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Create staff schedules (rotas)

Staff schedules create availability in your calendar to book appointments

Dr Askari avatar
Written by Dr Askari
Updated over a year ago

Create a staff schedule when you have staff working a repeating regular pattern.

If you want to create a schedule that is irregular or will not be repeating, you can create/edit individual days in the week view in Edit Staff Schedules.

Create a new staff schedule

  1. Click on Schedules in the right hand menu.

  2. Click on “New schedule”.

  3. Select the staff for this new schedule from the top row of drop down menus.

  4. If you have previously saved a template, select it from the dropdown.

  5. For each day in the week you wish to create a schedule:

    1. Tick the "Working" checkbox

    2. Select the Clinic, Start and End times

  6. For multi-week schedules (2, 3, or 4 week rolling rotas)

    1. Click the + button at the bottom right of the week box to show another week for editing.

    2. Use the copy button to copy the week schedule to other weeks.

  7. Select the start date for your schedule and recurring options.

  8. Click "Save"

TIP : 💡

  • Clicking the copy button in the bottom right of the day box will allow you to copy the selected day to other days of the week. Even if stat and end times are different for other days, it can be quicker to do this and then edit the start and end times.

Create a staff schedule template

You can save your schedule as a template to save time setting it up in the future.

  1. Once you have completed steps 1-6 above, click the "Save template" button.

  2. Name your template and click "Save"

Delete a staff schedule template

  1. Click "Manage templates"

  2. Select the templates you wish to delete and click "Delete"

Create/Edit schedules day by day in Edit Staff Schedules

  1. Click on Schedules in the right hand menu.

  2. Click on a day of the week you wish to update in the calendar. If you click on a staff's schedule you will need to click "Edit schedules" at the bottom of the pop-up.

  3. Select the staff for this new schedule from the top row of drop down menus.

  4. If you have previously saved a template, select it from the dropdown.

  5. In the relevant box for the staff member and day:

    1. Tick the "Working" checkbox

    2. Select the Clinic, Start and End times

  6. Click "Save" at the bottom left of the screen.

Edit schedules (working hours) day by day in the calendar

  1. Navigate to the day in the calendar you wish to change.

  2. Click the 3 dots to the right of the practitioner name.

  3. Select "Edit working hours".

  4. Make the desired changes and click "Save".

Learn how to Create Staff Breaks and How to Book Leave.

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