Can we limit how far ahead instructors set availability?

Yes. You choose the window in Settings, and the app only asks for those weeks.

What if an instructor doesn't fill in their availability?

Every slot counts as busy until they mark it free or maybe, so you're never relying on a guess. You can see at a glance who hasn't answered.

Does it work for freelancers who work at several centres?

Yes. Freelancers set availability like anyone else and only see your centre's sessions.

Sailing instructor scheduling software

Schedule instructors around who is free and who is qualified

For Principals, Chief Instructors, centre managers and club officers at RYA training centres and clubs.

Most scheduling pain at a sailing centre comes from two questions asked a hundred times a week: who's free, and who can teach this? ActivityRoster answers both on the same screen, from information your instructors keep up to date themselves.

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Availability: Who is free, maybe or busy for every slot of the week, straight from the instructor app. — Who is free, maybe or busy for every slot of the week, straight from the instructor app.

Availability that keeps itself current

Instructors set their usual week once in the app and change only the exceptions: a wedding, a regatta, a day at the other job. Free, maybe and busy show on your availability grid and beside every session on the roster board. You can set how many weeks ahead they can mark.

Who can teach what, without looking it up

Each instructor's qualifications decide which courses they can take, and the scheduling screens use that. Put someone on a course their licences don't cover and you're told before it's saved, not after the course has started.

Fair, visible, and easy to change

See who has how many sessions this week, spread the work fairly, and offer gaps as open shifts that available instructors can claim. When a session changes, the instructors on it are told.

Usual week plus exceptions, set by the instructor
Free, maybe and busy shown while you roster
Open shifts that available staff can claim
Leave requests approved in a tap and fed into availability

See it in the platform

My availability: Instructors set their usual week once and change only the exceptions. — My availability. Instructors set their usual week once and change only the exceptions.

Leave & cover: Leave requests to approve or decline, and open shifts offered to staff who are free. — Leave & cover. Leave requests to approve or decline, and open shifts offered to staff who are free.

People × days: The same week turned round: a row per instructor, free slots in green, so gaps and double-bookings stand out. — People × days. The same week turned round: a row per instructor, free slots in green, so gaps and double-bookings stand out.

📖 How it works, step by step·Every screen in the tour

A live platform that keeps getting better

ActivityRoster improves all the time, and centres decide what comes next. Ask for a feature from inside the platform, back other centres’ ideas with a vote, and watch the most-needed ones go from review to live. We build around what centres vote for.

Questions

Can we limit how far ahead instructors set availability?: Yes. You choose the window in Settings, and the app only asks for those weeks.
What if an instructor doesn't fill in their availability?: Every slot counts as busy until they mark it free or maybe, so you're never relying on a guess. You can see at a glance who hasn't answered.
Does it work for freelancers who work at several centres?: Yes. Freelancers set availability like anyone else and only see your centre's sessions.

Guides for running a sailing school

How should a sailing school manage instructor availability?

A simple system for collecting instructor availability at a sailing school: usual week plus exceptions, a fixed window, a deadline, and silence counted as busy.

5 min read

How to manage freelance sailing instructors

Practical advice for sailing schools working with freelance instructors: terms, rates, availability, onboarding, qualifications, briefings and prompt pay.

6 min read

How to build a sailing school staff rota

A step-by-step method for building a sailing school staff rota: sessions, staffing needs, availability, senior roles first, checks, publishing and changes.

7 min read

Try it free for a month

Your centre is created in seconds with the RYA defaults in place, and a guided set-up does the rest.

No card required, cancel any time
£35 a month for up to 10 people, £65 for everyone
Hosted in the EU, export your data whenever you like

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