In this guide you will learn how to set up your clinic's schedule. Schedule Types are the foundation of a practitioner's schedule. They define what time is available, which services can be booked, and where those bookings can take place, including internally or through the Patient Portal.
To build a practitioner's schedule, you will first create a Schedule Type, assign it to the practitioner, and then use it to create their Availability.
This guide walks you through each step.
What You'll Need
Before you can set up your schedule, you will need to make sure that you have:
- Practitioner Profiles set up
- The days and times your practitioner(s) will be available for booking
Permissions
- Access to Settings > System & Company Settings > General
- Access to Settings > Schedule & Holidays > Schedule Types
- Access to Edit Practitioner Availability
Contact your clinic administrator if you don't have the required access.
Step-by-Step Guide
Step 1: Set Your Global Schedule Times
Global Start Time and Global End Time define the overall time range displayed on your company's schedule. Set these to cover the earliest start and latest end times needed across your clinics.
- Go to Settings
- Under System & Company Settings, select General
- Select Scheduling
- Go to the Scheduling section
- Find Global Start Time and select the time your company's schedule should begin
- Find Global End Time and select the time your company's schedule should end
- Click Save
Step 2: Create Schedule Types
A Schedule Type identifies the type of schedule being created and the clinic it belongs to. Once you've created a Schedule Type, you'll assign it to a practitioner and use it to define their available days and times.
First, create the Schedule Types you'll need for each discipline and clinic:
- Go to Settings
- Under Schedule & Holidays, select Schedule Types
- Select +New Schedule Type
- Enter the Schedule Type details:
- Name: Choose something that makes it easy to identify (e.g., Physiotherapy)
- Clinic: Select the clinic the Schedule Type will be associated with from the men
- Allowed Conflicts: Select the number of additional appointments that can be booked in the same time slot. By default, only one appointment is allowed per time slot. For example, selecting 1 allows two appointments in the same time: the original appointment plus one additional appointment.
- Allow Telehealth Appointments: Check the box if this Schedule Type will be used for telehealth appointments
- Background Color and Font Color: Choose a colour that will be displayed for appointments with this Schedule Type
- Click Save
Learn more about each Schedule Type field
Code
An optional code that appears on each time slot in a practitioner’s schedule:
Name
The name of the Schedule Type
Clinic
The clinic associated with the Schedule Type
Default Duration
The default appointment length when no service is selected. If the appointment includes a service with its own default duration, the service’s duration will be used instead.
Allowed Conflicts
Allows multiple appointments to be booked in the same time slot. If the maximum number of conflicts has been reached, users with the required access can still force-save an additional appointment.
Allow Telehealth Appointments
Indicates whether the Schedule Type can be used for telehealth appointments
Background Color and Font Colour
Customize your schedule by assigning different colours to each discipline. These colours will appear on appointments booked using that Schedule Type, making it easier to distinguish between disciplines at a glance.
| 💡Tip: Create a separate Schedule Type for each discipline offered at each clinic. For example, if you offer physiotherapy, chiropractic, and massage therapy at two clinics, you'll need six Schedule Types: one for each discipline at each location: Physiotherapy Clinic 1, Physiotherapy Clinic 2, Chiropractic Clinic 1, Chiropractic Clinic 2, Massage Therapy Clinic 1, Massage Therapy Clinic 2 |
Step 3: Assign the Schedule Type to a Practitioner
After creating the Schedule Type, assign it to the practitioners who will use it.
Go to Settings
Under Staff, select Practitioners
Open the practitioner's profile
Select the Availability tab
Click +Add to create a new Availability record
- Next to Select a Schedule Type, click Edit
- Under Available, select the Schedule Type(s) that you want to assign to the practitioner
- Click +Add
- Delete the Schedule Type labeled Default (this may also be labelled DELETE - DO NOT USE) by clicking the X
- Click Save
| ⚠️Note: Make sure to delete the Default Schedule Type from the list. This Schedule Type is preloaded in your system and should not be used to build a practitioner's Availability. |
Step 4: Create Practitioner Availability
Once the Schedule Type has been assigned to the practitioner, you will use it to create their Availability.
- Under Availability Date Range, select the date the schedule should take effect in the Start field
| 💡Tip: Leave the End blank unless there is a specific date that the schedule should end |
- Under Schedule Availability, select the Schedule Type you want to use to build the Availability
- Select the time blocks that represent the practitioner's available days and times
| 💡 Tip: To select a continuous block of time, click the first time block, hold Shift, and click the last time block. All time blocks in between will be selected. Use the same method to remove a selected block. |
- If your practitioner works at only one clinic, click Save. If they work at multiple clinics, continue to the next section.
Practitioners that Work at Multiple Clinics
If a practitioner works at multiple clinics, you'll need to set up their Availability for each location using the corresponding Schedule Type.
- Click the second clinic's Schedule Type
- Select the time blocks that represent the practitioner's available days and times at the second clinic
- Click Save
Things to Know
- Selecting different Schedule Types assigned to the same clinic does not restrict which services can be booked during that time.
- When choosing colours, make sure that there is enough contrast so that the schedule is easy to read.
- You need to select the colour and click "choose" for the colour to stick
- Code and Default Duration are optional Schedule Type fields
Result
The practitioner now has a Schedule Type assigned to their profile and Availability set for the selected days and times.
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