Diary Availability

Creating Availability

Availability must be scheduled in a therapist’s diary before a patient appointment can be booked. Therapists can select when they are available and the type of appointments they want booked during that session. This is especially helpful if admin staff are booking their appointments.

The following details need to be added:

• The start and end times of that particular slot
• Repetition of the slot over subsequent days/weeks/months
• The availability appointment purpose (i.e. assessment, treatment)
• The location of the appointment
• Any notes about the availability

Mandatory fields are shown in yellow. Many of these field values can be customised by superusers in the superuser menu including:

• The start time, end time and number of repeats via the control panel diary area
• The location and purpose via the list management area

Availability can be repeated daily, weekly or monthly. You then choose how often it repeats and how many times. An example of the Daily option is shown below.

Please be aware that this option includes weekends.  So in this example, availability will be created from Mon 4-Mar-2025 every 1 days for 7 availabilities, including Saturday and Sunday, shown below.

An example of the weekly option is shown below.  The user to choose which days of the week to repeat the availability. This option allows you to exclude weekends.

In the example above, Monday through to Friday will have availability slots for the next 2 weeks (10 availabilities)

An example of the monthly option is shown below. You can choose the day of the Month ie if the user had initially clicked on the 4th of March the slots would be repeated on the 4th April, 4th May etc.

If you choose the day of the week, the repeated availability will always fall on the same day of the week eg the 4th March would be the first Tuesday so the slots would be for the first Tuesday of every month.

The number of availabilities works as above. e.g if the Day of the Month is chosen and then there were 5 availabilities selected, the slots would be created for the existing date and the same date for the following 4 months.

Once all the availability fields have been completed, click Continue. You will see a list of all availability slots due to be created. Any slots which cannot be booked (due to the diary having an existing entry) will show an X in the Available column.

There are three options at this point:

• Back to Diary – this will discard any availability slot(s) requested.
• Back – this will go back to the previous screen where the user can alter the details of the availability they wish to book.
• Edit individual slot with table – click anywhere within a row (this can be for rows containing ‘X’ or tick) 

Once a user clicks on a row, the options are:

• Cancel this action
• Delete the specific availability slot
• Apply a change to the slot – if a slot is changed, it will reappear in the previous table. If the change does not clash with an existing diary event, it will appear in the table with a tick instead of an ‘X’ etc.

The availability slots can only be changed when all slots are available. You will need to delete or edit any slot showing an ‘X’ before proceeding. When all lists slots are available, click Save.

Any day with availability will now show in the diary as light blue. A user can hover over the day to find more information about availability.

To edit or delete the availability information, click on the chosen day, and select Manage availability.

Editing Availability

You will see all existing slots. You can click on an existing slot to edit it or Create new to add a new slot.

If you click to edit an existing slot, you will have the option to Edit just the selected availability or all in the series.