How to Set Up the Schedule

Schedule Types are the foundation of a practitioner’s schedule. Before you can set availability, you’ll need to create Schedule Types to define what kind of time is being offered, which services can be booked, and where those bookings apply, whether internally or through the Patient Portal. This ensures that only the right services appear for each practitioner, keeping schedules accurate and reducing booking errors. In this article, you’ll learn how to create a Schedule Type, assign it to a practitioner, and use it to build out their availability.

Creating a Schedule Type

1. Go to Settings 
2. Under Schedule & Holidays, select Schedule Types

3. Select +New Schedule Type

4. Complete the following details: 
   • Name: Choose something to easily identify the type of schedule (e.g., physiotherapy) 

Learn more about the individual fields

 

Code	Codes are not required to be entered but can be used if preferred.
Name	Enter a title for the Schedule Type
Clinic	If in a multi-clinic setting, you may select to allow this schedule type to be used in any or a specific clinic.
Default Duration	Select the default duration that will apply to appointments booked without products or services used. Otherwise, a product or service's default duration will override the schedule type's set duration.
Allowed Conflicts	Select whether this schedule type will allow more than one appointment booked at the same time. Otherwise, an override will be required by the user creating the appointment.
Allow Telehealth Appointments	If using Telehealth, select whether or not this schedule type will be applicable for booking telehealth appointments.
Background Color	Select a colour by preference to distinguish one schedule type from another visually.
Font Color	If selecting a very dark or blank background color, it is recommended to adjust the font color to prevent the text displayed on appointments to blend in.

 

5. Click Save

 

 

How to Assign Schedule Types to Practitioners 

Follow these steps to assign a Schedule Type to a practitioner: 

1. Go to Settings 

2. Under Staff, select Practitioners 

3. Open the relevant practitioner's profile

4. Select the Availability tab

5. Click +Add (or Edit if editing an existing record)

6. Next to Select a Schedule Type, click Edit 

    

7. Under Available, select the Schedule Type(s) that you want to assign to the practitioner

8. Click +Add

    

The Schedule Type will move from Available down to Added 

9. Repeat these for each relevant Schedule Type 
10. Click Save

How to Set Up Practitioner Availability

After you have assigned the relevant Schedule Types to a Practitioner, the next step is to set up the Practitioner's Availability: 

1. Go to Settings 
2. Under Staff, select Practitioners

3. Open the practitioner's profile

4. Select the Availability tab

5. Click:

   • +Add (next to Standard Availability) to create a new record or

• Edit if you want to update an existing record

6. Choose a Start Date - the day this schedule begins 
   • No need to enter an End Date

7. Under Schedule Availability, click a Schedule Types 
   • Only select one Schedule Type to build the Availability even if the provider is assigned multiple
8. Select the time blocks to set the start and end days/times.