How to set up & enable Doctor Schedules

🧭 Overview

Doctor schedules ensure that:

• Only available doctors appear on the calendar.

• Appointment slots are based on real working hours.

• You can control the number of certain types of appointments (e.g., New Consults, Follow-Ups).

To get started, you’ll configure:

1. Slot durations and clinic hours

2. Appointment categories (color-coded)

3. Individual doctor schedules

4. Enable the scheduling system for your clinic

📝 Configuration Guide

Step 1: Set Clinic Hours & Slot Duration

📍 Path: Control Panel → Calendar → Appointment Timings

• Slot Duration: Choose your default slot length (e.g., 10, 15, 30 minutes)

• Start/End Time: Set the clinic’s working hours (e.g., 8:00 AM to 5:00 PM)

🟢 Click Save

🔄 Log out and back in to apply the new timings

Step 2: Create Appointment Categories

📍 Path: Control Panel → Calendar → Appointment Categories

Appointment categories define types of appointments (e.g., New Patient, Follow-Up, VIP) and assign them a color for easy identification on the calendar.

• Click + Add Category

• Enter:

  • Name of the category

  • Color

• Click Submit

• Repeat for additional categories

🟢 Log out and back in so new categories appear in the booking window

⚠️ Note: Selecting a category is mandatory during booking, so this step must be completed first.

Step 3: Create a Doctor’s Schedule

📍 Path: Bookings → Schedules

1. The weekly grid appears (doctors on rows, days on columns).

2. Click the doctor’s name to open the Add Schedule window.

3. Fill in:

   • Doctor (pre-filled)

   • (Optional) Room

   • From Date / To Date: Choose the schedule’s active period

   • Start / End Time: Daily working hours

   • Show Limits → Select working days (e.g., Mon/Wed/Fri)

   • In the category table, define how many of each appointment type the doctor will accept per day (e.g., 3 Follow-Ups, 2 Post-Ops)

4. Add Notes (optional)

5. Click Add

➡️ Repeat the above to set up different day patterns (e.g., Tue/Thu with different hours)

🟢 Do this for each doctor in your clinic

You can edit or delete the existing schedule by hovering over it.

Effect of Category Limits on Booking & Calendar

• When a booking stays within the daily limit
  ◦ Appointment saves normally.
• When an attempted booking exceeds the limit
  ◦ Alert prompt: “You have Maximum number of appointments reached for the schedule!”
  ◦ Booking is blocked until you pick another category, doctor, or day (or raise the limit in Bookings)

Step 4: Enable Doctor Scheduling

📍 Path: Control Panel → Branch Settings

1. Scroll to Appointments & Scheduling

2. Toggle Enable Doctor Schedule to ON

3. Click Save

4. You’ll be logged out automatically → Log back in

✅ Now only doctors with an active schedule for that day will appear on the calendar

Step 5: Allow or Block Overlapping Appointments

In the same Branch Settings section:

• Allow Multiple Booking = ON
  ◦ The system allows overlapping appointments for the same doctor

• Allow Multiple Booking = OFF
  ◦ The system blocks any double-booking attempts
  ◦ Also enables the Nearest Availability feature in the booking form

❗Common Errors & Fixes

✅ Pro Tips

• Start with slot timing and category setup, then add schedules per doctor.

• Use category limits to manage doctor load and avoid overbooking.

• Want to allow more flexibility? Turn ON Allow Multiple Booking.

• Adjust schedules anytime—changes apply after users log out and log back in.

• Use color-coded categories to quickly understand appointment types at a glance.