[Navigation] Staff > Staff Info > Additional Options > Scheduling Availability
[Accordion] Overview
The Set Scheduling Availability feature allows providers and administrative staff to define when and where they are available to take appointments. By configuring availability in advance, patients can only be scheduled within designated time slots, reducing scheduling conflicts and improving calendar accuracy.
Maintaining accurate availability also helps front desk and other staff members quickly identify open slots and avoid double-bookings.
[Permissions] Users must have at least Read access to their Staff Info module [Staff > Staff Info > System Permissions > Staff Info]
[Accordion] Getting Started
Use the Scheduling Availability settings to define when you are available for appointments and to manage exceptions when you are not.
Set Scheduling Availability
By default, no availability is configured. You must create availability entries and specify any exceptions.
- Availability entries define when you are generally open for appointments. You can further refine your availability by selecting specific Event Types that can be scheduled during those time slots.
- Unavailable entries override your availability for specific dates or times
- Example: You are available every Monday from 10:00 AM to 3:00 PM, but plan to be on vacation on January 7 (a Monday):
- Create an Available entry for Mondays from 10:00 AM–3:00 PM
- Create an Unavailable entry for January 7
This ensures that January 7 is excluded from your regular availability
Click/Tap on [[img:add >> lbl:Add New]] to create a personalized availability schedule for yourself
[[img:file_save>> lbl:Import]] to copy availability from another staff member. Select a staff member from the list to apply their schedule to yours.
- Click/Tap [[img:cancel >> lbl:Clear Old Information]] to remove outdated availability entries.
- Note: This will remove both Available and Unavailable entries, regardless of any applied filters.
The Scheduling Availability Screen
[Anchor:AddNewAvailability]
- Status (required): Select ‘Available’ if the staff is available, otherwise select 'Unavailable'
- Days of Week: Choose the day(s) of the week it applies to
- Week Type: Choose from All Weeks, Odd Weeks, or Even Weeks
- Duration: Update the Start and End of a workday
- Effective Dates: Specify the start and end dates for when this availability applies
- Event Types: Select Event Types that can be scheduled for this period
- Location: Choose the location(s) where this availability applies
- Default Room: Select a default room if the staff member typically conducts appointments in a specific location
- [[img:Settings >> img:more_vert]] Maintenance menu:
- [[img:Settings >> lbl:Building Input]]- Manage and select building records for scheduling by adding, viewing, or updating details
- [[img:Settings >> lbl:Room Input]]- Configure room details, including room name, number, building association, status, and booking rules to prevent scheduling conflicts
[Accordion] FAQs
[Q] Can I set availability for multiple dates at once?
[A] You cannot set availability for multiple specific dates at once. However you can apply the same schedule to multiple days of the week (such as every weekday or every Monday and Friday) using the Days of Week field,. You can further create Unavailable entries for any exceptions to your normal schedule.
[Q] Our clinic has irregular hours, and many staff members (e.g., visiting doctors) follow very specific schedules. Can I create one schedule and reuse it for others?
[A] Yes. Use the Import feature in Set Scheduling Availability to copy an existing staff member’s schedule. You can then modify the imported schedule as needed for each individual.
[Q] What permission is required for a staff member to manage their availability?
[A] The staff member must have at least Read access to the [Staff > Staff Info > System Permissions > Staff Info]
[Q] Can scheduling be restricted to specific events or locations?
[A] Yes. Scheduling Availability allows you to select Event Types and Locations. These restrictions are enforced when using Find Available Timeslot.
[Q] What do the colors mean in the background of the schedule?
[A] The schedule uses color coding to indicate availability:
Light Blue: Non-work hours
White: Work hours
Solid Green: Available
Solid Red: Unavailable
Green with Diagonal Lines: Available time that overlaps with non-work hours
Red with Diagonal Lines: Unavailable time that overlaps with non-work hours
[Q] Can staff be limited to scheduling only specific Event Types or Locations?
[A] Yes, you can configure this by using Scheduling Availability for the staff and selecting the Event Types and Locations where the staff is available or unavailable. These restrictions are only enforced when you search for the staff availability via the Find Available Timeslot feature. They do not apply when scheduling directly through the Schedule.
[Q] How do I set up a Default room in Scheduling Availability?
[A] Navigate to: Staff > Staff Info > Additional Options > Set Scheduling availability. Enter the required details, including Location and Default Room, then click Save.
[Q] Why don’t I see any availability for the staff when using the Find Available Timeslot feature, even though their schedule is empty?
[A] The Schedule Availability may not be configured for the staff member. Additionally, when configuring Scheduling Availability, if you select specific Event Types, only those event types will appear in Find Available Timeslot. You may still be able to create other event types directly on the Scheduler (e.g., by double-clicking a time slot), but they will not appear as available when using Find Available Timeslot unless they are included in the staff member’s Scheduling Availability settings.
[Q] We’ve set up Scheduling Availability, but events can still be booked outside those times. Can this be prevented?
[A] Set Scheduling Availability defines when staff are available or unavailable for appointments and is used by the Find Available Timeslot feature to suggest appropriate time slots. It does not prevent users from manually scheduling events outside of those times in the Scheduler.
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