a chapter from list below or use the search tool to quickly search the entire manual.


CH 1: This Manual

CH 2: My Center Opens Today

CH 3: WCONLINE Login Page

CH 4: Text-Only & Mobile

CH 5: Schedule View, Navigation and Options

CH 6: Appointments

CH 7: Client Report Forms

CH 8: Administrators and Non-Administrators

CH 9: Blackout Times Management

CH 10: Blackout Times Examples

CH 11: Synchronous Online Meetings

CH 12: SSO and LDAP/S

CH 13: Card Reader Support

CH 14: Schedule Management

CH 15: Starting Availability Management

CH 16: Global System Settings

CH 17: Form Setup (Four Forms)

CH 18: Tips and Questions

CH 19: Support

CH 20: Terms of Service and Other Company Information

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.