The Availability Update Flow for Families
When you send an availability request to a student's family, they receive an email prompting them to log into the Hub, review their available times, and confirm. Once they confirm, the data appears in your scheduling tim
What the Family Receives
When you send an availability request (from Student Management), the family receives an email with a link to the Hub's availability page. The email shows which student the request relates to, and includes a due date if you set one.
The request also appears in the family's Hub feed as an item requiring action. It stays active in the feed until the family confirms their availability.
The Availability Page in the Hub
When the family opens the Hub availability page, they see the current availability settings for any student they're linked to. If there is an open request for a student — one you've sent but hasn't been confirmed yet — the page displays a clear banner indicating that a confirmation is needed for that student.
The family reviews the availability grid (the times they're free for lessons) and makes any updates they need. When they're happy with the times shown, they click Confirm availability for that student.
How Confirmation Works
Confirmation is per student. If a parent has two linked students and both have open requests, they need to confirm each one separately on the same page — updating availability and clicking confirm for the first student, then doing the same for the second.
When the family confirms:
- The request is marked as complete
- The availability data is saved
- The Hub feed notification for that request is cleared
What You See After Confirmation
Once a family has confirmed their availability, their data appears in the student's availability record in the teacher app. You can then see that information back in the student's Availability tab and in the Scheduler's Student availability overlay when you are planning lessons.
This is where the two sides of the process connect — you send the request, the family confirms, and the results feed directly into your scheduling workflow. Teachers may also maintain additional student availability from the teacher side of Octavia.
If you've sent an availability request and haven't heard back, you can see the completion status from your end, and resend the request if needed.
For the full scheduling context, see Creating a Recurring Lesson Series and Student availability and Scheduler overlays.
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