Manage your Availability and Blockouts on the Ref Insight App

Created by Joshua Ort, Modified on Thu, 15 Feb at 8:06 PM by Sandra Serafini

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1. To access the Availability section of your profile in the app. Go to the main menu of the site and click on Availability.

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2. There is a brief description at the top of the page. It mentions that the Ref Insight platform assumes you are available for assignments unless you have blocked off specific dates and times.

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3. Once you've read through this description and understand the concept, click the button at the top to close the description section.

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4. Scroll down to the My Blockouts section, you can see all of your existing Blockouts in a calendar view. It will show you the current month by default, but you can use the right and left arrow buttons to view other months.

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5. Scroll down to where you see the buttons that allow you to add new Blockouts. You can add individual blockouts or you can add blockouts in bulk. This is the best way to put in your school or work schedules that repeat for months or weeks.

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6. To add an individual Blockout, click on Add Individual Blockouts.

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7. At the top of the page there is a toggle where you can change the behavior of the calendar. You can select individual days, or you can select a range of days. The default behavior is "Days" which means you will need to click on each day separately.

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8. To start creating your blockout, click on a specific date within the calendar. In this case, I'm selecting Monday February 5th to block out from my availability.

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9. Select additional dates you would like to block out, one day at a time.

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10. Select as many additional dates as you need.

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11. Scroll down to the Blockout Settings. This is where you provide the details for your blockout.

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12. I've selected 3 separate dates to blockout in this example.

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13. Click on Blockout Reason and select the most appropriate option from the list. This blockout reason will be used for all the dates you selected in the previous step.

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14. Click on Notes and type in any additional details that you would like to provide. Assignors are able to see these notes. Notes are optional but help provide additional context.

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15. By default, the All Day toggle is selected. This means that for each day selected, you would be blocked out for the entire day. Slide the toggle to the left to turn off All Day mode. You can enter specific start and end times instead.

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16. In this example, I've turned off the All Day toggle. Start Time and End Time now appear as options. Enter the appropriate start and end time for your Blockout. Select the proper timezone of where you live.

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17. When your blockout settings are complete, click Create Blockouts to add these Blockouts to the system. You'll receive a warning if you've missed any required fields.

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18. You can also select a range of dates to block out. For example, you could use the Range option if you were going to be out of town for a few weeks and want to block out those dates.

At the top of the page, click on Range instead of Days.

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19. Click on the start date of the range. In this example, its Monday February 12th. That is the start date of the range.

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20. Click the end date of the range. In this example, its Monday February 19th.

You'll see that the entire range of days will be selected for you. It's the week of February 12th through February 19th.

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21. Scroll down and enter your blockout reason and additional notes.

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22. Click on the All Day toggle for full day blockouts, or turn off the All Day toggle and specify precise start and end times.

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23. When your settings are complete, click Create Blockouts to finalize and save.

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24. You can also create blockouts in bulk for schedules that repeat multiple times. For example, you could enter your school or work schedules here.

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25. You can go out into the future as far as one year. From the availability page, click on the Add Bulk Blockouts button.

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26. Click on the start date option and pick the first day of this bulk blockout.

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27. Enter the Start Date and End Date for your bulk blockouts. The system will create blockouts beginning the start date and stop on the end date.

In the next step, you will select specific days of the week that should be blocked out.

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28. Click on the days of the week that you would like to block out.
In this example, I'm going to click Monday, Tuesday, and Thursday. You could also select Monday through Friday to represent a typical work or school schedule.

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29. Click Tuesday

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30. Click Thursday

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31. If you would like to blockout those entire days, leave the All Day toggle checked.
If you would rather specify a time for each day, uncheck the All Day toggle and enter the start time and end time.

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32. Scroll down and select the Reason for these blockouts and provide any relevant notes.

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33. Click Create Blockouts when you are ready. The system will now create a blockout for every day between the start date and end date. It will only create blockouts for the specific days of the week that you chose.

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34. In this example, the system created 52 new blockouts. You can review the blockouts on this page. Click the trash can icon to remove any blockouts that were created by mistake or blockouts that don't apply to your circumstances.

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35. You can also search the system for blockouts in the future. From the main availability page, click the Search Blockouts button.

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36. View the full list of blockouts that you have created.

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37. To view your Blockouts for a specific month, click on the Filter Month menu.
Select a month from the list. The list of months goes into the future 1 year.

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38. From here, you can delete Blockouts. Use the checkboxes to select Blockouts you no longer need. Scroll down to the bottom and click the button to delete those Blockouts.

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39. Select additional blockouts.

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40. Click Delete Selected Blockouts. The Blockouts you selected in the prior step will be removed.

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41. To view a Blockout, or make modifications. Click on the information icon next to a specific Blockout. The system will provide you with all of the details of that Blockout.

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42. Click Edit Blockout if you would like to make changes to a particular Blockout.

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43. You can change the date, time, reason, and notes.

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44. Click Save when you are ready to finalize the changes.

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45. Thank you for watching this tutorial for managing your availability and blockouts.

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Here's an interactive tutorial

** Best experienced in Full Screen (click the icon in the top right corner before you begin) **

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