You can create, edit, copy and delete shifts on the Calendar > Shifts page. Using shifts is recommended as it makes scheduling appointments and designating staff availability easier. You can create and customise shift types as needed.
Schedule Staff or Resource Shifts
Note
Review the following setting before creating shifts.
Settings > Clinic location > Shift types
Shift types define the nature of the shift and whether the shift is available for online booking or if the shift is an all-day event.
To create a new shift type, select Add. To edit an existing shift type, select the pen icon on the shift type row,
You can customize the shift type behavior and interaction with other functionalities using the available options.
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Appointments: When this setting is selected, the shift is visible in the appointment calendar and appointments can be scheduled for the shift.
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Online booking: Select this setting if you want the shift to be available for online booking.
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All day: You can use this setting for a shift used for scheduling business hours. For example, an all day shift can be used for a public holiday when the clinic is closed for the full day. You can also use this shift type for shorter time periods when scheduling.
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Reason types: This setting is used with online booking and showing the available shifts to clients. For example, when a client selects a reason for a visit, only shifts that have this reason type set appear as available for booking an appointment.
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Update existing shifts: When updating an existing shift, select this setting if you want to update the changes to already scheduled existing shifts.
You can also create shift templates, for example, by adding multiple shift types to a template. This will help scheduling on a more detailed level. Read more about shift templates.
Using default appointments, you can create a standard appointment block in the shift scheduling as long as the scheduling time matches the defined default appointment time.
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Select Default appointment.
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Define the start and end time.
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Add the Reason (free text) for the appointment.
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Select a Reason type if required.
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Select Save.
Below is an example of how a shift with a default appointment will look in the calendar. You can move and drag the default appointment to another time or cancel it for just one day if needed. You can also create multiple default appointments for one shift type.
If you need to use sub clinic locations (wards) when scheduling appointments, you must add your wards in the settings.
Go to Settings > Clinic location > Wards and select Add. Add the ward a code that is easy to recognise. To edit or delete an existing ward, select the pen or trash bin button on the ward row.
If you want to use staff teams in scheduling appointments, you must add your teams in the settings.
Go to Settings > Clinic location > Teams and select Add. Add the team a code that is easy to recognise. To edit or delete an existing team, select the pen or trash bin button on the team row.
You can assign a team to a specific ward or add it as an independent team.
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Weekends in calendar: Select this setting if you want to include weekend days in the calendar.
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First day of week: Select which week day is shown as the first day of the week in the calendar.
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Calendar slot sizes: Using this setting, you can set the time duration of each calendar slot. The slot can be within the range of 5 minutes to 60 minutes.
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First hour of the day and Last hour of the day: Using these settings, you can define your business hours shown in the calendar.
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Show shift times and types in calendar: Select this option if you want to show the shift times and types in the appointment calendar.
Each user can set in the Calendar Feeds section of their own profile settings if they want to use appointment and shift calendar feeds. These options allow you to see your upcoming events from any device. The feeds are exported in the iCalendar format that is supported by all major calendar providers such as Google Calendar, Outlook, and iCal.
In the Personal details section, users can also select Prevent scheduling outside shifts to not allow scheduling appointments outside of their scheduled shifts.
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Go to Calendar > Shifts and select the Shift types tab.
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From the Schedule for options, select whether you want to schedule a shift for a User or a Resource and then select the user or resource in the field.
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Select a Ward, if you want to schedule the shift for a specific ward. If you select a ward, you can also select a Team if needed.
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Select the shift type from the available options.
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Select the time duration for the shift.
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Select any additional options you want to use, such as whether the shift is available for online booking or if it is a full day shift. This will be prefilled if it has been set up in the shift settings. You can also add a break to the shift time duration or split the shift into smaller slots by using the Duration of slot option.
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To schedule the shift, click anywhere within the day’s column. If there are shift conflicts, you will see a warning.
You can use the options on the left side of the calendar view to select what you want to view and how. Note that even if you have unselected staff elsewhere, these options determine which columns are displayed. For example, to see only the staff member you are currently scheduling for, select only that staff member from the staff options. If All clinic location shifts is selected, multiple users or resources may be visible. If do not see what you expect to see, double-check and adjust the options on the left.
To edit and update a scheduled shift, select the shift in the shift calendar. You can edit the shift date, start and end times, ward and team, and define and edit the reason types that are available for online booking during the shift. You can also delete the shift if needed.
If any appointments are currently scheduled during the selected shift, these will display at the bottom as shown in the image below. If you need to update a staff shift which requires you to reschedule current appointments, you can use the Move appointments button to move scheduled appointments from the current staff shift to another.
Delete Multiple Shifts
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Select Delete shifts below the shift calendar.
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Select the users and/or resources whose shifts you want to delete.
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Select the start and end dates and times from which you want to remove all shifts. Shifts that will be deleted and Shifts that cannot be deleted are shown below. Shifts that have appointments scheduled to them cannot be deleted. See above how to move the appointments.
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Select Delete.
You can copy shifts to multiple days or weeks.
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Select Copy shifts. A dialogue opens.
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In the From this date field, select the beginning date that shifts will be copied from and in the To this date field the end date.
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In the Start copy shift(s) here field, select the beginning date for scheduling the copied shifts.
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In the Repeat count field, define the number of times the selected shifts will be added in the calendar.
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Select the user and/or resources that the shifts are copied to.
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Select select the user(s) for which shifts will be copied.
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Select Save.
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