How do I update a Resource Template to block specific times?

Issue

The user needs to block off times in a provider's schedule. Some example blocks are Out of Office, Lunch, Break, Administrative Block, or a specified Appointment Block.

Environment

Kipu EMR, Scheduler, Settings: Resource Schedules, Role: Super Admin, Features: Manage Schedules

Resolution

There are several kinds of templates that can be used to add blocked times to a provider’s existing working schedule. Keep in mind that the working schedule must exist before other templates are added or they will not work as intended. For instructions on setting up a schedule, check out our Schedule Templates article.

Select your initials in the top right corner and select Settings.
Then click Scheduler > Resource Schedules.
If the user has a schedule hover over the blank space to the right of the Enabled column and select the edit pencil.
If the user doesn’t have a schedule created click the +Add button.
Fill out the required fields marked with a red asterisk (*) in the Activity Hours box.
Give the activity a name, and then choose the block type needed from the Activity Types drop-down. In this article, we're only covering activity types that allow you to block out specific times in a provider's schedule. For a complete walkthrough, check out this article.
- Administrative Time: Use this activity type to schedule blocks for administrative tasks where appointments of other types cannot be scheduled.
- Appointment Block: Create certain kinds of appointment blocks for specific timeframes. For example, if the user/resource is only available for individual sessions from 9:00 am to 11:00 am, you would use an Appointment Block.
- Break: Use this block for lunch breaks, 15-minute breaks, etc. where no appointments can be scheduled for the resource.
- Out of Office: Use this activity type to indicate that the resource is not available. Choose the start and end time or click the All Day checkbox.
Enabling the Allow Override toggle will allow any user with the Manage Schedule Override/Overbooking feature active on their profile to override existing Administrative Time, Appointment Block, and Break appointment blocks. Out of Office blocks cannot be overridden. For more information on managing Scheduler permissions, check out this article.
To make a schedule recur on the resource schedule, select Recurrence.
There are multiple ways to set up the recurrence schedule.
- Daily: The Daily recurrence can be every single day of the week or every specific amount of days (every 2 days, every 4 days, etc.) and either end on the scheduled end date or after a specified number of occurrences.
- Weekly: Choose which days of the week this schedule will occur. The schedule can also recur every specified number of weeks (every 2 weeks, every 4 weeks, etc.) and either end on the scheduled end date or after a specified number of occurrences.
- Monthly: You can choose to either have the schedule start on the same numbered day every month (1st day of the month, 10th day of the month, etc.) or specify the week of the month and the day of the week. The schedule recurrence can, once again end either on the scheduled end date or after a specified number of occurrences.
- Custom: This option is best used for things like PTO days, out of office days, and sick days. Where it's a specific set that does not reoccur, then select the end date.
After the required fields are filled out and the activity is set up as needed, select the Add button above the list of activities on the resource's schedule.
The newly created recurrence will now appear in your list of activities and on your calendar to the right.
You can edit this or any other activity already on the schedule by scrolling to the right in the list of activities and selecting the edit pencil.