What do you need to do?
I want to… | What to do |
Set or change my weekly availability | Profile → Calendar of availability. |
Connect Google Calendar | Profile → Calendar of availability → Connect. |
Take a break of a few hours or a day off | Create a Busy event in your connected Google Calendar. |
Go on holiday or take a longer break | Block your calendar, cancel individual lessons, request substitutes for groups, tell your students and us. |
Change my regular availability for good | Update your availability, agree new times with students, send us the courses you can’t keep. |
Fix a lesson booked although my time was blocked | Cancel it. First lesson or less than 12 h away: write to us with a screenshot. |
Fix Google Calendar that isn’t syncing | Disconnect it, connect it again and wait 15 minutes. |
Find out why a student can’t book a slot | Check the list at the end. |
Set or change my weekly availability
Go to your Profile (click your avatar in the top left corner) → Calendar of availability.
Switching time
The break between lessons booked one after another: 0, 5, 10 or 15 minutes. It applies to your current students; new students can book lessons right after each other. We recommend the shortest switching time that works for you.
Advance notice
The minimum time before a lesson when a student can still book it: 0, 1, 3, 6, 12 or 24 hours. The shorter it is, the more bookings you get.
❗ Make sure you can really teach every slot you leave open: cancelling less than 12 hours before a lesson means a deduction.
Your weekly hours
Add the hours when students can book you. You set them in your own time zone; students see them in theirs.
❗ Changing your hours can cancel recurring lessons. Recurring lessons that no longer fit your new hours are cancelled automatically, each one 12 hours before its start. Single lessons stay. Example: an individual student has recurring lessons on Mondays 10:00–11:00 and you change your availability to 10:30–11:30, so all lessons in that schedule are cancelled. There is no deduction, but it still affects your students and your experience at Fluentbe. Always agree schedule changes with your students first.
Booking preview
Always check Booking preview after a change: it shows exactly which slots students can see, in any time zone.
All schedules are fixed to Warsaw time. When the clocks change in Poland (end of March and end of October), your local lesson times may shift if your country changes time on a different date or not at all. Check your lessons in those weeks.
Connect Google Calendar
Click Connect, log into your Google account and allow access. By default your primary calendar is synced; if you use several calendars, choose the ones to sync. Make sure the time zone in Google Calendar matches your Fluentbe profile.
Take a break of a few hours or a day off
You don’t need to change your weekly availability for a break. Create an event in your connected Google Calendar instead:
Add the event to the calendar that is connected to Fluentbe.
Set the event as Busy.
Choose the time:
A break of an hour or more: just the hours you need.
One full day: from 12:00 am to 11:59 pm. ❗ An “all-day event” does not block your schedule.
Several days: one event from the first to the last day, with the same hours as for one full day.
Wait up to 15 minutes, then check Booking preview: the slots should be gone.
Blocking your calendar only stops new bookings. Lessons that are already scheduled stay: cancel them or request substitutes (see the next section).
Go on holiday or take a longer break
Let us know your dates in the chat.
Block your calendar for the whole period (see above).
Individual lessons: cancel them and choose Time off as the reason. There are no substitutes for individual lessons.
Group lessons: request a substitute with Find a Replacement for each lesson.
Tell your students in Messages or during a lesson. If a student would like to switch to another teacher permanently, ask them to write to [email protected].
Absence longer than one month
Tell your group students that a substitute teacher will take over for this time.
After a long absence there’s always a risk that a group stays with the substitute teacher or is closed, so we can’t guarantee you’ll get every group back.
❗ Write to us at least 14 days before you come back to confirm you’re ready to teach your courses again. Without this confirmation, your groups may be reassigned permanently.
Deadlines for substitutes and deductions: see Cancellation and Replacement Policy.
Change my regular availability for good
Update your Calendar of availability.
Tell your students, in Messages or during a lesson.
Try to agree new times with them.
Send us in the chat the list of courses you can’t continue, so we can help those students find a new teacher.
Can’t continue one individual course? See “Give away a course” in Course management.
Fix a lesson booked although my time was blocked
This is usually caused by the 15-minute sync delay between Google Calendar and Fluentbe, or by an event that wasn’t set as Busy or was added to a calendar that isn’t connected.
Regular lesson: cancel it in your panel.
First lesson with a new student: you can’t cancel it yourself. Write to us in the chat with a screenshot of the Google Calendar event details showing when the event was created.
Less than 12 hours away: cancel it and reply to us in the chat with the same screenshot. We need it to check the sync and review the deduction.
Fix Google Calendar that isn’t syncing
Go to your profile and disconnect Google Calendar.
Wait a minute and connect it again.
Wait about 15 minutes for the lessons to update. If needed, repeat it once more.
Old, cancelled lessons still show in Google Calendar? Delete them there manually.
Find out why a student can’t book a slot
Sync delay: changes in Google Calendar take up to 15 minutes to show on Fluentbe.
Busy events in your connected Google Calendar block that time.
Another lesson (individual or group) is already booked at that time.
Monthly limit: company students (💼) often have a monthly lesson limit.
No lessons left: if the student’s package has run out, the lesson shows as Pending and is cancelled automatically 24 hours before it starts unless the student pays.
A cancelled lesson at the same time: if you want to re-add a lesson at exactly the time of a lesson that was cancelled, the system may block it. Set the start 5 minutes earlier or later.