How to create a calendar

Going forward, we are aiming to directly recommend tutors to parents without having to send out job adverts. The main reason for this is to be more efficient when recommending tutors to potential clients, and therefore, secure more jobs for our tutors. 

By using online google calendars, we will be able to recommend you for work we know you can do, at times we know you are available. This will make it more likely that you WIN jobs, as it will significantly reduce the time it takes to recommend you. 

We suggest all of our tutors do this so please follow the instructions on this page to create your availability calendar. (This should only take you around thirty minutes to do.) 

Please see click here to see a sample of what we are looking for 

How do I do this? 

● Create a Google (Gmail) account if you do not already have one. 

● Once this is done, go to the Calendar section to create your availability calendar. 

How do I create my availability calendar? 

● In Google Calendar, click on “settings” (the button that looks like a cog). 

● In settings, click “Add calendar” and then “New calendar”. 

● Name your calendar as your full name. Click “Create calendar”. 

● Once it is made (this might take ten to twenty seconds), leave the Settings area (click the left-facing arrow in the top left of the screen). You will notice that your created calendar name will appear on the left of the screen, under the heading of “My Calendars”. Make sure to leave this calendar selected and all other calendars de-selected. 

● Lastly, you need to share this with us by clicking on the three little black dots to the right of your new calendar and then click “Settings and sharing”. 

● Scroll to the section marked “Share with specific people”, and then enter “enquiries@owltutors.co.uk”. 

● Click on the button saying send – you’re done! We will get a notification, and can start using your calendar. 

Congratulations! You have set up your Availability calendar. Now, you need to populate it with appointments… 

How do I enter sessions into the Owl Tutors availability calendar? 

We need to see are details of: 

1. Your existing bookings with us.

2. Information on other tuition appointments (nothing more than when they are so we don’t double book you).

3. Times you are available for work. 

We recommend you use a separate calendar for all other calendar entries. This keeps your affairs private and our calendar system easier to manage. 

1. Jobs with Owl Tutors 

If the tuition job is with Owl Tutors, please complete the following: 

● Create an appointment by clicking the mouse from the start time on the correct day and “dragging down” until the end time. Once you release the mouse, a pop up window will appear. In this window, click “more options”. 

● In the new screen, in the box saying “Add title” please type the job reference number followed by the student’s first name. 

● Type the postcode where you are tutoring in the “Add location” box. If the job is online, type “ONLINE” in the location box. 

● We need to know when the job is ongoing, or if it has a set finish date. (If we known the finish date, we can try to line up work for you for when this job finishes.) 

● To mark it as ongoing, click the button saying “Does not repeat”, and then select the option “Weekly on (day of the week)”. 

● To mark it as finishing on a specific date, click the button saying “Does not repeat”, and then click “Custom…”. 

● Click the day of the week on which the lesson will happen, and then click “On” and use the pop up calendar to select the specific finish date. 

We recommend checking ahead a few weeks to ensure you’ve done it correctly. 

2. Jobs not with Owl Tutors 

If the job is not with us, please just enter “Not Owl Tutors” as the title, then set the location and end date as above. 

3. Available sessions 

To tell us you want a slot filled, please create an appointment as above, and title it with the below options: 

● “Available – home” 

● “Available – online” 

● “Available – home and online” 

PLEASE make sure you set the recurrence of these appointments, otherwise we won’t be able to see when you are available in the future and therefore won’t be able to recommend you for sessions which aren’t marked as available. So please be sure to do this for every session you would like to be filled.