Settings: Scheduler Preferences

Customize the look, feel, and function of the Scheduler using Scheduler Preferences. Each Scheduler is configured with the default options described in the table below, all of which are customizable.

Configure Scheduler Preferences

Let’s review how to update your Scheduler Preferences.

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

Next, select Scheduler Preferences.
The Scheduler Preferences tab contains the following sections:
- General Settings: Configure overbooking allowances, intervals, and default time zone.
- Calendar View: Set default calendar appearance and background colors for activities (as defined in the Resource schedules).
- Workflow View: Establish the statuses that provide in-system alerts and alarms and configure the notification time. Additionally, create your appointment status groupings for your workflows.
- Waitlist: Enable Waitlist and configure preferences.
- Telehealth: Set when the Telehealth Link becomes active for upcoming appointments.
- Communication: Set contact information for your Appointment Communications by location.

General Settings

Configure overbooking allowances, intervals, and default time zone.

Number of days allowed to Edit Appointments in the Past: Use this field to indicate how many days into the past users are able to edit past appointments. The maximum number is 90 days.
- Important: Only Super Admins and users with the Add/Edit Backdated Appointments user role can add or edit appointments that occurred in the past.
Number of days allowed to Edit/Delete/Assign Schedules/Sessions in the Past: Use this field to indicate how many days into the past users are able to edit, delete, or assign past schedules/sessions. The maximum number of days is 90.
- Important: Only Super Admins and users with the Add/Edit Backdated Groups user role can add or edit appointments that occurred in the past.
No. Of Overbookings Allowed For a Resource: Determine if you’d like to allow appointment overbookings for resources. Set this field to the number of overbookings allowable for each appointment slot. You can allow for up to 90 overbookings.
- Important: Only users with the Manage Schedule Override/Overbooking role can approve any overbooked appointments.
Allow Overbooking of Patients for Locations: Add the locations that will allow overbooking by clicking on this field and selecting the desired locations.
Allow display of appointment notes in list view and print/export files and on the Portal for client view: Toggle this functionality on to allow users to view appointment notes in the list view and when they print/export data, and enable patients to view notes in the Portal.
Show Unassigned Group Session Cards on Scheduler: Toggle on this functionality to display empty group session blocks on the Calendar view, making it easier to assign patients directly to those sessions.
Time Interval Settings: This section allows the user to specify the timeframes represented by Morning, Afternoon, and Evening. These intervals are used in the Find Availability window.
By Default Time Zone for Scheduler: Set the default Time Zone for the scheduler display to Location or Browser. The user will be able to toggle between these options freely when viewing the Scheduler.
- Location: The Scheduler defaults to the location’s Time Zone (as established in Company Settings).
- Browser: The Scheduler defaults to the time zone of the user’s browser.

Calendar View

Set default calendar appearance and background colors for activities (as defined in the Resource Schedules).

Time Scale Increments: Choose how each hour block is segmented (displayed as rows on the Scheduler). Available options: 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes.
First Day of the Week: This will be the first day that displays on the Calendar View of the Scheduler. Depending on your facility’s preference, set it to Sunday or Monday.
Default Calendar View: Set the Calendar View default display to Day, Week or Month. This view can be manually adjusted from the Scheduler and the Calendar View.
Enable Drag and Drop on the Calendar: Enable users to reschedule appointments by dragging and dropping them on the Scheduler.
Background Colors for Activities: Set the standard colors for the activity types supported in Resource Schedules: Out of Office, Break, Working Hours, Appointment Blocks, and Administrative Time. These colors will allow you to interpret the Resource schedule based on type.

Appointment Cancellation

Create custom appointment cancellation reasons that will be selected when an appointment is canceled. Because you'll be able to indicate the canceling entity (patient, resource, or administrative), this could impact the options you want to include. These are reportable in the Operations BI Dashboard.

Workflow View

Establish the statuses that provide in-system alerts and alarms and configure the notification time. Additionally, set up Appointment Status Groupings to best represent your workflows.

Select Statuses to Configure Alert/Alarms: Choose which appointment statuses generate in-app alerts and alarms. Available statuses are Arrived, In Progress, Ready for Check Out, and Checked In.
Wait Time for Alert: For each status selected from the drop-down, set the waiting period before sending an alert. Patients in the status for longer than the specified time will display an hourglass icon in the corresponding appointment tile.
Wait Time for Alarm: For each status selected from the drop-down, set the waiting period before sending an alarm.
Appointment Status Groupings: Arrange the appointment statuses into columns that best represent your current appointment workflows. Unassigned statuses appear under the Appointment Status Groupings heading (Draft in the image above). You may need to adjust the number of columns so that the view fits easily on your screen.
- Use the +Add Column button to add more columns to the workflow view.
- Use the menu accessed by clicking on the three vertical dots to delete the column or edit the column name.
- Click and drag the columns to change the order.

Waitlist

Enable Waitlist and configure preferences.

Enable Wait List of Appointments: Toggle this on to create and view a waitlist for the Scheduler.
No. of Waitlists Allowed for a Slot: Set the number of appointments that can be added to the waitlist for a specific appointment slot. Select a number from 0 to 10.
View Past Waitlisted Appointment on Waitlist View: Toggle on to view waitlisted appointments for past dates.

Telehealth

Set when the Telehealth Link becomes active for upcoming appointments. This interval represents the number of minutes before the appointment time.

Communication

Set contact information for Appointment Communications by Location. Use the + Add button to include different contact options by Location.

Location: Choose the location for these communication values.
Location Address: The location address is pulled from the information entered for that location under Settings > Company.
From Email Address: This is the email address that will send email communications and is set to noreply@kipu-scheduler.com for standard appointment communication and noreply-kipu-telehealth.com. This field cannot be edited to maximize email deliverability.
Reply to Email Address: This is the email that patients can respond to. We recommend setting this up as a no-reply email (e.g. no-reply@kipuhealth.com) to prevent patients from accidentally sending PHI.
From Phone Number: This is the number that will deliver the SMS/text message communications and is set to 978-733-2497. This field cannot be edited to maximize SMS deliverability.
- If a patient replies to this phone number, they'll receive the following message indicating that the SMS inbox is not monitored and provides instructions for opting out of future messages (if needed).
- If the patient chooses to opt-out, they will be unsubscribed from all future text messages.
- The patient can be manually opted back into messaging by the Kipu Support team. However, this can only occur once every 30 days. If the patient opts out again, there is a 30-day waiting period before they can be opted back in.
Reply To Phone Number: This number is pulled from the information entered for the listed location under Settings > Company.

Save

Remember to save any changes using the Save button at the bottom of the screen. The Scheduler functionality does not auto-save.

Settings: Scheduler Preferences