Settings: Schedule Templates

Use schedule templates to create a set of defaults that will be tied to resources. These templates include setting up working hours, breaks, appointment blocks, or out-of-office hours. A resource user is any user with an assigned resource schedule.

Default Schedule Templates

The following schedule templates are automatically included in your Scheduler configuration. You can choose to modify these templates, create your own from scratch (see Create New Schedule Template below), or copy an existing template.

Template Name	Working Hours	Activity Blocks
24/7 (Default for all Resources)	12:00 am - 11:59 pm Monday - Sunday	none
Working Hours - 7am - 3 pm	7:00 am - 3:00 pm Monday - Friday	Lunch Break: 11:00 am - 11:30 am
Working Hours - 8am - 5pm	8:00 am - 5:00 pm Monday - Friday	Lunch Break: 12:00 pm - 12:30 pm
Working Hours - 9am - 6pm	9:00am - 6:00pm Monday - Friday	Lunch Break: 1:00 pm - 1:30 pm

Create a New Schedule Template

Let’s add a new schedule template.

To begin, click on your initials and then click Settings.
Then click the Scheduler tab.

Next, select Schedule Templates.
Next, click the + Add button.
Complete the template information section:
1. Template Name (Required): The template name appears in the Schedule Templates list and in the Template drop-down when creating a Resource Schedule.
2. Template Description: Include a description of this template. This description is only visible on the Schedule Templates tab and is primarily used for your reference.
3. Effective From (Required): The date this template begins.
4. Effective Through (Required): The date this template ends.
5. Cancel: Cancel the addition of a new template and lose all changes.
6. Save: Save the template.
7. Enabled Toggle: Leave this switch on if you want to use this Schedule Template when creating Resource Schedules. We cover disabling Resource Schedules in the Disable/Delete section below.
8. Calendar View: Choose to display the calendar by day, week, or month, depending on your selected filter.
9. Locations: Filter the calendar based on specific locations.
10. Working Hours: Set the provider's general working hours.
11. Activity Hours: Define time blocks for specific activities.
12. Day/Week/Month Toggle: Select the desired view to show daily, weekly, or monthly schedule.

Adding Activities to the Schedule Template

The activities section allows you to add one or more activities to the schedule template.

Click on Activities in the calendar.
Enter the activity hours information.
1. Activity Name (Required): Use a descriptive name for the activity type you are setting up.
2. Activity Types (Required): There are four default activity types available for selection in the drop-down: Administrative Time, Appointment Block, Break, Out of Office, and Working Hours. Depending on which Activity Type you select, other fields become available or required. We’ll cover these Activity Types below.
3. Location (Required): Add at least one location. For master and single instances, you can apply individual activities to multiple locations by selecting them from the drop-down.
4. Effective From (Required): The date when the activity type begins.
5. Effective Through (Required): The date when the activity type ends.
6. Start Time (Required): When the activity type begins.
7. End Time (Required): When the activity type ends.
8. Activity Recurrence: Click on the link to set a recurring pattern for the activity type. You can choose Daily, Weekly (choose specific days of the week), Monthly (choose specific days of the month), or Custom (choose a specific date). Only the day(s) chosen as the recurrence will show for the resource on the Scheduler.
9. Allow Override: This option is available for the Appointment Block, Administrative Time, and Break Activity types. Toggle on the Allow Override option to allow appointments to be scheduled over the Administrative and Break blocks or allow other appointment types (than the ones indicated in the Appointment Block) to be scheduled during the block’s active period. A warning message will display when attempting to schedule over one of these blocks, however, the user can continue to schedule if they have the Manage Schedules or Manage Scheduler Override/Overbooking roles assigned to their user profile. The start date and end date are automatically populated with the effective from and effective through dates added to the activity card. These dates can be updated.
Use the Add button to add the activity to the template. You can add multiple activities.
As you add activities, the Calendar view will populate.
Click Save when done.

Important: While it is possible to schedule activities outside of existing working hours, you will see a warning that informs you that you are doing so. Save again to create the appointment or activity anyway.

Out of Office

Use this activity type to indicate the Resource is not available on the Scheduler. When selected, an All Day checkbox appears next to the End Time field so a resource can be blocked for a full day. You can use this for company holidays or marking PTO. The Out of Office block will automatically override any other activities scheduled for that day.

Appointment Block

Use the Appointment Block activity to create a period where only certain appointment types can be scheduled for the Resource.

For example: If the resource is a therapist and is only available for individual sessions between 9:00 am and 11:00 am, use an appointment block to note that timeframe.

The Appointment Types drop-down is a required field when creating an Appointment Block. Select one or more appointment types for the block. The appointment type must also be available within the location selected, or you’ll receive an error message.

Use the Allow Override toggle to allow users to schedule other appointment types (other than the ones selected from the Appointment Types drop-down) to be scheduled during the block’s active period. A warning message will display when a different appointment type is scheduled with the resource during the block, however, the user can continue to schedule the appointment.

You can add multiple appointment blocks for each schedule template.

Break

This activity type places a block on the Scheduler where no appointments can be scheduled for the Resource. That means the activity type can be used for lunch breaks, 15-minute breaks, etc. You can use the Allow Override toggle if appointments can be scheduled over this break time.

Administrative Time

This activity type places a block on the Scheduler where no appointments can be scheduled for the Resource. You can use the Allow Override toggle to allow appointments to be scheduled over this time if desired.

Edit an Activity

To update an activity's information, scroll to the right and click the edit icon.

You can update the activity name, effective dates, start/end times, and recurrence. Click Update to save.

Deleting an Activity

If you need to remove an activity, scroll to the right and click the Trash icon.

Once you update the schedule, click Save.

Error Messages

You may encounter several errors while adding activities. In this section, we’ll review what they mean and how to resolve them.

Error Message	How to Resolve
Error - [appointment type name] is available for [location name]	This error message indicates that there is a mismatch between the location(s) selected and the Appointment Type(s) available for that location.
Error - Appointment Block cannot overlap	The Appointment Block dates/times overlap with an Appointment Block already added to the schedule. Adjust the date/time to resolve the overlap.

Working Hours

Start each template by adding the staff working hours.

Effective From (Required): Select the date when the working hours begin.
Effective Through (Required): Select the date when the working hours end.
Preferred Days: Choose the days the schedule applies to by selecting or deselecting them.
Copy Schedule Checkbox: Check this box to apply the same schedule to all selected days.
Working Hours Recurrence: By default, the recurrence is set to every weekday (Monday–Friday). Deselect any day you don’t want to include.
Locations (Required): Select at least one location. You can assign the same working hours to multiple locations for both master and single instances.
Start Time (Required): Enter the time when the working shift begins.
End Time (Required): Enter the time when the working shift ends.
Add: Click Add to apply the working hours to the calendar.

Copy a Schedule Template

You can copy an existing Schedule Template and customize it to create a new template with less build effort.

Click the Copy icon.
The Edit Template screen appears pre-filled with the original details. You can make updates to any of the information within.
If you need to edit or delete activities as needed.
Once you’ve completed your updates, click Save.

Edit a Schedule Template

Let’s review how to make changes to an existing schedule template.

Click the edit icon.
You can update any of the information in a template. As you make updates, adjust the dates to match. Common updates include adding, editing, or removing Activities or updating the Effective Dates.
Once you’ve completed your updates, click Save.
Alternatively, click Cancel or the (x) icon to discard any changes.

Accessing Individual Resource Schedules from Scheduler

Super admins, users with the Manage Scheduler Settings permission, and users with an assigned resource schedule can access the Resource Schedule editor. Super Admins and users with the Manage Scheduler Settings permission can open the editor for all resources. Users with an assigned resource schedule can only open their own resource schedule.

From Scheduler, locate the desired resource from the left sidebar.
Click on the square and arrow icon.
The resource's schedule will open. Click anywhere on the calendar to edit the resource schedule.
Make changes to the resource's schedule, as needed.
Select Working Hours and/or Activities, update the schedule, and click Save.

Disable/Delete a Schedule Template

There are two ways to prevent a schedule template from being used: Delete or Disable.

Delete: Use the delete option to permanently remove a Schedule Template.
1. Note: You won’t be able to delete a schedule template that is tied to a Resource Schedule.
Disable: Use the disable option to temporarily remove a Schedule Template

Individual Delete/Disable

Delete

To delete a single template, select the Delete icon.
Click Delete in the pop-up.

Disable

To disable a single appointment type, click the Enabled toggle button on the far-right side of the schedule template. Gray indicates that the schedule template is disabled.

Bulk Delete/Disable

To bulk Disable or Delete, check the boxes to the left of each schedule template you’d like to Disable/Delete.
Then, select Disable or Delete from the options that appear at the top of the table.
Confirm your selection in the pop-up.

Export/Print Schedule Templates

You can export or print this list as needed.

Export: Click the Export icon to download the list as a PDF, CSV, or Excel file. Once you select an option, the download will automatically begin.
Print: Click the Print icon to open the print preview screen and set your print preferences.