Note: Terms “Resource” and “Provider” will be used interchangeably in this article.
This article helps you create and manage the schedules that determine the daily work times (start/end times and, optionally break times) for a Resource. This must be done before you can book appointments for a provider.
A single Resource needs one schedule for each day of the year on which that provider works. To save time, you should create a schedule for a provider’s typical working week, then copy and apply that schedule to the other work weeks of the year for that provider.
Note: You can always adjust the schedule (e.g., for days off or for reduced hours during the summer).
For example, if a provider typically works Mondays through Wednesdays from 8 am to 4 pm, Thursdays from 10 am to 6 pm, and Fridays from 8 am to 12 pm, you could create one schedule for each of those time periods, then copy the schedule to populate the provider’s calendar for a whole year.
To perform the following procedures, open the Resource Manager.
Add a Resource Schedule from Scratch
- Locate and select a Resource from the list on the left.
- Click the Resource Schedule tab, then click [New Schedule] on the toolbar.
The Daily Schedule window opens.
Note: By default, the schedule applies to the current date. If necessary, enter a different date to which the schedule should apply. - Set the Shift Start/End Time for that day by using the Up/Down arrows (you cannot type values in these fields).
- If the provider wants a scheduled break time, check the Break Allowed box, enter a Break Description, then choose a Break Start/End Time.
- Click Save and Close.
Repeat to create as many schedules as desired. Remember that you can copy a schedule and apply it to multiple dates.
Add Resource Schedules by Copying an Existing Schedule
This section will show you how to extend an existing provider’s schedule or copy a schedule from one provider to another.
Note: If a date already has a schedule defined, it will not be over-written by a copied schedule.
- Locate and select a Resource from the list on the left.
- Click the Resource Schedule tab, then click [Copy Schedule] on the toolbar.
The Copy Resource Schedule window opens.
- Select the date range in the From and To fields under the Source section.
- Use the arrow buttons in the Number of periods field to specify the number of times you want the schedule copied.
- Select the date in the From field under the Destination section. Optionally, to apply the copied schedules to a Resource other than the one with which you are currently working, clear the Same resource box and select from the Resource list.
Note: The To date in the Destination section is set accordingly to the Number of periods specified. - Click Save & Close.
Note: The selected schedule(s) is replicated for each of the days in the destination range. You may need to delete extraneous schedules, such as those that have been created for holidays, however the bulk of the scheduling work is already done for you.
View Resource Schedule
To improve performance, by default, only schedules for current and future dates are shown on the Resource Schedule tab. To view dates from the past:
- Click the Resource Schedule tab, then click [Search Schedule] on the toolbar.
- Specify the range (From and To dates) of schedules to be shown.
- Click Find.
The Resource Schedule shows just the schedules that fall within the date range.
Edit a Resource Schedule
- Locate and select a Resource from the list on the left.
- Click the Resource Schedule tab, then double-click on a Schedule.
- Make changes to the schedule.
Note: The Schedule Date field cannot be modified. - Click Save and Close.
Delete a Resource Schedule
Note: A schedule for a day that has appointments scheduled cannot be deleted.
- Locate and select a Resource from the list on the left.
- Click the Resource Schedule tab, then select a schedule.
- Click [Delete Schedule] on the toolbar.
- Click Yes when prompted.
Delete Multiple Schedule
This function is particularly useful when removing the schedules of providers who no longer work at your facility.
Note: Schedules for dates on which an appointment has been booked will not be deleted.
- Click the Resource Schedule tab, then click [Delete Multiple Schedule] on the toolbar.
- Select the From and To dates of schedules to be deleted.
- Click OK.