📝 Please note: Schedules are useful for regular working patterns as well as longer-term absence such as annual leave. For ad hoc/last-minute availability changes, we recommend using the override feature.
How do I create a schedule in my calendar?
Go to 'Settings' > 'Diary' and click 'Schedules'.
Select the practitioner and click the '+ Create' button.
💡 Top tip: Want to edit an existing schedule? Read our handy guide here.
Under 'Options', you can add the schedule details:
Start date: This is required, and will default to the current date.
End date: This is optional. If entered, the schedule will stop and revert to normal hours from that date - this is useful when using schedules for annual leave/time off. With no end date, the schedule will run indefinitely.
Cycle: A multi-week cycle allows your schedule to repeat up to every 4 weeks. Choosing 'Every 2/3/4 weeks' allows you more flexibility for irregular schedules.
Enable Schedule?: This will be ticked as default, meaning the schedule is active. It can be unticked to make the schedule inactive and save it as a draft.
Under 'Schedule', the practitioner's default work pattern will be shown, matching the practice's opening hours.
Tick/untick the days this practitioner works using the box on the left.
Update the 'Start' and 'End' times in the boxes for each day.
Add breaks within each day as needed using the '+Break' button. To find out more about the importance of adding breaks and how to do this, read our helpful guide here.
You can use the bin to remove a line off the schedule.
You can hide/show the breaks for each day using this button
Remember to 'Save' any changes. Once applied, breaks and any unworked time will show in the calendar as blocked unavailable time.
💡 Top tip: Want to run multiple schedules at once? You can layer multiple schedules so they are all active at the same time.
How do I edit an existing schedule?
To open a schedule that already exists:
Go to 'Settings' > 'Diary' and click 'Schedules'.
Select the practitioner and find the existing schedule you want to edit.
Click the pen 📝 icon on the right-hand side.
Resolving scheduling conflicts
If your existing schedule conflicts with a new schedule, you need to edit the older schedule to set an appropriate end date. Doing so ensures that the new schedule can take effect without overlap. Steps:
Open the practitioner’s schedules through Settings > Diary > Schedules.
Identify any overlap between the two schedules.
Edit the old schedule and assign an end date that ends before the new schedule’s start date.
Save your changes and refresh the calendar.
When are schedules useful for my practice?
💡 Top tip: In order to create and manage schedules, you must have user permission Level 4 (Administrator).
Schedules enable you to define the availability of individual practitioners, independently of practice opening hours. This removes the need to book 'fake' recurring appointments to block out the calendar, and ensures availability is reflected accurately in your reporting.
You can reflect practitioners' working patterns (such as early/late finishes and days off), as well as extended absences or irregularities (such as annual leave).
For shorter-term/last minute changes to availability, you can override the calendar availability.
How to close a diary permanently?
If you need to permanently close a practitioner’s diary, there is no need to delete an existing schedule. Instead, create a schedule that marks all days as closed. This will override any open days without having to remove older configurations.