What do you need?
Situation | What to do |
Set or change my weekly availability | Calendar of availability in your profile (see "Setting your availability"). |
A break of a few hours or one day off | Create a Busy event in your connected Google Calendar. |
Holidays (a few days or weeks) | Block your calendar, cancel individual lessons, request substitutes for groups, tell your students and let us know. |
A break longer than one month | As above, plus write to us 14 days before you come back. |
My regular availability changes for good | Update your availability, agree new times with students, send us a list of courses you can't keep. |
A lesson was booked although my time was blocked | Cancel it and send us a screenshot if it's a first lesson or less than 12 hours away. |
Google Calendar isn't syncing | Disconnect and reconnect it, then wait 15 minutes. |
A student can't book a slot | Check the list in "Why a slot can't be booked". |
Setting your 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'll get. Just make sure you can really teach every slot you leave open: cancelling less than 12 hours before a lesson results in a deduction.
Connecting 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.
Your weekly availability
Add the hours when students can book you. You set them in your own time zone; students see them in theirs.
❗ Changing your availability affects existing schedules. If an individual student has recurring lessons on Mondays 10:00–11:00 and you change your availability to 10:30–11:30, all lessons in that schedule are cancelled.
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.
Blocking time off (breaks, days off)
You don't need to change your weekly availability for a break. Create an event in your connected Google Calendar instead:
Make sure you 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 11:30 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, so cancel them or request substitutes (see below).
Holidays and longer absences
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.
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.
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.
When your regular availability changes 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.
For a single individual course you can't continue, follow "Giving away a course" in Course management.
Booking problems and Google Calendar
A lesson was booked although your 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.
Cancel the lesson in your panel.
If it's a first lesson with a student, or it starts in less than 12 hours, reply to us in the chat with a screenshot of the Google Calendar event details showing when the event was created. We need it to check the sync and review the deduction.
Google Calendar 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.
If old, cancelled lessons still show in Google Calendar, delete them there manually.
Why a slot can't be booked
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.
Ready-to-send messages for your students
Availability just updated: "I have just updated my availability. Please wait about 15 minutes for the system to sync and show the open slots." / PL: "Właśnie zaktualizowałem/am swój grafik. Odczekaj proszę około 15 minut, aby system zsynchronizował dostępne terminy."
Package or monthly limit used up: "It seems your lesson package or monthly limit has been reached. Please contact our office at [email protected] to renew your course credits." / PL: "Wygląda na to, że Twój pakiet lekcji lub miesięczny limit został wyczerpany. Skontaktuj się z biurem ([email protected]), aby odnowić dostęp."