--- title: Set appointment defaults and reusable time slots description: >- Under Settings → Management → Calendar & Appointments, set the default name, duration and organizer info for new appointments, turn on the appointment priority system, and create reusable time slots that staff pick when they create an appointment. sidebar: order: 11 --- **Calendar & Appointments** is where you set the defaults for every new appointment in your institution and build reusable **Time Slots**, such as "1st block 08:00–09:30". You find it under **Settings → Management → Calendar & Appointments**. :::tip Time slots save as soon as you click **Save** in the side panel. Changes under **General Preferences** only take effect after you click **Save** in the **Unsaved changes** bar. ::: ## Why it matters Most institutions teach in fixed blocks. With time slots, staff pick "2nd block" instead of typing start time, duration and break for every appointment, and every appointment in the same block has the same timing. The general preferences make sure new appointments start with sensible values, such as your usual duration. ## Before you start | Requirement | Detail | |---|---| | Permission | Your role needs the Calendar & Appointments settings permission (`read-write:settings-appointments`). Without it, **Calendar & Appointments** does not appear under **Settings → Management** | | Shortcut in the appointment form | Only people with the **Update settings** permission (`update:settings`) see **Create Reusable Time Slot** in the appointment form | ## Set the general preferences 1. Open **Settings → Management → Calendar & Appointments**. The page has two sections: **General Preferences** and **Time Slots**. 2. Under **Default name**, enter the name that new appointments get automatically. People can change or remove it when they create an appointment. 3. Under **Default duration**, enter the duration in minutes that new appointments start with. 4. Under **Organizer info**, choose what appointment details show about the organizer: **Name**, **Email**, **Code** or **Age**. 5. Turn on **Appointment Priority System** so that, when appointments overlap, users with read-only permissions only see the appointment with the highest priority. 6. Turn on **Role after completion mapping** to show the role-after-completion column in course planning. It maps members to a new role when a course ends. 7. The **Unsaved changes** bar appears. Click **Save** to apply your changes, or **Discard** to undo them. ## Create a time slot 1. In the **Time Slots** section, click **Add time slot**. A side panel opens. 2. Enter a **Name**, for example "1st block". Use up to 100 characters. 3. Set the **Start time** and **End time** (the panel suggests 08:00 to 09:30). The end time must be after the start time on the same day. 4. Enter the **Break duration** in minutes, for example 15, or 90 for 1 hour 30 minutes. Enter 0 for no break. Break time is subtracted from attendance and workload minutes, so it must be shorter than the time slot. 5. Click **Save**. You see **Time slot saved successfully**, and the slot appears in the table with its **Name**, **Start time**, **End time**, **Break duration** and **Order**. ### Edit, reorder or delete a time slot - **Edit:** click the pencil icon in the slot's row, change the values and click **Save**. - **Reorder:** click the up or down arrow in the row. The **Order** column shows the position, and the slots appear in this order in the appointment form. - **Delete:** click the trash icon and confirm **Delete time slot** with **Delete**. The slot disappears from the quick selection; appointments that already used it keep their own times. ## Use a time slot in an appointment 1. Create an appointment as usual, see [Create an appointment](/docs/fuxam-web/base/calendar/create-an-appointment). 2. In the **Time slot** field, keep **Manual** to type the times yourself, or pick a slot. Each slot shows its name, times and break, for example "1st block (08:00 - 09:30, 15 min break)". 3. When you pick a slot, Fuxam sets the start time on the chosen date, the duration and the break from the slot. Below the field you see the effective time, for example "15 min break - 75 min effective". The **Time slot** field is disabled for all-day appointments. If you have the **Update settings** permission, the list ends with **Create Reusable Time Slot**, which opens the **Time Slots** section in **Settings → Management → Planning**. People without that permission see **No time slots yet** while your institution has no slots. ## Best practices - Name time slots the way your timetable does ("1st block", "Morning lab"), so staff recognize them at once. - Put the slots in timetable order with the arrows, so the list in the appointment form reads from morning to evening. - Set **Default duration** to your most common block length. ## Common pitfalls | Pitfall | What happens | What to do | |---|---|---| | End time before or equal to start time | **End time must be after start time.** | A slot must end later on the same day | | Break as long as the slot | **Break duration must be shorter than the time slot.** | Lower the break or extend the slot | | Leaving the page without saving | Changes under **General Preferences** are lost | Click **Save** in the **Unsaved changes** bar | | Changing a slot and expecting old appointments to move | Existing appointments keep their times | Edit those appointments yourself | | **Calendar & Appointments** missing in Settings | You cannot open the page | Ask an administrator to add the Calendar & Appointments settings permission to your role | ## FAQ **Do time slots change existing appointments?** No. A slot only fills in the times when you pick it. Editing or deleting a slot later does not change appointments that already used it. **Can a time slot run past midnight?** No. The end time must be after the start time on the same day. **Why are the organizer options in English?** The app shows **Name**, **Email** and **Code** in English in every language. ## Related pages **[Create an appointment](/docs/fuxam-web/base/calendar/create-an-appointment)** Create appointments and pick a time slot. **[Show today's appointments on a screen with Calendar Cast](/docs/fuxam-web/settings/calendar-cast)** Show today's appointments on a TV or monitor. **[Module planning & organizers](/docs/fuxam-web/cms/programs-and-planning/module-planning)** Where the role-after-completion column appears in planning. **[Settings overview](/docs/fuxam-web/settings)** Map of institution Settings areas.