Set Up Your Schedule

  • Updated

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 type of 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 Need

Before you can set up your schedule, you will need to make sure that you have: 

 

Permissions

  • Access to Settings
  • Access to edit practitioner profiles

Contact your clinic administrator if you don't have the required access.

 

Instructions

Step 1: Create a Schedule Type

The first thing you will need to do is create the relevant Schedule Types: 

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

 

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  1. Select +New Schedule Type

 

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  1. Enter a Name for the Schedule Type 
    • Choose something that makes it easy to identify (e.g., Physiotherapy) 
  2. Select the Clinic from the menu
  3. Go to Allowed Conflicts and enter how many additional appointments should be allowed
    • One appointment per time slot is the default
    • If you select 1, this means that 2 appointments will be allowed during a time slot 
  4. Check off Allow Telehealth Appointments if this Schedule Type will be used for telehealth appointments
  5. Choose a Background Color 
  6. Choose a Font Color 

💡Tips: 

  • 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 fields 


 

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Learn more about each Schedule Type field

 

Code

  • Enter a code for the Schedule Type if your clinic uses codes

  • This code will appear on the time slots under the practitioner's schedule: 
Name

  • Enter a name for the Schedule Type
Clinic
  • If you have multiple clinics, choose the clinic that the Schedule Type will be used at
Default Duration
  • Set the default appointment duration for the Schedule Type.
  • The Schedule Type duration is used when an appointment is booked without a product or service. If a product or service with its own default duration is used, that duration will take precedence.
Allowed Conflicts
  • Choose whether more than one appointment can be booked at the same time for this Schedule Type.
  • If conflicts are not allowed, a user that has the required permission will need to override the conflict to create the appointment. 
Allow Telehealth Appointments
  • If using telehealth, choose whether this Schedule Type can be used for telehealth appointments.
Background Color
  • Choose a background color to make the Schedule Type easier to identify on the schedule.
  • This will only apply if your appointments are displayed by Schedule Type
Font Color
  • Choose a font color that is easy to read against the selected background color.
  • This will only apply if your appointments are displayed by Schedule Type

 

  1. Click Save

 

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Step 2: Assign the Schedule Type to a Practitioner

After creating the Schedule Type, assign it to the practitioner who will use it.

  1. Go to Settings 

  2. Under Staff, select Practitioners 

  3. Open the relevant practitioner's profile

  4. Select the Availability tab

  5. Click +Add to create a new Availability record. If you are updating an existing record, click Edit instead

 

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  1. Next to Select a Schedule Type, click Edit 

     

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

  2. Click +Add

     

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The Schedule Type moves from Available to Added 

 

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  1. Repeat these for each Schedule Type the practitioner will use
  2. Click Save

 

💡Tip: Remove 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 3: Set Up Practitioner Availability

Once the Schedule Type has been assigned to the practitioner, use it to create their availability.

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

 

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  1. Open the practitioner's profile

 

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  1. Select the Availability tab

  2. Next to Standard Availability, click  

    • +Add to create a new record or

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  • Select the menu and click Edit if you want to update an existing record

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  1. Choose a Start Date for the Availability 
    • This is the date the schedule begins
    • You do not need to enter an End Date unless you want the Availability to end on a specific date

 

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  1. Under Schedule Availability, select the Schedule Type you want to use to build the Availability
    • Only select one Schedule Type to build the Availability, even if the provider has been assigned multiple
  2. Select the time blocks that represent the practitioner's available days and times

 

Schedule_types_8.png

 

💡 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.

 

Result 

The practitioner now has a Schedule Type assigned to their profile and Availability set for the selected days and times.

 

Related Articles

How to Set Up Products and Services

How to Create or Edit a Practitioner Profile

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