Settings: Resource Schedules

Resource schedules must be created for each resource before you can schedule appointments for them using Scheduler. 

Important: If the user does not have a resource schedule added to their profile, they won’t appear on the list of resources available on the Add/Edit Appointment window and they will not be able to access Scheduler.

Because creating a resource schedule requires adding a schedule template, please ensure that you’ve created at least one schedule template before setting up a resource schedule. Kipu has provided a few default options for your account.  

Finally, while other users can edit their resource schedules, only super admins can add and delete them.

Assign a Resource Schedule 

Let’s review how to add a new resource schedule. Super admins and users with the Manage Users and Manage Schedule Settings can assign resource schedules to users.  

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

3. Next, select Resource Schedules.
4. Next, click the + Add button.
   
5. Complete the following information for the schedule:
   • Schedule Name (Required): The display name for the schedule that appears in the main Resource Schedules list.
   • Resource Type (Required): There are two options:
     • Person: Select this option to create a schedule for a user.
     • Location: Select this option to create a schedule for a specific room.
   • Resource (Required): Depending on the selection you make in the Resource Type field, this drop-down contains a list of users or rooms. The individual/room selected will be assigned to this schedule.
   • Schedule Template: If needed, select one of the schedule templates that you’ve created previously or choose a system default schedule. Once you select the template, the schedule details will populate below.
   • Schedule Description: Include a description of this schedule. The description is only visible on the Resource Schedules tab and is primarily used for your reference.
   • Effective From/Through: Select the start date when the schedule becomes active and the date when the schedule will expire or no longer be valid.
   • Working Timezone: If needed, choose the resource's time zone. If a time zone is chosen, its abbreviation will appear under their resource availability in the sidebar of Scheduler. When this field is used, it will ensure that appointments and availability always correctly display in local time. If no selection is made, the system will default to the instance's time zone as configured in the Kipu Account page.
     • Scheduler time zone view
       
   • Make sure the template is enabled and click Save.
   • Once you’ve selected an option from the Template drop-down, you can change many of its details.
     • Important: Changes made here are specific to this resource schedule and will not be saved to the original schedule template.   

Customize Activity Hours

1. Click anywhere on the calendar to update the activity schedule.
2. By default, the Activities section will open.
3. Enter the Activity Name.
   
   
4. Select an activity type from the drop-down menu. Available types include: Administrative Time, Appointment Block, Break, Out of Office, and Working Hours.
   
5. Select the desired location(s) from the locations drop-down list.
6. Enter the effective from and effective through dates.
7. Enter the start time and end time, then click Save.
8. You can also make activities recurring by clicking on the link.
    
9. In the Activity Recurrence window set the start date, choose the repeat frequency, choose recurrence, select or deselect the days, set an end date, and then click Save.
   
10. Click Allow Override to let super admins override this activity. Then click Add.
11. The system updates the calendar and displays the activities list.
     

Customize Working Hours

1. Click Working Hours or on one of the items in the calendar to open the configuration window.
2. You can edit the working hours for the entire series or for the selected occurrence as well as other details. Click Update to save changes.
3. If you choose to edit the series in the step above, you will be able to edit the recurrence information. Once again, be sure to click Update to save your changes.

Update Schedule Template Details [Optional]  

When creating a resource schedule, you can update the template details to fit your needs.

The following fields can be adjusted: 

• Effective From: This field will default to the current date rather than the date when the template was created. It can be edited as needed.
• Effective Through: The date after which the schedule is no longer available. If you do not wish this schedule to become unavailable, we recommend setting a date far in the future such as 1/1/2099.
• First Day of the Week: Choose the day this schedule considers to be the first day of the work week (such as Sunday or Monday).
• Activities:
  • Add New Activity: You can add as many new activities as you need using the + Add button, as long as the activity types follow their established rules.
  • Edit Activity: Use the Edit icon to make changes to the Activity Name, Effective Dates, Start/End Times, and Recurrence fields.
  • Delete Activity: Use the trash icon to remove activities that are no longer needed.

Important: When updating start/end times, do note that while it is possible to schedule activities outside of existing working hours, they will not display on the Calendar view unless the user updates their working hours in the Resource Schedule to include the activity's scheduled time.

Check out the schedule templates article for a deep dive into adding activities and information on error messages and how to resolve them.  

Bulk Assign Resource Schedules 

When two or more people share a schedule, you can assign it to all of them at once.

Note: For single instances, provider users can only be automatically assigned a resource schedule if they are already assigned to at least one location. 

1. Click on the + Add drop-down and select Bulk Add Resource Schedule. 
2. Complete the Bulk Resource Schedule Creation form. 
   • Resource Type (Required): There are two options:
     • Person: Select this option to assign a schedule to users.
     • Location: Select this option to assign a schedule to rooms.
   • Resource (Required): Depending on your resource type selection, this drop-down contains a list of users or rooms. Use the multi-select boxes to choose one or more resources.
   • Template: Select one of the schedule templates you’ve created or choose a system default schedule. Note that updates cannot be made to the schedule template in this view. If you need to make any edits, you’ll have to navigate to the individual template and update it there.
3. Click Save to assign the resource schedule.
4. The system displays how many resource schedules were created. In some instances, not all resources will be assigned to the schedule. Download the report to understand why these resource schedules could not be created. 

Copy a Resource Schedule 

You can copy an existing resource schedule from the Resource Schedules list and customize it to create a new template with less build effort.  

1. Click the Copy icon for the schedule template you wish to duplicate..
2. The New Resource screen appears pre-filled with the original details. You can make updates to any of the fields (except Template Name and Description) prior to saving.  

Edit a Resource Schedule 

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

1. Click the Edit icon for the resource schedule you wish to edit. 
2. You can update most of the information from the Edit Resource Schedule window, including changing the assigned template. As you make updates, adjust the dates to match. Common updates include adding, editing, or removing activities or updating the effective from/to dates.
3. Once you’ve completed your updates, click Save.
4. You can export the history to PDF, CSV, or Excel by clicking on the Export drop-down.

Disable/Delete a Schedule Template 

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

1. Delete: Use the delete option to permanently remove a resource schedule
2. Disable: Use the disable option to temporarily remove a Resource Schedule 

Important: You won’t be able to assign an appointment to the Resource until a new schedule is created for them. 

Individual Delete/Disable 

Delete 

1. Select the Delete icon for the template you want to delete.
2. From the pop-up, choose Delete.  
   

Disable 

To disable a resource schedule, click the Enabled toggle button on the right side of the Resource Schedule. Gray indicates that the resource schedule is disabled.

Bulk Delete/Disable 

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

Export/Print Resource Schedules 

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.