Appointment Types allow staff to easily and appropriately schedule appointments for the hospital. They can also be useful in helping a service to plan the day based on the type of appointments that are scheduled.

Any user with the “admin_calendars” permission can manage Appointment Types in Admin.

To add new Appointment Types, simply click “+ New Appointment Type” at the top of the Appointment Types Admin page.

When adding a new Appointment Type, you will be required to enter the Label, Abbreviation, Default Duration, Default Notes, and Color. There is a max length of 7 characters on Appointment Type abbreviations. The Default Notes are optional and any text entered here will automatically be included in the Appt. Notes field whenever this Appointment Type is scheduled.

To Edit or Delete an Appointment Type, simply click the 3-dot menu to the left of the Appointment Type name.

Staff Groups are used to create Group Calendars for the Appointments Calendar. Group Calendars contain a list of users that is specific to a department or shift schedule, such as Internal Medicine or Overnight Emergency Doctors, and allows users to easily see availability for scheduling across that department or shift.

Any user with the “admin_calendars” permission can manage Staff Groups in Admin.

To add new Staff Groups, simply click “+ New Staff Group” at the top of the Staff Groups Admin page.

Enter the the required Label (name of the group) and unique Abbreviation for the Staff Group. Select Members (users) that will be associated with this group.

As a reminder, any Members added to a Staff Group will also have their own personal calendars displayed when viewing this Group on the Appointments Calendar.

To Edit or Delete a Staff Group, simply click the 3-dot menu to the left of the Staff Group name.

Appointment Calendar Templates allow for creation of daily schedules that can be applied to several days at once on a single calendar or Calendar Group.

Any user with the “admin_calendars” permission can manage Templates in Admin.

To add a new Template, click on “+ New Template” at the top of the Template Admin page.

Enter a Name for the Template, then click to add Drop-Off Availability or Appointment Availability to the the Template.

When adding Drop-Off Availability, enter in the number of Available Drop-Offs for the Template.

When adding Appointment Availability, enter a Start time and the Duration of the Availability Block. To indicate what Appointment Types can be scheduled within this Availability Block click on “+Add”.

Creating multiple Appointment Availabilities allows for further customization of the Template.

You can create Calendar Templates with prefilled notes for Availability Blocks which can then be applied to a calendar(s).

Availability Notes can also be added or edited from the 3-dot menu next to the Availability block on the Appointment Calendar.

After saving this Template, click “Apply to Calendar” which opens the Apply Template. Click on “+ Add” to select Individual or Group Calendars, then select the days to apply the Template to.

If a Group Calendar is selected, each team member within the Group will have this template applied to their Individual Calendar.

User(s) can be removed from Calendar Templates by clicking the ‘x’ next to the user(s) name, as shown below.

Bulk Select can be used to include All Weekdays/Days for the visible month. Clicking on any weekday header (Mo, Tu, We, etc.) will also Bulk Select that weekday for the visible month.

🚨 DROP-OFF AVAILABILITES: If an existing calendar day has Drop-Off Availabilities without any drop-offs scheduled and a Template is applied with overlapping Drop-Off Availabilities, the current Drop-Off Availabilities for the day will be replaced with the number in the Template. If the existing calendar day has Drop-Off Availabilities WITH drop-offs scheduled, the Template will not override that information and the existing calendar Drop-Off Availabilities and schedule drop-offs will remain the same.

🚨 APPOINTMENT AVAILABILITIES: If Appointment Availabilities already exist on a calendar and a Template is applied with overlapping Appointment Availabilities, both Availability Blocks will be added to the calendar. For example, if a team member has an existing availability for 8a-5p and a Template is applied with an availability of 9a-4p, both Availability Blocks will be displayed on the calendar.

After clicking “Apply”, the following message appears alerting that any existing Drop-Off Availability will be overridden. Please note there is no bulk undo once this action is confirmed!

The Appointment Template can now be viewed within the Group or Individual Calendar.

Group Calendar

Individual Calendar (Jane Doe)

To Edit or Delete an Appointment Template, simply click the 3-dot menu followed by Edit or Delete.

🚨 Important Note: If a Template has been applied to a Calendar and is edited in the Admin section, the drop-offs/availabilities for that day will NOT update on the Calendar. Template updates are only applied to calendars using the template from that point forward, so any days using the previous Template before it was edited will remain the same.

🚨 Important Note: If a Template has been applied to a Calendar and is deleted in the Admin section, the drop-offs/availabilities for that day will NOT be deleted on the Calendar. Deleting a Template simply removes it from the Templates Admin screen and does not allow users to apply it to any future Calendars.

​