Cliniko offers practitioners the ability to set up their own schedules. In some cases, someone else who works at the clinic may be responsible for maintaining schedules for other practitioners.
The process for this is mostly the same as it is for a practitioner setting up their own schedule, but there's a different starting route. This guide will walk you through the steps for the following:
Note that in order to set up or modify another practitioner's schedule, you need to be an administrator on the account. It won't be possible for anyone else to make changes to a practitioner's permanent schedule.
Set up another practitioner's schedule
First, head to Settings, and then Users & practitioners:
Select the practitioner's name from the list:
If the practitioner in question doesn't show up in the list, they have not yet been added to the account. Follow these steps to add them.
Scroll down to the "Edit their practitioner settings" button:
At the bottom of the page, you'll see the Availability section, and you can set up or modify that practitioner's schedule accordingly:
Be sure to hit the Save practitioner button!
Set up a practitioner's schedule if they work at multiple clinics
If your team only works out of one clinic, you don't need to worry about this!
If someone works out of multiple clinics, they will need to have their schedule set up for each one.
Within the practitioner's availability in their settings page (where you've set up their initial schedule, as outlined above), select the dropdown menu under Choose a business, you can select the new clinic and set up your schedule, just as you would have done when setting up your schedule at your original clinic.
Below is an example of a multi-location schedule in progress:
Hit the Update practitioner button to save the changes.
Now, on the calendar, you'll be able to navigate between the different locations to book appointments via the location drop-down menu:
Modify a practitioner's permanent schedule
This is essentially the same process as setting up a new schedule for someone, as outlined in the first section of this guide. It entails simply changing the days of the week and hours that the practitioner works, and modifying any breaks, if applicable.
You might do this if a practitioner is switching up when they work, and this will be their regular new schedule for the foreseeable future.
One thing to keep in mind is that this is the practitioner's permanent schedule—it will be the default that shows up in their calendar, and appointments will be offered on these days and times in online bookings.
If they work out of multiple clinics, and are changing their schedule at each one, be sure to modify the settings for each of those locations.
Set up a fortnightly schedule for another practitioner
If a practitioner alternates the days and hours they work every other week, you can amend their calendar so that it consistently offers those different availabilities every fortnight.
The availability settings only allow for one week to be "set," but you can then make modifications on the appointment page to allow for a recurring fortnightly schedule.
First, make sure their "permanent schedule" is set as it should be for one of the two weeks
Head to Settings, and then Users & practitioners:
Select the practitioner's name from the list:
Scroll down to the "Edit their practitioner settings" button:
At the bottom of the page, you'll see the Availability section, and you can set up or modify that practitioner's schedule accordingly:
Save the settings.
Next, because that us their "main" schedule, you'll want to make sure to modify their calendar on the appointments page itself. You'll be able to do this by either:
These are the same processes that a practitioner would use if they were the ones setting up a fortnightly schedule for themselves.
Add breaks to another practitioner's schedule
Find the practitioner's main schedule by going to Settings, and then Users & practitioners:
Select the practitioner's name from the list:
Scroll down to the "Edit their practitioner settings" button:
At the bottom of the page, you'll see the Availability section, and you can use the Add break button to set up a recurring break in that practitioner's day—whether that break be for lunch, catching up on paperwork, taking a walk for some fresh air, you name it!
When you're finished, be sure to hit the Save practitioner button. Their calendar will now have a permanent break wherever you've added one, which means patients cannot book in at those times if they use online bookings.
The breaks are also visible on the appointments page (indicated by grey blocks), so if a patient calls the clinic to book an appointment, whoever is speaking with them will be able to see when the practitioner is not available:
If you ever want to remove a regular break for a practitioner, you can simply use the "remove" button (back in their availability settings) to clear it and open that time up on the calendar again.
If you have any questions on setting up or making changes to someone else's availability, please reach out to our support team—we're happy to help! 💬